HomeMy WebLinkAbout2016-12-06 Agenda and Supporting Documentation Town Council Afternoon AgendaAgenda TOM Of UAJt
VAIL TOWN COUNCIL REGULAR MEETING
Town Council Chambers
75 South Frontage Road W., Vail, CO 81657
1:00 PM, December 6, 2016
Notes:
Times of items are approximate, subject to change, and cannot be relied upon to determine what time Council will
consider an item.
Public comment on any agenda item may be solicited by the Town Council.
1. DRB / PEC Update
1.1. DRB/PEC Update 5 min.
Presenter(s): Chris Neubecker, Planning Manager
2. Interviews for Boards and Commissions
2.1. Interview for CSE
Presenter(s): Patty McKenny, Town Clerk
Action Requested of Council: Conduct interview with one applicant who is
unable to attend Dec 20 meeting at which time interviews with remaining
applicants will occur.
Background: Six (6) vacancies exist on the Town of Vail Commission on
Special Events (CSE). Applicants must be residents of the Town of Vail,
own real property within the Town of Vail, own a business in the Town of
Vail, or be employed within the Town of Vail. The terms of four members
shall be for two years ending on Dec. 31, 2018. Terms for two members
shall be for one year ending on Dec. 31, 2017, filling vacancies due to two
resignations.
3. Presentations / Discussion
3.1. Presentation of the Commission on Special Events (CSE) funding
allocations for 2017 Cultural, Recreational and Community Events and
Education and Enrichment Programming
Presenter(s): Barry Davis, Chairman, Commission on Special Events
Action Requested of Council: Informational only. No formal action required.
The CSE presents the final decisions for 2017 CRC and EE funding
allocations.
Background: The CSE received 52 proposals in response to the RFP for
2017 events that was issued in August. "Special Event Rating Criteria" was
used to evaluate all proposals with respect to how they align with a strategic
approach to providing a diverse calendar of events that are well matched to
the Vail brand and will exceed the expectations of a sophisticated and
international clientele.
Staff Recommendation: The CSE believes this is a strong calendar of
events aligned with the Town Council's mission of providing our citizens and
guests with "an abundance of recreational, cultural and educational
10 min.
15 min.
December 6, 2016 - Page 1 of 1
opportunities" that will continue to drive increased results and contribute to
providing thought provoking educational and life enriching opportunities.
3.2. Vail Local Housing Authority recommendations for the deed restriction and 30 min.
lottery selection process for the future development of the Chamonix
Neighborhood at West Vail.
Presenter(s): George Ruther, Director of Community Development and
Steve Lindstrom, Chair of the Vail Local Housing Authority
Action Requested of Council: No formal action is required at this time. The
Town staff will return to the Vail Town Council meeting on December 20,
2016, requesting a formal action at that time. The Town Council will be
asked to provide answers to the following two questions: Does the Vail Town
Council support the recommendations of the Vail Local Housing Authority?
If not, what changes does the majority of the Town Council want made to
the recommendation forwarded by the Vail Local Housing Authority?
Background: The Vail Town Council requested that the Vail Local Housing
Authority take the issue of deed restriction and lottery selection process
under consideration and return to the Town Council with a recommendation.
Staff Recommendation: Please see the memorandum from the Vail Local
Housing Authority to the Vail Town Council, dated December 6, 2016
3.3. Comprehensive Open Lands Plan - Update 30 min.
Presenter(s): Chris Neubecker, Planning Manager and Tom Braun, Braun
Associates, Inc.
Action Requested of Council: The Community Development
Department requests that the Town Council review the attached materials
and presentation during the meeting, and provide feedback on the proposed
update process. Specifically, does the Town Council support the proposed
planning methods, scoping sessions, and public outreach process?
Background: The Town is implementing a process to update the 1994
Comprehensive Open Lands Plan (the Plan). The Plan is 22 years old and it
is time to evaluate how the existing Plan has performed, how it can be
improved to better address today's needs and what additional actions, if
any, should be considered.
Staff Recommendation: The Community Development Department
recommends that the Town Council review the attached materials and
presentation during the meeting, and provide feedback on the proposed
update process.
4. Information Update
4.1. October 2016 Sales Tax Report 5 min.
4.2. September Business Review
4.3. November Revenue Update
4.4. Vail Resorts expanded ticket process for Vail lodging community.
5. Matters from Mayor, Council and Committee Reports
5.1. RFP for Consulting Company to conduct Executive Search for Town
Manager
15 min.
December 6, 2016 - Page 2 of 1
6. Executive Session
6.1. Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(a)(b)(e) - to
discuss the purchase, acquisition, lease, transfer, or sale of property
interests; to receive legal advice on specific legal questions; and to
determine positions, develop a strategy and instruct negotiators, regarding:
Chamonix housing development; and 2) C.R.S. §24-6-402(4)(b) - to receive
legal advice on specific legal questions, regarding Delponte v Town of Vail,
Case No. 15 -CA -1835; and House Bills 16-1309 and 16-1311.
Presenter(s): Matt Mire, Town Attorney
7. Recess
7.1. Recess at 3:20 pm
30 min.
Meeting agendas and materials can be accessed prior to meeting day on the Town of Vail website
www.vailgov.com. All town council meetings will be streamed live by High Five Access Media and available for
public viewing as the meeting is happening. The meeting videos are also posted to High Five Access Media
website the week following meeting day, www.highfivemedia.org.
Please call 970-479-2136 for additional information. Sign language interpretation is available upon request with 48
hour notification dial 711.
December 6, 2016 - Page 3 of 1
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: DRB/PEC Update
PRESENTER(S): Chris Neubecker, Planning Manager
ATTACHMENTS:
Description
November 16, 2016 DRB Meeting Results
November 28, 2016 PEC Meeting Results
TOWN IfO
December 6, 2016 - Page 4 of 1
TOWN OFD
MEMBERS PRESENT
Bill Pierce
Andy Forstl
Doug Cahill
Rollie Kjesbo
Peter Cope
DESIGN REVIEW BOARD AGENDA
PUBLIC MEETING
November 16, 2016
Council Chambers
75 South Frontage Road West - Vail, Colorado, 81657
MEMBERS ABSENT
PROJECT ORIENTATION 2:OOpm
SITE VISITS
1. 2655 Davos Trail; Sentry Construction Residence
2. 963 Lions Ridge Loop, Breakaway West
MAIN AGENDA 3:OOpm
1. Jackson Residence DRB16-0407
Final review of an exterior alteration (deck, stairs)
2475 Garmisch Drive Unit 1/Lots 5 & 6, Block H, Vail Das Schone Filing 2
Applicant: Dominique Jackson
ACTION: Table to December 7, 2016
MOTION: Kjesbo SECOND: Cahill
VOTE: 5-0-0
2. Breakaway West Condominium Association DRB16-0491
Conceptual review of exterior alterations (facade/railings/windows)
963 Lions Ridge Loop Building 500/Lot B3, Block B, Lions Ridge Filing 1
Applicant: Breakaway West Condominium Association, represented by Andrew Cuomo
ACTION: Conceptual Review (Kjesbo and Pierce recused from discussion)
3. Sentry Construction Residence DRB16-0493
Final review of new construction (Duplex)
2655 Davos Trail/Lot 18, Block B, Vail Ridge
Applicant: Sentry Construction, represented by Martin/Manley Architects
ACTION: Approve
MOTION: Kjesbo SECOND: Cahill
VOTE: 5-0-0
Matt
Jonathan
Chris
The Design Review Board hereby finds that the Applicant may have site disturbance of up to
sixty-nine (69%) of the site, as shown of the approved site plan, due to the relatively small size of
the lot and steep slopes on the site, per Section 12-21-12-E-2, Vail Town Code.
STAFF APPROVALS
Lestikow Residence DRB16-0470
Final review of an addition (entry)
5020 Main Gore Place Unit M4/Unplatted
Applicant: Mark Lestikow, represented by Foster Construction
Page 1
Brian
December 6, 2016 - Page 5 of 1
Christy Sports DRB16-0475
Final review of a sign (Business ID)
2161 North Frontage Road/Lot 2A, Vail Das Schone Filing 3
Applicant: West Vail Mall Corp, represented by Jeff Evans
Vail Spa Condominiums DRB16-0479
Final review of changes to approved plans (stair cap)
710 West Lionshead Circle/Lot 1, Block 3, Vail Lionshead Filing 3
Applicant: Vail Spa Condominiums, represented by KH Webb Architects
Fall Ridge Homeowners Association DRB16-0484
Final review of an exterior alteration (landscaping)
1650 Fall Ridge Road/Lot 2, Sunburst Filing 3
Applicant: Fall Ridge Homeowners Association, represented by Ceres Landcare
Ford Residence DRB16-0486
Final review of an exterior alteration (landscaping)
303 Gore Creek Drive Unit 7 (Vail Rowhouses)/Lot 7, Block 5, Vail Village Filing 1
Applicant: North Fifth LLC, represented by Ceres Landcare
Crow Residence DRB16-0496
Final review of an exterior alteration (landscaping)
1250 Ptarmigan Road/Lot 4, Block 8, Vail Village Filing 7
Applicant: Trammell Crow, represented by Kissane Construction
Johnson Residence DRB16-0498
Final review of an exterior alteration (landscaping)
1195 Hornsilver Circle/Lot 14, Block 6, Vail Village Filing 7
Applicant: Susan Johnson, represented by Old Growth Tree Service
Cavanagh Residence DRB16-0499
Final review of an exterior alteration (windows)
1081 Vail View Drive Unit B-205 (Homestake at Vail)/Lot A6, Block A, Lion's Ridge Filing 1
Applicant: Rebekah & Paul Cavanagh, represented by Meadow Mountain Homes
Perez Residence DRB16-0501
Final review of an exterior alteration (vents)
980 Vail View Drive Unit 104A/Lot B5, Block B, Lions Ridge Filing 1
Applicant: Karen Perez
Vail Six Pack Residence DRB16-0503
Final review of an exterior alteration (piping, skylights)
2875 Manns Ranch Road Unit A2/Lot 1, Block 1, Vail Village Filing 13
Applicant: Vail Six Pack LLC, represented by JVC, LLC
Palumbo Residence B16-0467
Final review of an exterior alteration (windows)
1957 Circle Drive/Lot 23, Buffehr Creek Resubdivision
Applicant: Gary Palumbo, represented by Home Depot At -Home Services
Nedrelow Residence DRB16-0500
Final review of an exterior alteration (landscaping)
2840 Aspen Court Unit B/Lot 16, Vail Village Filing 11
Applicant: Jeanne Nedrelow, represented by Old Growth Tree Service
Page 2
Chris
Chris
Brian
Brian
Brian
Matt
Brian
Jonathan
Jonathan
JR
Jonathan
December 6, 2016 - Page 6 of 1
Heymann Residence DRB16-0504
Final review of changes to approved plans (gas line)
4460 Timber Falls Court/Timber Falls Condominiums
Applicant: Allan Heymann, represented by High Altitude Home Improvement
Simba Run DRB16-0505
Final review of changes to approved plans (intake system)
1100 North Frontage Road/Lots 6-10, Block C, Lion's Ridge Filing 1
Applicant: Simba Run Condominium Association, represented by Oscar Kaelin
Grey Salt DRB16-0506
Final review of a sign (awning)
141 East Meadow Drive Suite 205 (Solaris)/Lot P & Tract C, Block 5D, Vail Village Filing 1
Applicant: Grey Salt, represented by Stacey Sapp
Johnson Residence DRB16-0507
Final review of a sign application (construction)
5157 Gore Circle/Lot 13, Block 3, Bighorn Subdivision 5th Addition
Applicant: James Johnson, represented by GE Johnson Construction
Cobb Residence DRB16-0509
Final review of an exterior alteration (deck)
3090 B Booth Falls Court/Lot 9, Block 2, Vail Village Filing 2
Applicant: James Cobb
Welaj Residence DRB16-0510
Final review of an exterior alteration (landscaping)
5177 Black Gore Drive Unit B1/Lot B1 -B4, Cedar Point Townhouses
Applicant: John Welaj, represented by Ceres Landcare
Digregorio-Horvath Residence DRB16-0511
Final review of an exterior alteration (gas line)
2883 Timber Creek Drive Unit B5/Lot 8, Block 4, Vail Intermountain Development
Applicant: Cynthia Horvath, represented by Mike Delain
Lululemon DRB16-0512
Final review of a sign application (window)
193 Gore Creek Drive/Tract A, Block 5B, Vail Village Filing 1
Applicant: Lululemon, represented by Sign Design & Graphics
McDonalds DRB16-0513
Final review of changes to approved plans (trash enclosure)
2171 North Frontage Road West/Lot 2B, Vail Das Schone Filing 3
Applicant: McDonalds Corporation, represented by Strategic Land Solutions
Northridge Condominiums DRB16-0514
Final review of an exterior alteration (roof)
2437 & 2447 Chamonix Lane/Lots 23 & 25, Block A, Vail Das Schone Filing 1
Applicant: Northridge Condominium Association, represented by Alex Cudney
Jonathan
Jonathan
Jonathan
Brian
Brian
Jonathan
Jonathan
Chris
Jonathan
Jonathan
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
Town Council Chambers. Times and order of items are approximate, subject to change, and cannot be relied
upon to determine at what time the Design Review Board will consider an item. Please call (970) 479-2138
Page 3
December 6, 2016 - Page 7 of 1
for additional information. Sign language interpretation is available upon request with 48-hour notification.
Please call (970) 479-2356, Telecommunication Device for the Deaf (TDD), for information.
Page 4
December 6, 2016 - Page 8 of 1
TOWN Ore)
PLANNING AND ENVIRONMENTAL COMMISSION
November28, 2016, 1:00 PM
Vail Town Council Chambers
75 S. Frontage Road -Vail, Colorado, 81657
1. Call to Order
Members Present: Brian Gillette, Kirk Hansen, Ludwig Kurz, Henry Pratt, John
Rediker, John Ryan Lockman and Brian Stockmar
Absent: None
2. Site Visits - 30 min.
1. Marriott Residence Inn - 1783 North Frontage Road West
3. A request for recommendation to the Vail Town Council of an application to
establish Special Development District No. 41 (Marriott Residence Inn),
pursuant to Section 12-9(A), Special Development Districts, Vail Town Code,
to allow for the development of a limited service lodge and deed restricted
employee housing units and a conditional use permit for public or commercial
parking facilities or structures, located at 1783 North Frontage Road West/Lot
9, Buffehr Creek Resubdivision, and setting forth details in regard thereto.
(PEC16-0030).
Applicant: Vail Hotel Owner ESHV, LLC, represented by Mauriello Planning Group
Planner: Matt Panfil
Chairman Rediker opened the item.
Matt Panfil, Planner, introduced the project. Matt ran through a list of terms that are used
both in the staff report and staff's presentation. He discussed the objective of Special
Development Districts and how they are reviewed. Matt added emphasis that at times
there may be competing public interests.
Panfil summarized the application, including its components and the relationship of these
components to the town code. He presented the changes to the plans that have occurred
over the three meetings and plan sets.
Commissioner Hansen asked about the color coding shown for parking.
Commissioner Gillette asked about the parking requirement and allowable deductions for
multi—use facilities.
Panfil provided answers to these two questions. Matt stated that staff has concerns
about the multi -use parking credit but the code does not provide further clarification
December 6, 2016 - Page 9 of 1
regarding the parking reduction.
Commissioner Stockmar asked about parking requirements and the possibility that the
demand will be lower.
Panfil discussed the possibility of more spaces being available for public parking if future
demand from the residential uses does not meet the spaces provided. He closed out his
presentation with a discussion of the proposed deviations from the underlying zone
district.
Chairman Rediker requested that staff discuss the proposed conditions of approval.
Panfil provided the Commission with the proposed conditions of approval.
Chairman Rediker opened up for Commissioner's question.
Chairman Rediker asked about the acceptability of the conditions to the applicant and a
greater explanation of the LEED condition.
Chairman Rediker asked about the location of the retaining walls and the need to move
them 2' from the property line.
Commissioner Hansen asked about the needed easement for Meadow Ridge Road.
Commissioner Hansen asked about the shading of the road and if a plan for this was
needed.
Panfil provided greater details on what was being requested and indicated that no
mitigation for the shading is proposed.
Commissioner Kurz asked for clarification related to building height and how the building
height was able to be reduced by more than 12 feet without removing any floors to the
building.
Panfil discussed the changes in the building height.
Chairman Rediker asked about the height allowances over the limit.
Panfil discussed architectural projections and their allowance.
Commissioner Lockman asked about site coverage and how it is calculated.
Commissioner Lockman also asked about the availability of water service.
Panfil discussed these items and how the water service comment was meant as an
advisory alert to the applicant.
Commissioner Lockman asked about the applicability of an Environmental Impact Report
for this project.
Panfil stated that it had been discussed but had not been requested for previous projects.
December 6, 2016 - Page 10 of
Commissioner Hansen expressed concern with the traffic flow on the frontage road.
Commissioner Kurz asked if any of the technical aspects will result in a return to either
the PEC or Town Council.
Panfil stated that with the exception of CDOT technical issues, other items have been
addressed or are conditioned to do so.
Applicant presentation.
Dominic Mauriello made a PowerPoint presentation on behalf of the applicant.
Chairman Rediker asked the Commission if they have questions for the applicant.
Chairman Rediker asked about the step between the apartment units and the lodging
units.
Mauriello responded that it is partially due to a change in grade and also in response to
comments received that height is more acceptable along the eastern end.
Panfil and Mauriello reviewed some building sections that help to illustrate the proposed
height.
Chairman Rediker asked for clarification regarding the landscape plan at the rear of the
building (north side).
Mauriello responded that is was principally evergreen trees with some aspens.
Chairman Rediker asked if there was sufficient sunlight for the landscaping proposed.
Mauriello responded that the plan has been prepared by a landscape architect and
reviewed by the Town's landscape architect.
Public Comment
Randy Guerrero — Stated that the third plan is an improvement. Expressed concern with
the evergreens along the north side. He asked about improvements to the frontage road
such as deceleration or turn lanes. He asked a question about the deed restrictions. He
expressed concern with snow storage.
Ted Steers — Supportive of the proposed underground component. Rooftop landscaping
will require attention for detail. He expressed concern that Marriott would co-opt all of the
employee housing units for its own employee use. He is also concerned with the size of
the building and wondered why it is not broken into two or three buildings.
Molly Murphy — Vail Valley Medical Center (WMC) fully supports the project. No public
money subsidy is being requested. In her experience, the rent would be ok. The lodge
units help serve a demand that is not being met. VVMC currently send people to
Hawthorne Suites in Eagle.
December 6, 2016 - Page 11 of
Chris Burns — He believes the revised plan is much better. He is concerned with possible
effects on the sanitary sewer system, the removal of existing old growth trees, the
proposed zero setback construction and the effects of the zero setback construction on
existing buildings. He is also concerned with the rooftop proposal and potential noise
affecting nearby properties. He expressed concern with the level of public amenities, and
that a bus shelter is not public art. He concluded by stating that the project is just too big
for the neighborhood and 150 units per acre is inconsistent with the area.
Steve Lindstrom — Vail Local Housing Authority (VLHA) supports the project. Vail is
landlocked and does not have room to sprawl in order to grow. Vail has to look inward at
what we have to solve our problems. Density is the solution, not the problem. The
1970's and 80's way of solving problems will not work. Lion's Ridge is a missed
opportunity. This project is a project that works towards a solution. There is not a better
site or a better project. We need private sector help to solve our housing problems.
Jason Cowles — Eagle River Water and Sanitation District (ERWSD) is working with the
applicant and looking at capacity issues. No answers at this time but the existing water
and sewer infrastructure will need to be upsized and loop up to Buffehr Creek Road.
Mike Brumbaugh — He is strongly in favor of this. Project addresses three important
issues in community: housing, lodging and parking. He is unable to expand business
opportunities because of employee housing issues. Vail Valley Partnership is also
supportive of the proposal. This project is part of the solution.
Jill Klosterman, Eagle County Housing — Addressed the county needs assessment and
how the need is growing. She spoke to the limited supply of land and how this may be
part of the solution.
Mary McDougall, VLHA — She supports the project as a board member and as a citizen.
The project is a great compromise between staff and developer.
Lori Johnson — Spoke to change in Vail, and Vail will continue to change. People who
are opposed are concerned about views. The Town needs to look at the sustainability
and growth of the community. Families with children are moving down valley. If we don't
figure out these community issues we won't have a community. We need to think about
solutions.
Greg Bemis — Stated that it is a massive, very tall building; twice the size of Vail Run.
Employee housing may be supportive but what about the effects on the character of West
Vail. Zoning is there for a reason. There are a lot of places to put this type of housing
that will have fewer effects on the character of the area. As a resident of West Vail, this
may not be what we are looking for. Asked where is the West Vail plan? Asked the PEC
to consider the massiveness of this building. Questioned the project's sense of scale.
Commissioner Comments
Commissioner Stockmar — Stated that this is a challenging decision. This is a proposal
that solves a lot of problems, but it is not perfect. He is concerned about the loss of mid-
level lodging in town. There are downsides but there are upsides to solving our needs.
We need to use the land we have well. Overall, with the conditions and constraints
placed, he is supportive.
December 6, 2016 - Page 12 of
Commissioner Gillette — Stated his support. This is a massive building but the
architectural treatment breaking it into different fagades helps. He feels that this project is
on the right track. He is concerned the project will run into budget constraints, and there
is an expectation that the level of architectural detail will not be compromised. He is
concerned that some of the conditions placed may affect the architectural details.
Commissioner Pratt — Supports the overall project, but feels that this proposal is 13
pounds in a 10 pound bag and is just too much for the site.
Commissioner Kurz — Supports the project. Our needs speak to our previous successes
and our future success is dependent upon employees. He feels the project meets the
criteria for SDD approval, but recognizes that this is 12 pounds in the 10 pound bag. He
is not concerned with height. He feels the technical aspects will be taken care of and the
building will be a positive mark on the neighborhood. The benefits outweigh the
negatives.
Commissioner Hansen — Supports the project. It is time for larger steps. He has never
seen a presentation that so well covered all the bases. This is a private sector project
with significant public benefits.
Commissioner Lockman — Concurs with the quality of the presentation by staff and the
applicant, and thankful for the public comment. In thinking about competing interests he
feels the benefits outweigh the possible negatives. He still struggles with the proposed
density of use and he still questions why an EIS was not required.
Chairman Rediker — Asked about the impact on groundwater drainage with the proposed
lot line to lot line development.
Mauriello — Prior to building permit application, a groundwater study will be necessary.
Chairman Rediker — Asked if the applicant will be required to install drainage.
Tom Kassmel, Town Engineer — A drainage study will be required and an analysis will be
needed. Water flows to the southwest corner of site. A de -watering system will be
needed.
Chairman Rediker — Echoed Commissioner Pratt's comments. This was a well prepared
application and presentation. He is thankful for the public comment. This is a very
difficult decision if not the hardest decision with his time on the PEC. He is supportive of
the hot beds and the affordable housing, which are big pluses for the project. He stated
that unfortunately he does not feel the criteria are met, specifically concerning
compatibility, relationship and design features. The lack of a master plan needs to be
looked at.
Commissioner Gillette — This project meets one-tenth of the Town's housing goal. If the
frontage road location does not work, the housing plan will not work.
Closed commissioner comments.
December 6, 2016 - Page 13 of
Special Development District Motion
Action: Approve with Conditions on page 23-24 of packet, and Findings on
page 24
Conditions:
1. Approval of Special Development District No. 41, Marriott Residence Inn, is
contingent upon the applicant obtaining Town of Vail approval of an associated
design review application;
2. The applicant shall obtain Leadership in Energy and Environmental Design (LEED)
certification for the structure within one (1) year of issuance of the first Certificate
of Occupancy. Failure to obtain the certification within the identified time -frame
will necessitate a return to the Planning and Environmental Commission and/or
Town Council for an evaluation of a suitable, replacement public benefit;
3. Prior to submitting any building permit application, the applicant shall identify the
six (6) unrestricted, rental dwelling units and provide documentation that the units
shall have the right -of -use to the lodge's service and facilities under the same
rules and regulations as the lodge guests.;
4. Prior to submitting any building permit application, the applicant shall submit
revised plans relocating the proposed retaining walls at least two feet (2') from
adjacent property lines;
5. Should the Colorado Department of Transportation (CDOT) not approve the
proposed landscaping in the North Frontage Road right-of-way, the applicant shall
submit a revised landscape plan, for review and approval, prior to submitting any
building permit application, subject to Design Review;
6. Prior to submitting any building permit application, the applicant shall submit
revised plans that clearly illustrate signage and striping of the fire staging area;
7. Prior to submitting any building permit application, the applicant shall submit
revised plans that illustrate the continuation of the proposed sidewalk to the
intersection with Buffehr Creek Road;
8. Prior to submitting any building permit application, the applicant shall submit
approval from CDOT related to all proposed work within the CDOT right -of way;
9. The applicant shall mitigate system wide pedestrian and traffic impacts through
the payment of a Transportation Impact Fee that shall not be offset by the project
level improvements. This payment shall be made prior to requesting any
Certificate of Occupancy for the project. The fee shall be determined through the
ongoing update and codification to the Impact Fee as approved by the Town
Council. In the event that the updated fee is not adopted by the Town Council
prior to July 1, 2017, the applicant shall provide a payment, prior to requesting any
Certificate of Occupancy, based upon net new PM Peak Hour vehicle trips
generated by the development. The amount per trip shall be assessed at the
established rate as of July 1, 2017; and
December 6, 2016 - Page 14 of
10. Prior to submitting any building permit application, the applicant shall provide
roadway and snow storage easements for the portion of Meadow Ridge Road that
encroaches onto the subject property in a format acceptable to the Town's
Attorney.
Findings:
Based upon the review of the criteria outlined in Section VIII of the Staff
memorandum to the Planning and Environmental Commission dated November
28, 2016, and the evidence and testimony presented, the Planning and
Environmental Commission finds:
1. The SDD complies with the standards listed in Section VIII of this
memorandum, or the applicant has demonstrated that one or more of the
standards is not applicable;
2. The SDD is consistent with the adopted goals, objectives and policies
outlined in the Vail comprehensive plan and compatible with the
development objectives of the town;
3. The SDD is compatible with and suitable to adjacent uses and appropriate
for the surrounding areas; and
4. The SDD promotes the health, safety, morals, and general welfare of the
town and promotes the coordinated and harmonious development of the
town in a manner that conserves and enhances its natural environment and
its established character as a resort and residential community of the
highest quality.
Motion: Stockmar Second: Hansen Vote: 5-2-0 (Pratt
and Rediker opposed)
Conditional Use Permit Motion
Action: Approve with Condition as listed on page 25 of packet
Motion: Stockmar Second: Kurz Vote: 6-1-0
(Rediker opposed)
Condition
1. The conditional use permit for a commercial parking facility shall lapse and become
void if a building permit is not obtained and diligently pursued toward completion
or the approved use has not commenced within two (2) years from the date of
approval. Any conditional use which is discontinued for a period of two (2) years,
regardless of any intent to resume operation, shall not be resumed thereafter; any
future use of the site or structures thereon shall conform to the provisions of Title
12 Vail Town Code.
December 6, 2016 - Page 15 of
Findings
Based upon the review of the criteria outlined in Section IX of the Staff
memorandum to the Planning and Environmental Commission dated November 28,
2016, and the evidence and testimony presented, the Planning and Environmental
Commission finds:
1. The proposed location of the use is in accordance with the purposes of this title
and the purposes of the Public Accommodation -2 (PA -2) zone district;
2. The proposed location of the use and the conditions under which it would be
operated or maintained will not be detrimental to the public health, safety, and
welfare, or materially injurious to the properties or improvements in the vicinity;
and
3. The proposed use complies with each of the applicable provisions of this title.
4. A report to the Planning and Environmental Commission of an administrative
action approving a request for a minor amendment to Special Development
District No. 6 (Vail Village Inn), pursuant to section 12-9A-10, Amendment
Procedures, Vail Town Code, to allow for the construction of an approximately
sixty (60) square foot addition (glass display case) located at 100 East
Meadow Drive, Units 7A, 8, 21 and 22 (Vail Village Plaza Condos)/Lot 0,
Block 5D, Vail Village Filing 1, and setting forth details in regard thereto.
(PEC16-0035)
Applicant: AJW Properties II, LLC, represented by Current Architects
Planner: Matt Panfil
Matt Panfil stated that the applicant is proposing to build a glass display case underneath
a building overhang at the southeast corner of the structure that will help bring attention
to the structure from pedestrians on Meadow Drive. The glass display case counts as
commercial floor area and therefore requires a minor amendment to the Special
Development District (SDD).
Commissioner Gillette asked about the purpose of the display case.
Michael Current of Current Architects, representing the applicant, stated that the display
case is part of other improvements that will help connect the structure to the plaza area
and bring attention to an unidentified future business.
There were no other questions or comments from the Commissioners.
Action: None
5. A request for a variance from Section 14-6-7, Vail Town Code, pursuant to
Section 14-1-5, Variances, Vail Town Code, and in accordance with Section
12-17, Variances, Vail Town Code, to allow for retaining walls with an exposed
face height greater than three feet (3') in the front setback, located at 1255
Westhaven Circle/Lot 45, Glen Lyon Subdivision and setting forth details in
regard thereto. (PEC16-0036)
December 6, 2016 - Page 16 of
Table to December 12, 2016
Applicant: Westhaven LLC and Jamie Lipnick, represented by KH Webb Architects
Planner: Matt Panfil
Action: Table to December 12, 2016
Motion: Hansen Second: Kurz Vote: 7-0-0
6. A request for final review of a Development Plan, pursuant to Section 12-61-
11, Vail Town Code, to allow for the future development of Employee Housing
Units on the Chamonix parcel located at 2310 Chamonix Road, Parcel B,
Resubdivision of Tract D, Vail Das Schone Filing 1, and setting forth details in
regard thereto. (PEC150019)
Table to December 12, 2016
Applicant: Town of Vail
Planner: Jonathan Spence
Action: Table to December 12, 2016
Motion: Hansen Second: Kurz Vote: 7-0-0
7. Approval of Minutes
November 14, 2016 PEC Meeting Results
Action: Approve
Motion: Kurz Second: Stockmar Vote: 7-0-0
8. Informational Update
Environmental Sustainability- Storm Water Education
To be heard at a later date.
9. Adjournment
Action: Adjourn
Motion: Stockmar Second: Kurz Vote: 6-0-0
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. Times and
order of items are approximate, subject to change, and cannot be relied upon
to determine at what time the Planning and Environmental Commission will
consider an item. Please call (970) 479-2138 for additional information. Sign
language interpretation is available upon request with 48-hour notification.
Please call (970) 479-2356, Telecommunication Device for the Deaf (TDD), for
information.
Community Development Department
December 6, 2016 - Page 17 of
TOWN Of9
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: Interview for CSE
PRESENTER(S): Patty McKenny, Town Clerk
ACTION REQUESTED OF COUNCIL: Conduct interview with one applicant who is unable to
attend Dec 20 meeting at which time interviews with remaining applicants will occur.
BACKGROUND: Six (6) vacancies exist on the Town of Vail Commission on Special Events
(CSE). Applicants must be residents of the Town of Vail, own real property within the Town of Vail,
own a business in the Town of Vail, or be employed within the Town of Vail. The terms of four
members shall be for two years ending on Dec. 31, 2018. Terms for two members shall be for one
year ending on Dec. 31, 2017, filling vacancies due to two resignations.
ATTACHMENTS:
Description
Memo CSE Interview
December 6, 2016 - Page 18 of
TOWN OF VAIL'
Memorandum
To: Mayor and Town Council
From: Patty McKenny, Town Clerk
Date: December 6, 2016
Subject: Interview for Commission on Special Events
There are six (6) vacancies which will need to be filled on the Town of Vail Commission on Special
Events (CSE). There will only be one interview conducted on Dec 6. Current CSE member Alison
Wadey was unable to attend the Dec 20 meeting so the interview was scheduled for this meeting. All
other interviews and final appointments will be scheduled for the Dec 20 council meeting.
The CSE consists of seven (7) voting members appointed, at large, by the town council. All seven
(7) voting members shall meet criteria as outlined in the municipal code, 1) be residents of the Town of
Vail, 2) own real property within the Town of Vail, 3) own a business in the Town of Vail, or 4) be
employed within the Town of Vail. CSE supports Town Council's goals and objectives and makes
decisions in alignment with the Town Council's marketing direction. Their mission is to support and
assess a diverse collection of special events, both large and small, which promote Vail's economic
vitality, sense of community and increase the quality year-round of the experience for guests and
residents. The Vail Daily and Town of Vail website were used for posting notice of these vacancies.
Please see below for current CSE members. Four appointments will serve two year terms ending on
December 31, 2018 (Davis, Gordon, Valenti, and Wadey). Two appointments will serve until
December 2017, filling vacancies which exist due to two resignations (Christie, Richardson). The
attachments include letters of interest, resumes, possible interview questions and member attendance
records.
CSE Board Members:
Board Member Term Expires
Mark 'N Christie Dec. 2017
Barry Davis Dec. 2016
Mark Gordon Dec. 2016
Kim Newbury Rediker Dec. 2017
Shenna Richardson' Dec. 2017
Marco Valenti Dec. 2016
Alison Wadey Dec 2016
December 6, 2016 - Page 19 of
November 15, 2016
Vail Town Council
Attn. Patty McKenny
75 S. Frontage Road
Vail, CO 81657
re. Commission on Special Events
Dear Vail Town Council:
I would like to respectfully submit my name for consideration to serve another term on the Commission
on Special Events. I am still employed as the executive director for the Vail Chamber & Business
Association. Through working with the VCBA I have gained an intimate knowledge of how the Town of
Vail and its various committees operate. I am well aware of how important events both large and small
are to the vibrancy of Vail and its business community. I am also aware of how Vail events affect the
business community both positively and negatively.
I have worked in event planning in the past for the Club at Cordillera, ranging from intimate food and
wine dinners to golf course grand openings which included media press conferences, celebrity
tournaments and VIP dinners. While this is not on the same scale of the events Vail is involved in, I do
think having a personal perspective of the planning that goes into, and issues that may surface during
the planning process, is a very valuable one for a CSE candidate.
In my past two years as a member of the CSE I feel that I have provided a valuable voice for all
businesses in Vail. I am a "sounding board" for businesses that want to weigh in on the process
concerning events that worked, those that didn't and everything else in between. I have been able to
use that feedback to make more informed decisions on CSE and work with event promoters to help
them better integrate the business community to bridge the gap of communication and cooperation.
I appreciate the opportunity to apply for another term on the Commission on Special Events. I hope to
continue the work I have started the past two years and continue to be an advocate for Vail businesses
and good steward of the Town of Vail. I feel that I bring a unique and important perspective to the
group as being both cognizant of Vail business owners concerns, as well as being someone who loves
Vail and wants to share our wonderful community with guests and locals alike. Thank you for your
consideration.
Best regards,
Alison Wadey
December 6, 2016 - Page 20 of
TOWN OF VAIL
Memorandum
Suggested Interview Questions for Commission on Special Events Candidates
Please ask all candidates:
• Are you representing a particular Town of Vail business, and if so, which one?
• Where do you reside?
• Where are you employed?
• Do you own property or a business in the Town of Vail?
1. Why are you interested in serving on the Commission on Special Events?
2. What particular qualifications do you bring to the position?
3. What do you understand the CSE's mission to be and do you support it?
4. Do Special Events impact the profitability of your business, either directly or indirectly? If yes, please
explain.
5. Under what conditions would you feel it necessary to recuse yourself from considering an event proposal?
Are there any events currently funded by the CSE from which you would need to recuse yourself
considering?
6. What role do you perceive Special Events play in Vail?
7. What do you believe to be the most important criteria for determining whether and event receives public
funding?
8. Do you feel it is important to add new events to the calendar each year and if so, are there existing events
that your believe could be "retired?"
9. How important is it to support ambient events that do not necessarily drive destination visitation, but
provide entertainment to guests and residents who are already in Vail?
10. Do you think that existing events support or do not support the "Vail Brand?" Do you believe that the CSE
and the Vail Local Marketing District are aligned in their strategies?
11. What existing events would you identify as most valuable to the community and what types of events
should we be attempting to attract?
12. Is it important for the community that the Town of Vail allocates tax dollars and/or in-kind resources to
support Special Events or do you think that events should "pay their own way?"
13. With regard to seeking out new events for the community, are there types of events you feel are
"appropriate" for Vail? Are there events that you feel are "inappropriate," and if so, what are they?
14. Do you feel that Vail has too many events, too few events or about the right number?
15. Do you think that the CSE has done a good job of managing the calendar and variety of Special Events
and do you have any specific ideas as to how you would improve the effectiveness of the CSE?
16. Do you feel there is a need for additional event venues within the Town? If yes, what suggestions do you
have?
17. What is your favorite event? Least favorite??
December 6, 2016 - Page 21 of
December 6, 2016 - Page 22 of
Alison Wadey
Jan 15
Jan 15 - Dec 16 1
CURRENT
X
X
X
X
1 absent 1
X
X
X
XX
XX
X
Marco Valenti
Jan 15
Jan 15 - Dec 16
CURRENT
XXXXXXX
1 absent 1
XXX
absent
X,7
Shenna Engleman
Richardson
Jan 15
Jan 15- Dec 15
CURRENT
Fill out the unexpired
term of Nicole Whitaker
not yet appointed 1
XXXX
1 absent 1
XX
X
absent
X
X
X
Rayla Kundolf
Jan 08
Jan 14 - Dec 15
CURRENT
Term Limited
X
X
X
X
X
X
X
X
X
X
X
XX
r-
Mark Gordon
Jan 14
Jan 15 - Dec 16
CURRENT
CSE Vice -Chair
elected
01/15/2015
X
X
X
X
X
X
X
X
XX
X
X
X
Barry Davis
Jun 12
Jan 15 - Dec 16
CURRENT
CSE Chair
elected
01/15/2015
X
X
X
X
X
X
X
X
X
XX
XX
2015 CSE Attendance Record
Jeff Andrews
Jan 14
Jan 14 - Dec 15
CURRENT
XXX
X
absent
XXX
X
XX
XX
V
w
Z
1st Appointed:
CURRENT TERM:
STATUS:
2015 MEETING DATES:
Wednesday, January 7, "Unofficial Meeting"
Wednesday, February 4
Wednesday, March 4
Wednesday, April 1
Wednesday, May 6
Wednesday, June 3
Wednesday, July 1
Wednesday, August 5
Wednesday, September 2
Wednesday, October 7
Wednesday, November 4: All day
"Wednesday, November 11: Determine 2015 Funding
Wednesday, December 21
Total Meetings Attended
"Denotes Special Meetin
December 6, 2016 - Page 22 of
December 6, 2016 - Page 23 of
Alison Wadey
Jan 15
Jan 15 - Dec 46
CURRENT
X
X
X
X
X
X
Absent 1
X
XXX
X
7-
i
Marco Valenti
R
Jan 15 - Dec 16
CURRENT
X
XXX
X
Absent
X
X
X
X
X
X
e
Shenna
Richardson
Jan 15 1
Jar: 15- Dec 15
CURRENT
X
X
X
X
X
X
X
Absent 1
X
X
X
X
";
**Denotes Special Meeting
Kim Newbury
Rediker
co
�
Jan 16 -Dec 17
CURRENT
X
X
XX
X
X
X
X
X
X
X
X
12
Mark Gordon
Jan 14
Jan 15 - Dec 16
CURRENT
CSE Vice -Chair
elected
02/03/2016
XXXX
X
Absent
X
X
X
X
X
X
Barry Davis
N
r
C.
Jan 15 - Dec 16
1 CURRENT
CSE Chair
elected
02/03/2016
XX
X
X
X
X
X
X
X
X
X
Absent 1
Mark Christie
Jan 16
Jan 16 -Dec 17
CURRENT
XX
X
X
X
X
X
X
X
No longer on CSE
2016 CSE Attendance Record
W
2
4
z
ii
w
C_
•O
a
a
4
w
N
V.
CURRENT TERM:
STATUS:
2016 MEETING DATES:I
*"Wednesday, January 6, Unofficial Meeting@ Vintage Vail
Wednesday. February 3
Wednesday, March 2
Wednesday, April 6
Wednesday, May 4
Wednesday, June 1
Wednesday, July 6
Wednesday August 3
Wednesday, September 7
**Wednesday, October 19: All day Meeting
**Wednesday, October 26: Determine 2016 Funding
Wednesday. November 2
Wednesday, December 71
Total Meetings Attended
December 6, 2016 - Page 23 of
TOWN Of9
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: Presentation of the Commission on Special Events (CSE) funding allocations for
2017 Cultural, Recreational and Community Events and Education and Enrichment Programming
PRESENTER(S): Barry Davis, Chairman, Commission on Special Events
ACTION REQUESTED OF COUNCIL: Informational only. No formal action required. The CSE
presents the final decisions for 2017 CRC and EE funding allocations.
BACKGROUND: The CSE received 52 proposals in response to the RFP for 2017 events that
was issued in August. "Special Event Rating Criteria" was used to evaluate all proposals with
respect to how they align with a strategic approach to providing a diverse calendar of events that
are well matched to the Vail brand and will exceed the expectations of a sophisticated and
international clientele.
STAFF RECOMMENDATION: The CSE believes this is a strong calendar of events aligned with
the Town Council's mission of providing our citizens and guests with "an abundance of recreational,
cultural and educational opportunities" that will continue to drive increased results and contribute to
providing thought provoking educational and life enriching opportunities.
ATTACHMENTS:
Description
2017 CSE Funding Allocations Packet
December 6, 2016 - Page 24 of
TOWN of vain f
Memorandum
To: Vail Town Council
From: Commission on Special Events
Date: December 6, 2016
Subject: Commission on Special Events (CSE) funding decisions for 2017
Cultural/Recreational/Community (CRC) and Education/Enrichment (EE)
proposals.
Action Requested: Informational only. No formal action required. The CSE presents
the final decisions for 2017 CRC and EE funding allocations. It has come to our
attention that there appears to be a deficiency within the ordinance for allowable time for
an appeal or call up. Currently there is only a ten day window. The staff would like to
return for a work session with council at a later date to discuss a more reasonable
amount of time for the review period.
The CSE received 52 proposals in response to the RFP for 2017 events that was issued
in August. "Special Event Rating Criteria" was used to evaluate all proposals with
respect to how they align with a strategic approach to providing a diverse calendar of
events that are well matched to the Vail brand and will exceed the expectations of a
sophisticated and international clientele. Cultural, Recreational and Community Events
are measured primarily with respect to how well they will drive destination overnight
visitation. Education and Enrichment Programs are evaluated by how they contribute to
life-long learning, a sense of well-being and enhanced quality of life.
New in the 2016 RFP process was the addition of detailed documents outlining in-kind
requests and values as requested by the event producer from the town of Vail. These
in-kind requests were reviewed and used during consideration of event funding
allocations. This data provided the CSE with an overall picture of total sponsorship
value to each event from the Town of Vail.
The CSE believes this is a strong calendar of events aligned with the Town Council's
mission of providing our citizens and guests with "an abundance of recreational, cultural
and educational opportunities" that will continue to drive increased results and
contribute to providing thought provoking educational and life enriching opportunities.
2016 Successes:
• GoPro Mountain Games continues to have the highest level of support from the
CSE, successfully expanded into Lionshead with family -focused activities and
have promised further activation in Lionshead in 2017.
December 6, 2016 - Page 25 of
• The Kids Adventure Games was sold out shortly after tickets went on sale,
securing Toyota as a sponsor was a big accomplishment for 2016/2017.
• Gourmet on Gore expanded the event footprint to the International Bridge
allowing for easier movement and enhanced activation resulting in an improved
guest experience.
• The 36th FIPS Mouche World Fly Fishing Championship made its American
debut in September, raising international awareness of our watershed, which can
now be rightfully described as "World Championship" waters.
• The Vail Valley Cup, Cindy Eskwith Memorial soccer tournament increased
the number of teams from 132 to 148, bringing 9000+ players, coaches, referees,
family and volunteers to enjoy hotels, restaurants and businesses in town.
New and Exciting for 2017:
Community, Recreation & Cultural Events
1. Vail Yeti Hockey Season — January -December @ Dobson Arena: The Vail Yeti
are a semi -pro hockey club competing in the Mountain West Hockey League.
The popular entertainment of the Yeti games draws families, locals and tourists.
The Yeti host visiting teams from the Front Range, Mountain Region and also
Arizona, Philadelphia, Idaho and Chicago.
2. Skate Vail's "Melee in the Mountains" Roller Derby Tournament — April 29 @
Dobson Arena: The 10th Mountain Roller Dolls will host a sanctioned
tournament, drawing teams from Colorado, New Mexico and beyond. This family
friendly event will be held the weekend after Vail Mountain closes.
3. Vail Craft Beer Classic — June 16-18 in Vail Village: High end beer tasting
including several smaller events. Bringing in beer experts from both in and
outside of Colorado for three days of exceptional events.
4. Prep Baseball Reports West Championships — July 20-23 @ Ford Park:
Baseball tournament hosting 35+ teams, marketed internationally in Asia.
5. Crazy Mountain Brewery's Ed Fest — August 26 @ Gerald R. Ford
Amphitheatre: Ed Fest is a celebration of craft beer, food and music.
6. Taste of Vail South American Fall Wine Tasting — September 21-24 in Vail
Village: Festival focus on South American wines with seminars, outdoor tastings,
wine pop -ups in restaurants, artistic programs and music.
7. Slow Fashion Vail — September 23-24 in Vail Village/Gore Creek Drive:
Showcase Vail's commitment to sustainable fashion, featuring workshops on
eco -conscious lifestyle, self-care and a fashion show.
Education & Enrichment Events/Programs
• Community Art Events for the Town of Vail — January 1 -December 31 @
various locations in Vail: Events will engage the Town of Vail guests and
residents by providing educational, hands on, visual arts experiences.
Education and Enrichment (EE) Category: This was the second year of reviewing this
category and CSE members were again impressed by the potential of this group of
applications. Nearly $275,000 in requests were received this year for the $151,500
12/06/2017
CSE 2017 Funding Summary Page 2
December 6, 2016 - Page 26 of
budget. The CSE reviewed these requests using criteria updated last year, which better
defined how these types of events and programming enhance the community.
Overview of Event Effectiveness — Economic Survey Results:
All publicly funded events are required to submit a post -event recap summarizing the
event's strengths and weaknesses, contributions to the Vail economy and community.
In 2016, the CSE chose to fund an independent, third party Economic Impact Survey,
setting aside $52,000 out of their events budget. The CSE has determined to fund this
initiative again for 2017.
The survey results received to date have delivered an excellent picture of the economic
benefits that the events program provides. A complete overview will be presented in
February 2017 once the final data is compiled.
• Topline 2016 survey data:
✓ $51 million direct economic impact to Vail's businesses generated by 31
events tracked in 2016
✓ $30 economic impact payback ratio generated by the 31 events evaluated
(i.e. $30 in incremental economic impact per dollar of TOV event funding)
✓ $1.09 tax payback ratio generated by the 31 events evaluated
(i.e. $1.09 in incremental TOV & VLMD sales taxes per dollar of TOV
event funding)
The table below shows financial results and other key performance indicators for 31
events that were surveyed in 2016. There are two more events to be included in the
2016 data, Snow Daze and Holidaze.
The figures below are conservative as not all events are surveyed, for example: Vail
America Days TM and Vail Beaver Creek Restaurant Week were not included in the
survey program in 2016.
Overview of Event Effectiveness — Measurement Tools:
Analytical tools now consist of monthly and bi-weekly DestiMetrics reports, Sales Tax
data, the on-going survey program providing both qualitative and quantitative data for
individual events, the two year Economic Impact Study conducted by RRC in 2013 and
2015, parking data, as well as keeping our finger on the pulse of the
merchant/hotelier/restaurateur community.
12/06/2017
CSE 2017 Funding Summary Page 3
December 6, 2016 - Page 27 of
Direct
Economic
Tax
2016
# of Events
Total Direct
Total TOV &
Econ
% Staying
Vail
Evaluated
Economic
VLMD Tax
Impact
Impact
Attendance
Impact per
Overnight
NPS
in Paid
Avg. ADR
Payback
Payback
Estimate
Visitor %
Special Events
to Date
Impact
Impact
Attendee
Lodging
Ratio
Ratio
Day
CATEGORY
Budget
TOTAL
TOTAL
TOTAL
TOTAL
TOTAL
TOTAL
TOTAL
AVERAGE
AVERAGE
AVERAGE
AVERAGE
CRC
$ 771,000
21
$ 34,873,250
$ 1,243,984
$45.23
$1.61
242,725
$ 143.67
62%
61
72%
$ 299.50
EE
$ 139,000
5
$ 526,639
$ 18,863
$3.79
$0.14
10,911
$ 48.27
37%
68
62%
$ 289.33
Council
$ 805,965
5
$ 16,027,039
$ 602,296
$19.89
$0.75
125,272
$ 127.94
57%
73
55%
$ 257.25
Totals:
$1,715,965
31
$ 51,426,927
$ 1,865,144
$29.97
$1.09
378,908
$ 135.72
52%
67
63%
$ 282.03
Overview of Event Effectiveness — Measurement Tools:
Analytical tools now consist of monthly and bi-weekly DestiMetrics reports, Sales Tax
data, the on-going survey program providing both qualitative and quantitative data for
individual events, the two year Economic Impact Study conducted by RRC in 2013 and
2015, parking data, as well as keeping our finger on the pulse of the
merchant/hotelier/restaurateur community.
12/06/2017
CSE 2017 Funding Summary Page 3
December 6, 2016 - Page 27 of
In addition, the event criteria `scorecard' and its support tools such as the 'marketing
checklist' have proven very effective. Quantitative measures such as brand strength,
marketing expertise, media leverage, and community integration continue to be
monitored against established objectives.
12/06/2017
CSE 2017 Funding Summary Page 4
December 6, 2016 - Page 28 of
2017 Special Event Allocations -Strategic Overview
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Barry Davis
Chair, Commission on Special Events
Town of Vail I Commission on Special Events I 12/6/2016
December 6, 2016 - Page 30 of 163 2
CSE Purpose
The purpose of the Commission on Special Events
is to develop and deliver a calendar of events that
accomplish the following objectives:
1. Align events with the Vail Brand: Like Nothing on
Earth
2. Drive Positive Economic Impact
- occupancy
- sales tax
- group business
- return guests
3. Generate funding leverage
4. Attract destination guests; from out of state,
international and in-state, who book overnight
rooms
5. Oversee an optimal event calendar
6. Achieve a superior community and guest
experience: Net Promoter Score
Town of Vail I Commission on Special Events I 12/6/2016
December 6, 2016 - Page 31 of 163 3
CSE Strategic Plan
• Special events contribute to guest satisfaction,
increased spending and sense of community.
• Event funding decisions will be made in alignment
with the strategies supported by the Vail Local
Marketing District (VLMD).
• Cooperation and communication with other
community organizations are essential to the success
of the CSE's program.
• Events that receive funding from the CSE must be
compatible with the Vail Brand and be of a quality
commensurate with Vail's image as a world-class
resort.
• The use of measurable criteria in event selection,
funding and evaluation is critical to ensuring progress.
Town of Vail I Commission on Special Events I 12/6/2016
TOWN OF VAIL.
December 6, 2016 - Page 32 of 163 4
2016 CSE Successes
• Based on independent third -party survey data, the 2016 to date total direct economic impact is $34
million on an investment of $829,000 for the Community, Recreation and Cultural category.
• Collaborated with VLMDAC to clearly identify lodging occupancy need times and recommended event
types for 2017 planning.
• Added question to RFP about environmentally sustainable event practices.
• Received 14 new event applications, 12 in the Community, Recreation and Cultural category and 2 in the
Education and Enrichment category.
• Worked with staff and finance to identify in-kind request values for overall calculation during event
funding decisions.
Town of Vail I Commission on Special Events I 12/6/2016
TOWN OF VAIL'
December 6, 2016 - Page 33 of 163 5
2017 Newly Funded Events
Community, Recreation & Cultural Events
1. Vail Yeti Hockey - January -December @ Dobson Arena: The Vail Yeti are a semi -pro hockey
club competing in the Mountain West Hockey League. The popular entertainment of the Yeti
games draws families, locals and tourists. The Yeti host visiting teams from the Front Range,
Mountain Region and also Arizona, Philadelphia, Idaho and Chicago.
2. Melee in the Mountains Roller Derby Tournament —April 29 @ Dobson Arena: The 10th
Mountain Roller Dolls, as Women's Flat Track Derby Association members, promote and
foster the sport of women's flat track roller derby by facilitating the development of athletic
ability, sportswomanship and goodwill among member leagues.
3. Vail Craft Beer Classic — June 16-18 in Vail Village: High end beer tasting including several
smaller events. Bringing in beer experts from all over Colorado and beyond for 3 days of
exceptional events.
4. Prep Baseball Reports West Championships — July 20-23 @ Ford Park: Basebal
tournament hosting 35+ teams, marketed internationally in Asia.
TOWN OF VAIL'
Town of Vail I Commission on Special Events I 12/6/2016
December 6, 2016 - Page 34 of 163 6
2017 Newly Funded Events (continued)
5. Crazy Mountain Brewery's Ed Fest — August 26 @ Gerald Ford Amphitheatre: Ed Fest is a
celebration of the artistic expression of craft beer, food and music.
6. Taste of Vail South American Fall Wine Tasting — September 21-24 in Vail Village: Festival
with focus on South American wines with seminars, outdoor tastings, wine pop -ups in
restaurants, artistic programs and music.
7. Slow Fashion Vail — September 23-24 in Vail Village/Gore Creek Drive: Showcase Vail's
commitment to sustainable fashion, featuring workshops focused on eco -conscious lifestyle,
fashion, self-care and fashion show as well as co -promotional efforts with local retailers
Education & Enrichment Events/Programs
• Community Art Events for the Town of Vail — January 1 -December 31 @ various locations:
Events will engage the Town of Vail guests and residents by providing an educational, hands
on, visual arts experiences
Town of Vail I Commission on Special Events I 12/6/2016
TOWN OF VAIL
December 6, 2016 - Page 35 of 163 7
2017 CSE & Event Strategies
• Growth of successful existing events.
• Optimize event calendar management aligned with
opportunity and resource balance.
• Continue commitment to fund independent, 3rd party
surveys for designated events. 2017 will be the 3rd
year for collecting event survey data.
• Implement online RFP process for 2018, saving
significant paper and time.
• Evolution of online permit tool for greater efficiency
and streamlined communication for internal teams
and event producers.
Town of Vail I Commission on Special Events I 12/6/2016
TOWN OF VAIL'
December 6, 2016 - Page 36 of 163 8
QUESTIONS?
BURTON
U•S.OPEN
SNOWBOARDING CHAMPIONSHIPS
THANK YOU
December 6, 2016 - Page 37 of 163
2017 CSE Funding Allocations
6.
Community, Recreation & Cultural Events
Funding Available: $837,290
Producing Entity:
Event Date
Proposed Location
2016 Funds
Received
Total Grid Score
(out of 600)
2017 Funds
Requested
2017 Funding
Allocated
Notes/Conditions from CSE
1
GoPro Mountain Games
Vail Valley Foundation
June 8-11
Vail Village, Mtn Plaza, Golden
Peak
$ 85,000.00
532
$ 100,000.00
$ 90,000.00
Focus on waste removal, environmental
sustainability, continued expansion into
Lionshead
2
Taste of Vail
Taste of Vail
April 5-8
Vail Mountain, Gore Creek Drive,
Meadow Drive, Lionshead, Marriott,
hotels and restaurants
$ 30,000.00
467
$ 55,000.00
$ 40,000.00
Growth of Rose: event
3
Vail Kids Adventure Games
Kids Adventure Games, LLC
August 9-13
Vail Mtn, Mtn Plaza, Gondola One,
Vail Village, Gore Creek, Golden
Peak, Solaris
$ 40,000.00
460
$ 42,500.00
$ 42,500.00
4
Gourmet on Gore
Highline
Sept. 1 - Sept. 4
VV/Gore Creek Drive
$ 55,000.00
458
$ 75,000.00
$ 60,000.00
Expand to Gore Creek Promenade
5
Taste of Vail South America Fall Tasting
Taste of Vail
September 21-24
Pop up locations throughout Vail
$ -
454
$ 14,000.00
$ 14,000.00
Survey this event
6
Vail America Days'.
Highline
4 -Jul
Vail
$ 65,000.00
451
$ 71,500.00
$ 65,000.00
7
Pink Vail
Vail Valley Medical Center
25 -Mar
Golden Peak
$ 10,000.00
451
$ 15,000.00
$ 10,000.00
8
Vail Outlier Offroad Festival - presented by
SRAM
The Greenspeed Project Inc
Sep 30 - Oct 1
Mountain Plaza/Gondola One
$ 25,000.00
431
$ 25,000.00
$ 25,000.00
9
Vail OktoberfestTo (LH & W)
Highline
Sept. 8 - Sept. 10
Sept. 15 - Sept. 17
LH & W
$ 55,000.00
430
$ 75,000.00
$ 60,000.00
Expand to Gore Creek Promenade
10
Spring Back to Vail
HIGHLINE
APRIL 14 - 16
Gondola One, Solaris Plaza,
Golden Peak
$ 25,000.00
424
$ 35,000.00
$ 30,000.00
11
King of the Mountain Volleyball
King of the Mountain Volleyball
June 16-18
Vail Ahtletic Field, Ford Park, Red
Sandstone Park, Donovan Park
$ 15,000.00
419
$ 15,000.00
$ 15,000.00
12
Vail Lacrosse Shootout
Colorado Lacrosse Promotions, Inc.
dba International Lacrosse
Promotions
June 25 -July 4
Ford Park, the Vail Athletic Field,
Vail Mountain School and Donovan
Park
$ 15,000.00
408
$ 20,000.00
$ 15,000.00
13
Vail Farmers' Market & Art Show
Vail Farmers' Market & Art Show
June 18- October 1
Meadow Drive
$ 35,000.00
406
$ 45,000.00
$ 35,000.00
14
Vail Summer Bluegrass Concert Series
Lakeside Stride
June 28, July 5, July 12
& July 19
Arrabelle at Vail Square
$ 50,000.00
405
$ 50,000.00
$ 50,000.00
15
Vail Snowdaze
Highline
DECEMBER 8 - 10
Mountain Plaza
Solaris Plaza
$ 40,000.00
405
$ 45,000.00
$ 40,000.00
16
Vail Valley Soccer Cup
The Vail Valley Soccer Club
October 6-8
Athletic/Rugby Field, Ford Field,
Donovan Field
$ 7,500.00
393
$ 10,000.00
$ 10,000.00
18
Vail Beaver Creek Restaurant Week
GROUP970 Restaurants
September 29 October
8
Restaurants
$ 11,500.00
382
$ 10,500.00
$ 10,000.00
No survey
19
International Folk Art Market/Festival
Highline Sports & Entertainment
August 16-20
VRD Fields
$ -
377
$ 500,000.00
$ -
Davis did not rate this event. CSE will
recommend to council funding if VRD board
approves.
20
Crazy Mountain Brewery's Edfest
Crazy Mountain Brewing Company,
LLC
19 -Aug
Gerald R Ford Amphitheatre
$ -
368
$ 100,000.00
$ 10,000.00
recommendation to move to August 26 -
funding to be used for marketing & talent
21
Vail Holidaze
Ren Productions
December 10th, Dec 17.
31
Willow Bridge Rd
Slifer Square
Arrabelle
Bridge St
$ 24,000.00
361
$ 26,000.00
$ 25,000.00
22
Vail Craft Beer Classic
Team Player Productions
June 16-18
Gore Creek Dr to Willow Bridge
Road, GRFA
$ -
347
$ 107,575.00
$ 60,000.00
June 16-18
23
World Pro Ski Tour
WPST, Inc.
March 24-26
Golden Peak
$ -
345
$ 15,000.00
$ -
Problematic weekend, Pink Vail and Spring
Break, no occupancy
24
Skate Vail's "Melee in the Mountains"
The 10th Mountain Roller Dolls
29 -Apr
Dobson Arena
$ -
339
$ 12,000.00
$ 12,000.00
One day at Dobson Pavilion rental will be
provided in kind
25
Vail Beer Week
Townsquare Live Events /
Townsquare Media
October 12th- October
14
TBD
$ -
337
$ 50,000.00
$ -
Too close to GABF
26
Divide Music Festival
Team Player Productions
July
Ford Park or Athletic Fields
$ -
334
$ 396,000.00
$ -
Calendar, timing, amount of funding needed,
no camping
27
Vail Whitewater Race Series
Vail Recreation District
May 9,16, 23, 30, June
6
Covered Bridge to International
Bridge
$ 6,000.00
332
$ 6,000.00
$ 6,000.00
28
Kick It 3v3 World Championships
North American Sports Group
July 28-30
Ford Field
Rugby/Athletic Field
Solaris Plaza
$ 40,000.00
330
$ 40,000.00
$ 40,000.00
Producing the event, get NPS up, get quality
refs, procure more sponsors. Elevate quality
of event
29
U16 Rocky/Central Junior Championships
Ski and Snowboard Club Vail
March 11-17
Golden Peak
$ 2,500.00
324
$ 5,000.00
$ 4,790.00
30
America's Winter Opening
Vail Valley Foundation
November 30-
December 4
Vail Village, Checkpoint, I -Bridge,
Solaris, Ford Park, Vail Golf
Course, Mtn Plaza
$ -
318
$ 50,000.00
$ -
31
Prep Baseball Reports
West Championships
PBR Colorado and 5280
Tournaments
July 20-23
Ford Park
$ -
316
$ 42,000.00
$ 10,000.00
Cover field costs and umpire related -costs
32
Vail Film Festival
Colorado Film Institute
March 30 - April 2
Four Seasons
Cinebistro
$ 45,000.00
314
$ 90,000.00
$ -
33
Vail Automotive Classic 1 Vail Village Car
Show
Vail Valley Concours, LLC
10 -Sep
Gore Creek Dr.
Bridge St, Mtn Plaza, Golf
Clubhouse
$ 2,000.00
312
$ 7,500.00
$ 6,000.00
34
Vail College Soccer Showcase with Vail Select
ID Soccer Camp
The Vail Valley Soccer Club
May 3 -June 4
Athletic/Rugby Field, Ford Field
$ -
306
$ 50,000.00
$ -
35
Vail Yeti Hockey Club
Vail Yeti Hockey Club
Jan 6, 13, 14, Feb 3, 4,
17, 18, 24, 25, Mar 10,
11, 17, 18, 24, 25 Dec
1, 2, 15, 16
Dobson Arena
$ -
306
$ 15,000.00
$ 10,000.00
36
Vail Arts Festival
EAGLE VALLEY EVENTS, INC.
JUNE 23 - 25
Lionshead Mall
Arrabelle at Vail Square
$ 10,000.00
297
$ 10,000.00
$ 8,000.00
37
Vail Farmers' Market Farm to Table Dinners
Vail Farmers' Market & Art Show
June 30th, July 14,
August 4th
Meadow Drive
$ -
285
$ 14,500.00
$ 9,000.00
38
Zoppe Italian Family Circus
Get Connected Events
August 25-27
Rugby/Athletic Field
$ -
260
$ 39,000.00
$ -
39
Vail Family Fun Fest
Blue Creek Productions, Inc.
June 24, July 1, 8, 15,
22, 29 & Aug. 5
Arrabelle at Vail Square
$ 20,000.00
258
$ 22,400.00
$ 20,000.00
40
Slow Fashion Vail
Baily Rose & Blair Law
September 22, 23, 24
TBD
$ -
251
$ 38,000.00
$ 5,000.00
41
Top Shelf Harvest
EAGLE VALLEY EVENTS, INC.
30 -Sep
Arrabelle at Vail Square
$ 15,500.00
228
$ 15,500.00
$ -
TOTAL:
■
$2,200,575
$ 837,290.00
CRC
or
EE?
EDUCATION & ENRICHMENT EVENTS
Funding Available:$151,500
Producing Entity:
Event Date I
Proposed Location
2016 Funds
Allocated:
Total Grid
Score
2017 Funds
Requested:
2017 Funding
Allocated
Notes
1
Vail Centre Programming
Vail Centre
9 -Jul
Donovan Pavilion
Grandview Room
Hotels, Restaurants
$ 56,000.00
504
$ 90,000.00
$ 58,500.00
7
3
Vail Veterans Program
Vail Veterans Foundation, Inc.
(DBA Vail Veterans Program)
January 22 - 26; March
5 - 10
Vail Village/On Mountain
$ 18,000.00
500
$ 20,000.00
$ 18,000.00
2
Vail Symposium
Vail Symposium
January 1 - December
31
Donovan, Antlers, Grand View,
VMS, Library, Sonnenalp
$ 35,000.00
481
$ 60,000.00
$ 35,000.00
4
Global Solutions Forum
Students Shoulder -to -Shoulder
October
VMS, Antlers
$ 15,000.00
449
$ 15,000.00
$ 5,000.00
Would like to see more awareness for public
session, make it more accessible, engaging to
local community.
5
Betty Ford Alpine Gardens Programming
Betty Ford Alpine Gardens
April - October
Betty Ford Alpine Gardens
Education Center
$ 15,000.00
405
$ 20,000.00
$ 15,000.00
7
Starting Hearts: All You Need is Heart
Starting Hearts
TBD February
Donovan Pavilion
$ 6,000.00
403
$ 12,000.00
$ 6,000.00
6
Community Art Events for the Town of Vail
Alpine Arts Center
Jan. 1 -Dec 31
Various Town of Vail facilities, VRD,
GRFA locations
$ -
382
$ 20,800.00
$ 10,000.00
9
Vertical Express for MS - A Jimmie Heuga
Memorial Event
Can Do Multiple Sclerosis
18 -Feb
W/On Mountain
$ 4,000.00
309
$ 4,000.00
$ 4,000.00
8
Starting Hearts: Heart Health Challenge
Starting Hearts
July -August
Eagle Countywide
$ -
301
$ 25,000.00
$ -
10
Valley Tastings: Food for Youth, & Healthy
Kids Colorado Survey
Eagle River Youth Coalition (ERVC)
October -November
Donovan Pavilion
$ 1,000.00
207
$ 2,500.00
$ -
Total
$ 274,300.00
$ 151,500.00
N2017
Fireworks Funding $52,015
'
Vail America Days - 65%
$ 33,810.00
7
Meeting & Admin Expenses
$ 3,030.00
Vail Holidays - 35%
'
Administrative Budget Remaining
$ 56,358.00
$ 18,205.00
1.
Fireworks Budget Remaining:
$ -
December 6, 2016 - Page 38 of 163
Event Surveys & Administrative Costs
'
RRC Event Surveys for designated events
$ 53,328.00
7
Meeting & Admin Expenses
$ 3,030.00
'
Administrative Budget Remaining
$ 56,358.00
December 6, 2016 - Page 38 of 163
Event:
TOV Facility Requested Dates
TOV Services Requested
Dates
TOV Department or Description of
proposed use
In Kind
Approved
Conditions
Facility Request
Value
Services Request
Estimated Value
Discounted
Non Profit
Rate Value
Total
Combined
Value
CSE/Council
Funding
2017 CSE EVENT IN KIND REQUESTS
Pink Vail
Donovan Pavilion (Move to Grand View)
Late February - 4pm -
9pm
Banner Fees
Mar -17
Pink Vail Captains Meeting prior to event
$ 3,000.00
$ 1,050.00
$ 4,050.00
$ 10,000.00
Taste of Vail
Walking Mountains Science Center
Staff, Police, and Barricades
$ 786.80
$ 786.80
$ 40,000.00
Skate Vail's "Melee in the Mountains"
Dobson Ice Arena (One day in-kind)
4/28 - 4/29
$ 6,242.00
$ 6,242.00
$ 12,000.00
GoPro Mountain Games
Donovan Pavilion, Ford Park, Athletic Field, Dobson Ice
Arena (Donovan Yes, Dobson dependent on days
available)
6/9 - 6/11
Police, Bus Reroute, Vail Rd
Crossing, Waste Services, Water
and Power Usage
6/8 - 6/12
$12,000 in services to be provided by PD
and PW as determined by ERC, $6,242 for
two days of Dobson and $3,000 for one
day of Donovan
$ 9,242.00
$ 12,000.00
$ 21,242.00
$ 90,000.00
King of the Mountain Volleyball
Ford Park, Athletic Field, Red Sandstone Park, Donovan
Park
6/16 - 6/18
$ -
$ 15,000.00
Vail Farmers' Market & Art Show
Bus Reroute, Walking Mountains
Science Center, Waste Removal
6/18 - 10/1 (Sundays)
Estimated services provided by Walking
Mountain Science Center staff/labor
$ 22,500.00
$ 22,500.00
$ 35,000.00
Vail Arts Festival
Barricades, Waste Removal
Services, Signage A -Frames
6/23 - 6/25
$ 218.80
$ 218.80
$ 8,000.00
Vail Lacrosse Shootout
Ford Park, Athletic Field, Donovan Park, Fork Parking
Lot "Nest"
6/25 - 7/4
$ -
$ 15,000.00
Vail Famers" Market Farm to Table Dinners
Bus Reroute, Waste Removal
Services, Signage A -Frames
6/30, 7/14, 8/4
$ -
$ 9,000.00
Vail Craft Beer Classic
Police, Bus Re -Route, Barricades
6/16 - 6/18
$ 2,500.00
$ 2,500.00
$ 60,000.00
Vail America Days
Banner Fees, Barricades, Police,
Special Event Permit Fee, Amplified
Sound Permit Fee
$ 2,166.80
$ 2,166.80
$ 65,000.00
Prep Baseball Reports West Championships
Ford Park
7/20 - 7/23
$ -
$ 10,000.00
Kick It 3v3 World Championships
Ford Park, Athletic Field
7/28 - 7/30
$ -
$ 40,000.00
Vail Kids Adventure Games
Barricade, Bus Reroute, Vail Rd
Crossing, Banner Fees
$ 1,516.80
$ 1,516.80
$ 42,500.00
International Folk Art Market
Ford Park, Grand View Room (N/A)
8/16 - 8/20
Barricade, Extra Bus Service
$ -
$ -
Crazy Mountain Brewery's Edfest
Police
$ 1,984.00
$ 1,984.00
$ 10,000.00
Vail Oktoberfest
Banner Fees, Barricades
$ 916.80
$ 916.80
$ 60,000.00
Vail Automotive Classic
Walking Mountains Science Center
$ 416.00
$ 416.00
$ 6,000.00
Taste of Vail South America Fall Tasting
Walking Mountains Science Center,
Police, Barricades, Signage A -
Frames,
9/21 - 9/24
$ 5,866.80
$ 5,866.80
$ 14,000.00
Vail Valley Soccer Cup
Ford Field, Athletic Field, Donovan Field
10/6 - 10/8
$ -
$ 10,000.00
Vail Holidaze
Barricades, Waste Removal Services
12/10, 12/17-12/31
$ 216.80
$ 216.80
$ 25,000.00
Community Art Events for the Town of Vail
Various TBD
1/1 - 12/31
$
$ 10,000.00
Starting Hearts: All You Need is Heart
Donovan Pavilion (Yes)
TBD February
$ 3,000.00
$ 3,000.00
$ 6,000.00
Starting Hearts: Heart Health Challenge
Donovan Pavilion (No)
TBD July
$ 3,000.00
$ 3,000.00
$ -
Vail Centre Programming
Donovan Pavilion (x3), Grandview Room (x65) (See
Patty's Document)
Misc. Dates 2017
$ 74,000.00
$ 74,000.00
$ 58,500.00
December 6, 2016 - Page 39 of 163
Event:
TOV Facility Requested
IIII
Dates
TOV Services Requested
Dates
TOV Department or Description of
proposed use
In Kind
Approved
Conditions
Facility Request
Value
Services Request
Estimated Value
Discounted
Non Profit
Rate Value
Total
Combined
Value
CSE/Council
Funding
Vail Symposium
Donovan Pavilion, Grand View Room, Vail Golf Club, Vail
Golf Course, Vail Library (Yes for winter 2017, Offer
same number of remaining days as last year, request
library, golf course/club directly from them)
Donovan - 12/8,
12/15, 2/16, 3/9,
3/16, 3/17
Grand View - 12/29,
1/29
35,000.00
Valley Tastings: Food for Youth, & Healthy Kids
Colorado Survey
Donovan Pavilion (Yes)
Oct -17
$ 3,000.00
$ 3,000.00
$
2017 COUNCIL CONTRIBUTION IN KIND REQUESTS
Bravo. Colorado
Ford Park "Nest", Donovan Pavilion (x12 days of 24hr
access)
Misc. Dates 2017
$ 72,000.00
$ 72,000.00
$ 258,661.00
Vail Jazz Festival
Donovan Pavilion (x6 days), Grandview Room (x4 days),
Parking Vouchers (x40 LH)
Misc. Dates 2017
Police, Banner Fees
6 full day rentals of Donovan; 4 full day
rentals of the Grand View Room (for board
meetings); 40 discounted parking vouchers
at Lionshead; Banner hanger fees waived
for street banner at covered bridge and
Lionshead, and two roundabouts; fees
waived for police supervision during
SummerFest
$ 44,000.00
$ 44,000.00
$ 74,902.00
Hot Summer Nights
Police
7 nights x $400 per night
$ 2,800.00
$ 2,800.00
$ 27,500.00
Burton US Open
Soccer Lot, RV Lot
2/21 - 3/11
K Rail, Barricade
Mar -17
$ 27,600.00
$ 27,600.00
$ 404,000.00
Colorado Ski Museum: Operating
Subsidized Rent
$8,000 in subsidized rent
$ 8,000.00
$ 8,000.00
$ 44,566.00
Betty Ford Alpine Garden: Operating
One Blue Parking Pass
2017
One blue parking pass and two designated
spots at Ford Park
$ 1,400.00
$ 1,400.00
$ 69,700.00
Eagle River Watershed Council
Donovan Pavilion
2017
One day Waterwise Wednesday event at
Donovan Pavilion
$ 3,000.00
$ 3,000.00
$ 45,450.00
Children's Garden of Learning
Snow Plow Services
2017
Snow plow services
$ 5,000.00
$ 5,000.00
Ski & Snowboard Club Vail
Dobson Ice Arena
10/19 - 10/22
4 days use of Dobson for Ski Swap
$ 5,284.00
$ 5,284.00
Vail Junior Hockey Tournament
Dobson Ice Arena, Donovan Pavilion
November 16' and
January 17'
4 weekends (12 days) of free ice (Fri -
Sunday); 25 parking coupons; Use of
Dobson Arena for 2 days, Use of Donovan
1 day
$ 22,119.00
$ 22,119.00
Skating Club of Vail
Dobson Ice Arena
7/13-7/17, 12/21 -
12/24, 12/26, 12/27
12 days of Dobson Arena
$ 15,852.00
$ 15,852.00
Special Olympics
46 parking coupons
01/1- Sundays
46 parking coupons for Sundays starting
2017
$ 1,150.00
$ 1,150.00
Foresight Ski Guides
4 Blue Passes
4 Blue parking passes
$ 4,400.00
$ 4,400.00
SOS Outreach
25 Parking Passes and 1 Gold Parking Pass
Winter 2017
25 Parking Passes and 1 Gold Parking Pass
$ 1,125.00
$ 1,125.00
Small Champions of Colorado
54 Parking Vouchers
Winter 2017
54 Parking Vouchers
$ 1,350.00
$ 1,350.00
American Contact Bridge League
Dobson Ice Arena
9/18 - 9/24
Total Dobson Cost from 9/18 - 9/24
$ 9,247.00
$ 9,247.00
Skadi Vail
32 - Parking Passes
12/15 - 12/16
16 passes for each day - 12/15 & 12/16
800.00
In kind requests have been reviewed and approved by:
CONDITIONS OF USE:
Kelli McDonald, Ernest Saeger, Patty McKenny, Kathleen
Halloran, Laura Waniuk, Donovan Pavilion Management,
Inc.
*
**
***
****
One day's use is given at 8 hour increments
Days included are only Monday through Thursday and based on availability
Contracts for use will be managed by Donovan Pavilion Management, Inc.
All cleaning fees will be paid by user to Donovan Pavilion Management, Inc.
December 6, 2016 - Page 40 of 163
2017 Town of Vail Special Events Calendar
TOWN OF�
va�i.
Category Key:
Community & Charity
Sports/
Tournaments
Culinary
Music Festival Ambient
Enrichment &
Education
BC/Vail Mountain
Holidays
Jan -17
Feb -17
Mar -17
Apr -17
May -17
Jun -17 Jul -17
Aug -17
Sep -17
Oct -17
Nov -17
Dec -17
New Years Day
1/1 and
MLK Day
1/16
President's Day
2/20
Easter
4/16
Memorial Day
5/29
4th of July
7/4
Labor Day
9/4
Thanksgiving
11/23
Christmas
12/25
Vail Yeti Hockey Club Season - Jan 6, 13, 14, Feb 3, 4, 17, 18, 24, 25, Mar 10, 11, 17, 18, 24, 25 Dec 1, 2, 15, 16
Vail Veterans
Program
1/22-1/26
Burton US Open
Snowboard Championship
2/27-3/5
Taste of Vail
4/5-4/8
Vail Whitewater Race Series
5/9, 5/16, 5/23, 5/20, 6/6
Vail America Days'
7/4
i25Kia.com Copper
Triangle
8/5
Gourmet on Gore
9/1-9/4
Global Solutions
Forum
October TBD
Opening Day Vail
Mountain
TBD
Vail Snow Daze
12/8-12/10
Vertical Express for
MS
2/18
Vail Veterans
Program
3/5-3/10
Spring Back to Vail
4/14-4/16
GoPro Mountain
Games
6/8-6/11
Triple Bypass
Bike Ride
7/8-7/9
Vail Kids Adventure
Games
8/9-8/13
Vail Oktoberfest'"
Lionshead
9/8-9/10
Vail Village
9/15-9/17
Vail Valley Soccer Cup
Tournament
10/6-10/8
Vail Holidaze
12/10 & 12/17,
12/31
CarniVail MJunior
2/25-2/26
U16 Rocky/Central
Champs
3/11-3/17
Closing Day Vail
Mountain
4/23
Vail Craft Beer Classic
6/16-6/18
PBR West
Championships
7/20-7/23
TransRockies Run
8/19-8/20
Vail Automotive
Classic
9/10
Ski Swap
10/20-10/22
Starting Hearts
All You Need is Heart
February TBD
Shamrock Shuffle
3/11
Skate Vail's Melee in
the Mountains
4/29
King of the Mountain
Volleyball
6/16-6/18
Courage Classic
7/22
Ragnar Relay
8/25
Colorado Grand
9/15-9/16
Trick or Treat Trot
10/31
Pink Vail
3/25
Vail Lacrosse
Tournament
6/19-6/21
Kick It 3x3 soccer
7/28-7/30
Crazy Mountain
Brewery's Edfest
8/26
Taste of Vail
South American
9/21-9/24
.71
Vail Film Festival
3/30-4/2
Ride the Rockies
6/12
Slow Fashion Vail
9/22-9/24
Vail Arts Festival
6/23-6/25
Vail/Beaver Creek
Restaurant Week
9/29-10/8
Bravo! Vail
6/22-8/5
Vail Outlier Offroad
Festival
9/30-10/1
Vail Lacrosse Shootout
6/25-7/4
Vail Summer Bluegrass Concert Series
Wednesdays
6/28, 7/5, 7/12, 7/19
Farm To Table Dinners
6/30, 7/14, 8/4
Vail Family Fun Fest
Saturdays
6/24, 7/1, 7/8, 7/15, 7/22, 7/29, 8/5
Vail Farmer's Market
Sundays, Father's Day thru first weekend in October
6/18-10/1
Vail Dance Festival
7/29-8/12
23rd Annual Vail Jazz Festival
6/9-9/4
GRFA: Hot Summer Nights - Tuesdays
(tentative) 6/20, 6/27, 7/11, 7/18, 7/25, 8/15, 8/22
Vail Symposium Programming
1/6, 1/18, 1/19, 1/25, 2/9, 2/16, 2/23, 3/9, 3/16, 3/17, 3/30, 4/13, 4/14, 4/17, 4/20, 4/21
Vail Centre Programming
5/5-5/7, 6/25-6/30, 7/23-7/26
Community Art Events for the Town of Vail
6/1, 6/15, 7/6, 7/20, 8/3, 8/17, 9/7, 9/21
December 6, 2016 - Page 41 of 163
TOWN OF VAIL
Commission on
Special Events
Attachment A: CSE Event Categories and Evaluation Criteria
Events receiving public funding will be categorized as follows:
> Recreational, Cultural and Community Events:
Goal: Deliver a diverse calendar of events in the Town of Vail that promote economic vitality and
community enrichment
Signature Events:
• Established events that take place over multiple days and/or weeks
• Strong Vail Brand identity
• Drive overnight visitation
• Promotion and marketing reach through local, regional, national and international media exposure
• Several of these events receive their funding from the Town Council. Post event review and evaluation
will be overseen by the CSE
Destination Events:
• Newer events, participatory sporting events and large scale ambient events which support the CSE's
criteria for promoting economic vitality and driving destination visitation
• Supports the Vail Brand
• Primarily local and regional media exposure, may attract some national exposure or sponsorships
Ambient Community Events:
• Ambient events which contribute to a sense of community, vitality and fun; enhance the guest
experience and promote high NPS (Net Promoter Score)
• Primarily local media exposure
• Community celebrations: i.e. Vail America Days, Vail Holidaze, Vail Family Fun Fest
> Educational and Enrichment Events
Goal: Promote leadership development, intellectual opportunities and health and well-being
• Shall be part of the CSE RFP process
• Potential to build the Vail Brand as an educational and well-being destination
• Local, regional, (and when appropriate) national and international media exposure
• Economic impact may be in the future: Potential to return economic benefits as participants share their
experiences to individuals and groups within their spheres of influence
PLEASE SEE SCORECARDS ON FOLLOWING PAGES
CSE 2017 RFP: 8/5/2015
Attachment A: Event Categories & Evaluation Criteria Page 1 of 3
December 6, 2016 - Page 42 of
TOWN OF VAIL
Commission on
Speck! Events
SCORECARD:
RECREATIONAL, CULTURAL & COMMUNITY EVENTS
Maximum Score
100
CSE 2017 RFP: 8/5/2015 Attachment A: Event Categories & Evaluation Criteria
Page 2 of 3
December 6, 2016 - Page 43 of
Criteria
Rating
Potential to Increase
Room Nights and
Revenues:
Out of Region Guests (Current mix 50%)
0-10
Regional Destination Guests (Current mix 32%)
0-5
International Guests (Current mix 3%)
0-5
Drive Group Business
0-5
Increase Sales Tax Revenue
0-10
Brand Fit
Supports the Vail Brand
0-10
Timing
Optimize calendar - "the right events at the right
time"
0-5
Demographic Fit
Optimize visitor mix (age, income, demographic
targets per research data)
0-10
Community Enrichment
What is the community involvement opportunity
and/or lasting community benefit?
0-5
Growth Potential
Continues to evolve by delivering fresh content,
enhanced experiences
0-10
Promotes an atmosphere of vitality, fun and
celebration
Marketing Strength
Extent and quality of promotional and marketing
"reach"
0-15
Leverage media exposure and sponsorship
support
Producer Qualifications
Proven quality, knowledge and resources to
sustain and grow the event
0-10
Maximum Score
100
CSE 2017 RFP: 8/5/2015 Attachment A: Event Categories & Evaluation Criteria
Page 2 of 3
December 6, 2016 - Page 43 of
TOWN OF VAIL
Commission
Special Events
SCORECARD:
EDUCATIONAL AND ENRICHMENT EVENTS
CSE 2017 RFP: 8/5/2015
Maximum Score
100
Attachment A: Event Categories & Evaluation Criteria Page 3 of 3
December 6, 2016 - Page 44 of
Criteria
Rating
Potential to achieve one
or more of the
following:
Enhance Leadership Skills: locally, nationally,
internationally
0-25
Foster a Health and Well Being reputation for Vail
Provide opportunities for intellectual dialogues
and problem solving
Deliver an educational component
Create a lasting impact on the community
Brand Opportunity
Builds the Vail Brand
0-15
Timing
Optimize calendar - "the right events at the right
time"
0-5
Demographic Fit:
Audience
Optimize quality of participants to improve future
economic opportunity
0-10
Community Enrichment
What is the community involvement opportunity
and/or lasting community benefit?
0-10
Growth Potential
Continues to evolve by delivering fresh content,
enhanced experiences
0-10
Achieves national/global recognition and
participation
Marketing Strength
Extent and quality of promotional and marketing
"reach"
0-15
Leverage media exposure and sponsorship
support
Producer Qualifications
Proven quality, knowledge and resources to
sustain and grow the event
0-10
CSE 2017 RFP: 8/5/2015
Maximum Score
100
Attachment A: Event Categories & Evaluation Criteria Page 3 of 3
December 6, 2016 - Page 44 of
TOWN OF VAIL
Commission on
Special Events
IRPFT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, October 19, 2016 @ 8:OOam
AGENDA:
Meeting materials can be accessed at the following link:
http://65.38.144.10/weblink/O/fol/367497/Rowl .aspx
CSE Members Present: Barry Davis
Mark Gordon
Kim Newbury Rediker
Shenna Richardson
Marco Valenti
Alison Wadey
TOV Staff Present:
Others Present:
CSE Minutes
Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager
Ernest Saeger, Special Events Coordinator
Molly Eppard, Town of Vail
Lauren Merrill, Alpine Arts Center
Samantha Biszante, Root and Flower
Robin Thompson, Can Do MS
Shawn Kirschner, Roundup River Ranch
Cheryl Jensen, Vail Veterans Program
Kris Sabel, Vail Symposium
Heather Hower, Eagle River Youth Coalition
Missy Johnson, Highline
James Deighan, Highline
Alan Himelfarb, Starting Hearts
Chris Chantler, Taste of Vail
Greg Moffet, Taste of Vail
Dustin Kelley, Vail Centre
Todd Wallis, Vail Centre
Angelo Fernandez, Vail Centre
Colleen Davis, Vail Centre
Brie Rey, Vail Centre
Laurie Asmussen, Eagle Valley Events
Sean Cross, Vail Film Festival
Scott Cross, Vail Film Festival
October 19, 2016 Page 1 of 4
December 6, 2016 - Page 45 of
Jason Ornstein, Team Player Productions
Mac Garnsey, Vail Valley Foundation
Duncan Horner, Vail Valley Foundation
Sacha Kostick, Vail Valley Foundation
Joel Rabinowitz, Vail Rec District
Brooke Skjonsby, Vail Resorts
Liz Gladitsch, Vail Resorts
Jenn Bruno, Vail Town Council
Krista DeHerrera, 10th Mountain Roller Dolls
Kerri Thelen, Vail Valley Soccer Club
Beth Pappas, Vail Rec District
Euginnia Seyferth, Ski & Snowboard Club Vail
Leon Fell, King of the Mountain Volleyball
Helene Mattison, Kids Adventure Games
Dan Cramer, North American Sports Group
Billy Mattison, Kids Adventure Games
Mike McCormack, Outlier Offroad Festival
Baily Rose, Slow Fashion Vail
Charles Blair Law III, Slow Fashion Vail
Sarah Franke, Group 970
Gina Hallisey, Zoppe Italian Family Circus
Bob Ruder, Vail Automotive Classic
Michael Holton, Pink Vail
Christina Albertson, Pink Vail
Taylor Slaugh, Vail Automotive Classic
Brian Hall, Vail Family Fun Fest
CSE Chair, Barry Davis, called the meeting to order at 8:OOam.
Administrative Items
Approval of the Minutes of ] the CSE Regular Meeting on September 7, 2016
➢ Motion to approve the minutes of the CSE Meeting, September 7, 2016
as presented.
M/S/P: Gordon/Valenti/Unanimous. The motion passed 6-0
Review financials: Refer to the spreadsheet.
Waniuk said we will review on Oct 26.
Final 2017 CSE Budget
Waniuk asked all to refer to the budget in their CSE funding binder.
Reminder: Upcoming RFP meetings: October 19 & 26 at the Antlers: CSE
2017 Allocations to be presented to VLMDAC on Thursday, November 17 by
CSE Minutes
October 19, 2016 Page 2 of 4
December 6, 2016 - Page 46 of
Mark Gordon. CSE 2017 allocations to be presented to Town Council on
Tuesday, December 6 by Barry Davis and/or Mark Gordon.
Reminder: Application Deadline and Interview Dates for CSE Applicants:
Interviews at Town Council Work Session on Tuesday, December 20. Deadline
for letters of interest due to the Town Clerk, Patty McKenny, by Friday,
December 9.
o CSE members whose terms expire on December 31, 2016 are Barry
Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna
Richardson and Mark Christie will not finish out their terms (through
2017).
Richardson asked if normal November and December meetings will be held as
usual. Waniuk answered that yes they are and November meeting will mostly be
event recap presentation.
Scoring and Procedural Explanation: All completed scoresheets must be
returned to Laura Waniuk at Iwaniuk(a�vailgov.com no later than 9:OOam on
Friday, October 21.
Davis recommends that the CSE be as polarizing as possible due to the amount
of money being requested over the CSE's budget. Waniuk stated that the CSE
can make a request to Town Council for additional funds for events they feel may
need more if that fits their strategic direction, but those funds are not guaranteed.
Waniuk extended the deadline, asked to have scoresheets returned by 9:OOam
on Friday, October 21. Waniuk noted that the Film Festival had to reschedule
their timeslot to 10:20am — 10:30am. Waniuk asked producers to present their
event for 3-5 minutes and allow for 5 minutes of questions. Waniuk asked the
CSE to e-mail her any further questions that the CSE has that could not be
included within the allotted 10 minutes.
Review of 2017 RFP responses: Refer to schedule marked as Attachment A to
the agenda and including the following Event Recaps:
• Vail Lacrosse Shootout
• Kick It 3v3 Soccer Championship
Event Recap:
*motion to release final funding disbursement required
Vail Lacrosse Shootout
Please see presentation for further details.
➢ Motion to approve the final funding distribution for Vail Lacrosse
Shootout
M/S/P: Richardson/Valenti /Unanimous The motion passed 6-0
CSE Minutes
October 19, 2016 Page 3 of 4
December 6, 2016 - Page 47 of
Event Recap:
*motion to release final funding disbursement required
Kick It 3v3 Soccer Championship
Please see presentation for further details.
➢ Motion to approve the final funding distribution for Kick It 3v3 Soccer
Championship
M/S/P: Richardson/Valenti /Unanimous The motion passed 6-0
➢ Motion to Adjourn at 6:15pm
M/S/P: Richardson/Valenti /Unanimous. The motion passed 6-0
CSE Minutes
October 19, 2016 Page 4 of 4
December 6, 2016 - Page 48 of
CSE 2017 RFP Presentation and Discussion Schedule
Antlers at Vail, Condominiums and Conference Center - Lionshead; October 19, 2016 8:00 a.m. — 6:30 p.m.
8:30-10:20am
EDUCATION/ENRICHMENT (EE):
1 hour, 50 minutes
Funding Available:
$
151,500.00
cf: Lauren Merrill
Community Art Events for the
Jan 1 -Dec 31
Alpine Arts Center
$20,800
Town of Vail
Merrill is proposing to offer regular art classes year round throughout the Town of Vail. Their demographic is broad
from local men, women, and kids. They are asking for funding to offer a subsidized ticket price to make it more
accessible. They would be highlighting nature and environmental aspects of the Town of Vail. It is an event that is not
sports or entertainment driven. There would be one weekly event in the summer and bi-monthly events in the winter
for a total of 26 events. Davis noted that the CSE would be funding approximately $800 per event. Gordon asked if they
spoke with AIPP instead of CSE. Merrill believes they need funding from CSE. Normal price is $40-$50 and with funding,
tickets would be $20. Richardson asked how receiving zero funding would affect their program. Merrill said fewer
programs at the $20 price would be more successful. Rediker asked about their marketing plan. Merrill said they would
be marketing through the Gerald R. Ford Amphitheatre and Art in Public Places.
cf: Shawn
Campfire Games Vail
June 17
Roundup River Ranch
$5,000
Kirschner
Kirschner stated that they are going to cancel the Campfire Games event and may move forward with a new event but
do not have details at this time. The new event is a superheroes day on the mountain in April. 85% of campers come
from Denver metro. Goal is to move Campfire Games to their ranch to showcase their property. No funding expected
for 2017.
cf: Kris Sabel
Vail Symposium Programming
Jan 1 -Dec 31
Vail Symposium
$60,000
Sabel noted that he has been in the Vail Valley since 1999. It is an organization that is trying to improve the quality of
life for the Vail Valley. Sabel noted that we have great outdoor, athletic, and cultural events in the Vail Valley and the
Vail Symposium rounds out the event landscape with thought provoking events and initiatives. In 2016 they produced
23 events in the winter and 22 events in the summer. The programs cover geopolitical, financial, and health & wellness
topics. They work with the VVP, Colorado Mountain School, Eagle County School District, and more. Davis noted that
last year they received $35k and asked how they would use the additional funds. Sabel stated that their previous
request has been for the winter only and they are now looking for support for the entire year. Sabel noted that they are
asking for 19% of their budget. Davis asked for percentage of events taking place in Vail. Sabel noted 95% of winter in
Vail and Ashley (co-worker) said 30% in the summer making a total of 70% of their events happening in Vail. McDonald
stated that the CSE funded the highest amount to Vail Symposium of $37,500 in 2014. Waniuk noted that we will have a
dollar amount for the in-kind of Donovan and Grand View. Gordon asked if the $15k additional ask from 2015 is for
summer programming. Sabel said yes and will be used to help them to continue to grow. Gordon stated the CSE has
certain restrictions to use Vail taxpayers' money. Wadey asked for their target audience. Sabel said 76% were local
residents.
cf: Cheryl Jensen
Vail Veterans
January 22 - 26,
March 5 - 10
Vail Veterans' Program
$20,000
The program has worked with 740 veterans. Jensen attended the Rio Olympic games because they had an ambassador
participate in the triathlon. Jensen noted that through their program, two wounded warriors moved to Vail Valley. The
money being requested is to help them with continuing their mission. Richardson asked if it will look different from last
year. Jensen noted that they took participants to Beaver Creek because of strong BC homeowners support. Gordon
asked if they have a summer program. They have a summer golf program but do not ask TOV for funding for summer,
only winter. Jensen stated that $192,000 is put back into the TOV through their winter program. Wadey asked how
many families attend. Jensen said 20-25 families for the winter, March is singles for a total of 100 and they do have a
waitlist.
cf: Heather
Valley Tastings: Food for Youth &
October -November
Eagle River Youth
$2,500
Hower
Healthy Kids Colorado Survey
Coalition
CSE Special Meeting Minutes October 19, 2016
Page deocemjer 6, 2016 - Page 49 of
Each year they survey 2,200 7th — 12th graders in Eagle County, analyze the data, and send out to a number of smaller
non -profits in the area who use the info to ask for grants. They are asking for $2,500 plus Donovan pavilion in-kind.
Rediker asked what the $2,500 is used for. Hower stated that a majority of the money is for the survey but will confirm.
Wadey asked how the kids are chosen for the awards. Rediker asked if the event will occur or change if not fully funded.
Hower said it will still happen but may require them to find other partners.
cf: Alan
Himelfarb
Starting Hearts: All You Need is
Heart
TBD February
Starting Hearts
$12,000
Himelfarb noted that this year will be the 5th annual event and Donovan has been requested from the TOV. In 2016
they had 150 cardiac screenings offered at $49. They worked with ECO transit and Eagle County Paramedics to bus older
folks to the screenings. Dr. Caudwell Esselstyn is the national speaker on plant based diets. They expect to attract 500-
600 to listen to him speak. The Eagle County Schools program is a major beneficiary and every kid will take a life saving
skills class and every adult will receive first aid training. Their software app program is working very well allowing
registered and experienced members to respond to cardiac arrest situations. They are requesting Donovan again in
2017. Rediker asked if there are plans to change the event and if they might change the hours. Himelfarb said they are
using EventBrite to allow people to reserve their timeslot.
cf: Alan
Starting Hearts: Inaugural Fitness
July -August
Starting Hearts
$25,000
Himelfarb
Challenge
Himelfarb believes it will be a signature event. The Plan is to cover 4 weeks of activities including preventative
maintenance to reduce cardiac arrests. They are creating a software program that allows participants to earn points.
The challenge is a live, friendly competition for all in Vail Valley. They are asking for the use of Donovan for kick-off and
awards events. There will be other challenges such as culinary, celebrity, and senior challenges. They are working with
Vail Resorts and Epic Discovery. Davis asked if they have secured other sponsors. Himelfarb said yes, Phillips and they
have the opportunity to pitch to Revlon. Wadey asked if he has secured Donovan. Himelfarb said he can launch mid-
week if needed. Rediker asked about hotel room additions. Himelfarb wants to make this a national event. Himelfarb
said the goal is to reduce cardiac arrests by 50% in the next 20 years. Rediker asked about date selection and if a
different time period is possible. Himelfarb said yes, their schedule is flexible. Rediker asked if they would consider a
Memorial Day kick off. Himelfarb said yes.
cf: Robin
Vertical Express for MS - A Jimmie
February 18
Can Do Multiple
$4,000
Thompson
Heuga Memorial Event
Sclerosis
Thompson is the fundraising consulting interim director of development for Can Do MS. The event is a one day on
mountain ski and snowboard event to educate people about MS. It includes photo scavenger hunt and races.
Thompson stated that it is a national event with a community impact and provides life long learning through their
experience centers located around the mountain. Thompson stated they have both local and national sponsors. Their
goal is to increase outreach to the local community as well as stakeholders and partners. $3k is for advertising and the
other $1k is for lift tickets for volunteers, staff, and sponsors. Davis asked how Vail compares to other events.
Thompson said Vail event has been smaller and plans to focus on locals to increase in size. Wadey asked if it is
purposeful to schedule the event on Presidents Day Weekend. Thompson said she is not sure and will have to get back.
Thompson asked if there is a better date. Richardson stated that the local focus could be hindered due to Epic Pass
blackout dates. Thompson stated that 60% were from out of town last year. Rediker asked if they have asked Vail
Resorts for comp or discounted lift tickets. Thompson said yes they have and have not had any luck.
cf: Bob Bandoni
Global Solutions Forum - 970-471-
TBD October
Shoulder to Shoulder:
$15,000
by phone (970
471-6277)
6277
The International School
of Global Citizenship
Their partnerships consist of 10 partners or NGO's in the country and more throughout the world. Schools are being
brought in from South America and plan to grow to other continents. The event consists of a professional development
forum with a public session on the Friday morning. Theme was ethical leadership in 2016 that included two keynote
speakers and breakout sessions with speakers. The cities represented were from New England, Asheville, Denver, Texas,
and Detroit. Bandoni stated that they are starting to draw more locals from the Vail Valley. Davis asked about
additional sponsors. Bandoni said they have two sponsors at this time and are seeking others. Bandoni said they were a
little bit below budget. Davis asked what changes we will see in 2017. Bandoni said there will be a different theme but
not a lot of structural changes. Bandoni would like to get the local schools involved. Wadey asked for participation
numbers. Bandoni said there were 335 attendees.
CSE Special Meeting Minutes
October 19, 2016
Page Decemner 6, 2016 - Page 50 of
cf: Liz Campbell
Betty Ford Alpine Gardens
Programming
April - October
Betty Ford Alpine
Gardens
$20,000
Online website Trip Advisor ranks Betty Ford Alpine Gardens as the #1 thing to do in Vail outside of Vail Mountain.
Grant from CSE allowed them to expand topics on environmental concerns. This year they want to increase the number
of pollinators in our area and expand their traveling exhibit. The goal is to expand the environmental learning through
workshops and hands on learning. Campbell said a majority of the money requested is for marketing and advertising
but some being used for the workshops and exhibits. Gordon asked how many people showed up for exhibits.
Campbell said it was very hard to count but believes there was 100k that visit the gardens and almost 40k come into the
education center in 2016. Davis asked how much money they gardens receive from donors. Campbell said their
operating budget is about $400k. They receive $60-$65k from TOV and the rest is from donors and grants such as BLM
and Slifer, Smith, & Frampton.
cf: Ross Iverson
Vail Centre Programming
Jan. 1 -Dec 31
Vail Centre
$90,000
Colorado has 5 of the top 25 most educated counties in the country. The counties include Pitkin, San Miguel, Gunnison,
and Eagle. Communities with a higher education tend to be healthier because of decision making. Adult learners are
looking for new experiential learning activities. Their Alumni Vail program connects the Edu-Tourism concept. They
have a partnership with Yale to bring a sustainable leadership course to Vail. Their role is to build scholarship funds to
put locals through university courses. The brand affiliation allows alumni of universities to connect to Vail. There are no
other mountain towns hosting university courses. Demographic is 30-60 years old, local vs. Denver vs. National. May
through October is key time.
Total EE Funding
$274,300
Requested:
10:20am-
CULTURAL/RECREATIONAL/COMM
FUNDS AVAILABLE:
$
6:10pm
UNITY (CRC)
837,290.
00
cf: Scott Cross,
Vail Film Festival
March 30 - April 2
Colorado Film Festival
$90,000
Shawn Cross
2017 will be the 14th Vail Film Festival. A couple new initiatives including a virtual reality element and television
showcase. Television showcase will help draw talent, celebrities, and attendance. They are in talks with potential
sponsors including Audi and Comcast. They are asking for more money this year to grow the virtual reality and
television showcases which will put the festival on the map. Davis asked what the attendance would be in 2017. Shawn
Cross stated that attendance should increase but cannot give a specific number. Rediker asked where the virtual reality
showcase would be. Shawn Cross said they will have it in a ballroom/conference room. Valenti asked if the cost per
head is more for the virtual reality showcase. Scott Cross said yes, there is a significant cost for headsets and the
marketing. Gordon asked about date flexibility. Scott Cross said they are open to it but are tentative to changing them
because dates are known. Shawn Cross asked if there is a specific date that the CSE would suggest. Richardson asked
how many films would be virtual reality. Shawn Cross said about 20% would be virtual reality.
10:30-11:40am
REN Productions/Angela Mueller
50 minutes
cf: Angela
Taste of Vail South America Fall
September 21-24
Taste of Vail
$14,000
Mueller, Greg
Tasting
Moffet, Chris
Chantler
The goal is to bring winemakers to Vail in the fall. Thursday
of the event will be popup night throughout the TOV
including restaurants. Friday will be popup with Mountain Wine & Dine. Saturday will be tastings of food with South
American flair, music, and restaurants serving South American wine and foods. Funding from CSE will broaden the
event's appeal through increased marketing and updated website. Their goal is to not ask for as much money in future
years. They are asking for the minimum in order to make the event happen. Their goal is to bring higher end guest to
Vail during down times. They will market each restaurant and the food they will be offering. Davis asked about how
busy this weekend was in 2016. Waniuk stated that this was a time that the VLMDAC noted as a need weekend. Wadey
asked if South American wineries will bring their staff. Mueller said yes. Wadey stated that their marketing should
include the Vail App.
CSE Special Meeting Minutes October 19, 2016
Page uecemoer 6, 2016 - Page 51 of
cf: Angela
Mueller, Greg
Moffet, Chris
Chantler
Taste of Vail
April 5-8
Taste of Vail
$55,000
This is the 27th year and will take place April 5 -9th. Wednesday of event would be debut of Rose at the Arrabelle. First
event for both Europeans and Californians to try Rose. There were 125 different Rose labels in 2016. Davis asked why
Rose isn't moving into the weekend. Mueller said it's because not all wineries have Rose. Moffet said they haven't
thought of it and will discuss. Wadey believes it is good to have that big mid -week draw. Thursday will be the Iamb
cook -off that brings in 24-28 chefs. The mountain top tasting will include 6 more restaurants. It is a private tasting with
over 58 wineries. The blending seminar will allow you to make your own Sparkling wine. The Grenache seminar will be
about red grapes. The Grand Tasting will be at the Vail Marriot. The budget is always used for the marketing. Mueller
stated that they use all of the money and is the true amount they need to make this event happen. Mueller stated that
part of their money goes to Walking Mountains Science Center to hire them for to monitor waste receptacles. Mueller
stated that sponsorship available in 2010 is not the same as 2016. Mueller stated that the average overnight visitor stay
is 3.9 days per person.
cf: Angela
Mueller
Vail Farmers' Market and Art Show
June 18 -October 1
Vail Farmers' Market
and Art Show/
$45,000
Meadow Drive
Partnership
It will be 16 Sundays again in 2017. Mueller stated that their jury is the Meadow Drive Partnership and ask them if each
vendor is a fit for their market. Mueller stated their own survey showed that businesses sales drop when the market is
not there. Mueller stated they added another produce vendor in 2016. The only downside of the event is the parking
availability. They see people coming for the whole weekend. Mueller stated that the event provides sales tax to the
TOV for four months. Davis asked if anyone has asked Angela to change dates. Mueller said no. Valenti asked what the
cost per tent is. Mueller said $950 for out of county plus $100 security deposit. Mueller said the fee for produce
farmers is less. Wadey asked if sales tax is paid by every vendor. Mueller said yes.
cf: Angela
Mueller
Vail Farmers' Market - Farm to
Table Dinners
June 30th, July 14,
August 4th
Vail Farmers' Market
and Art Show/
$14,500
Meadow Drive
Partnership
Mueller noted that these are tentative dates; however it does need to be during the farming time and when people are
in town. The event includes local restaurants like 10th Mountain Whiskey and Yellowbelly. Mueller stated that guests
are staying through the weekend for this event. Mueller is working with PR firm called Think Big Media. A large amount
of the grant will be to cover the 20' x 60' tent. Davis asked if it has to be three events. Mueller said yes in order to
produce enough value for sponsors. Rediker asked how many people attended. Mueller said they sold out each dinner
at 100 seats per. Rediker asked why Friday night. Mueller said it is what worked and can look at other days but Sunday
didn't work. Davis asked if a Monday would work. Mueller said she's open to looking at the day of the week but needs
to make sure that the event will sell enough tickets.
cf: Angela
Vail Holidaze
December 10th, Dec
REN Productions- Does
$26,000
Mueller
17 -31st
not include Fireworks-
rqst $26K
Kris Kringle on December 10th will be the kick-off. Vendors will not compete with local businesses. The event's goal is
to allow families to come and buy holiday gifts. The hours of the event will be from 11am - 3:30pm. It will include tree
lighting on December 18, ice skating, and St. Nick. The torch light parade and fireworks will occur on December 31st.
The lantern parade is not part of the event this year but rather will be the kick-off of the Vail Winterfest. Davis asked
who else supports the event. Mueller said just the CSE/TOV. Mueller stated that they do receive donated product from
Alpine. Davis asked if Vail Resorts ever supported. McDonald noted that they run the Torch Light ski down. Davis
believes it is worth revisiting the conversation with Vail Resorts. Mueller stated that the skating operations cost $30k.
McDonald said the TOV uses it as an ambient event for the guests that are here. Wadey asked for criteria of vendor for
Kris Kringle. Mueller said that vendors must have holiday item, tents decorated with holiday flair, and to make sure it
feels festive. Mueller stated this takes place on Willow Bridge Rd. Mueller has recruited local vendors and businesses.
Mueller stated the pricing is $150 per vendor.
CSE Special Meeting Minutes October 19, 2016
Page Decemoer 6, 2016 - Page 52 of
11:20-11:40am
Eagle Valley Events/Laurie
Asmussen
20 minutes
cf:Laurie
Asmussen
Top Shelf Harvest
September 30
Eagle Valley Events
$15,500
Asmussen stated they added some Colorado beers, new boutique feel, and a coup
e of local caterers in 2016. The
tickets cost $45 and drew a higher attendance. They are looking to grow in 2017 through social media and utilizing
partnerships. They have partnerships with KBCO in Boulder and gave a presentation at the Denver Athletic Club. Wadey
asked what the attendance number was. Asmussen said attendance was 380 - 400 total attendees. Asmussen markets
the event as kick-off to restaurant week. Davis asked who local restaurant partners were. Asmussen said Blue Moose,
Moe's, and Big Bear Bistro. Richardson asked for 2017 changes. Asmussen said more distillers.
cf:Laurie
Vail Arts Festival
June 23-25
Eagle Valley Events
$10,000
Asmussen
Asmussen is hoping to grow event to 80-85 artists for 2017. She worked a lot with Vail Daily and spent majority of
budget on marketing. Rediker asked if she leverages Vail Daily to sister publications in Aspen/Summit. Asmussen said
yes, she utilizes them. McDonald asked how many years it has been running. This will be the 33rd year and 13th
supported by the CSE. Davis asked if funding is needed. Asmussen said she would be happy to help with less funding.
Asmussen said growing the number of vendors helps offset the costs. Davis asked how many attendees. Asmussen said
about 10,000 over the weekend mainly as an ambient event.
11:40-12:OOpm
Team Player Productions
20 minutes
cf: Kristen
Divide Music Festival
Summer
Team Player Productions
$396,000
Horpedahl, Jason
Ornstein
The Divide Music Festival is a three day music festival produced in Winter Park in 2016. It included music, hiking, biking,
and experimental elements geared toward millennials. Ornstein stated that they aren't saying they aren't going back to
Winter Park. He said Grand County was rather difficult to work with. He understands that camping may not be an
option in Vail. Ornstein stated that the ticket price could include lodging options. Richardson asked what dates they are
proposing. Ornsetein said the 3rd weekend of July. Davis asked if we have the lodging available. Rediker stated that
hotels are at 90%. Wadey asked what the demographic is and if they can afford to come and stay here. Ornstein said
millennials and it is a good question if they can afford it. Davis asked Joel Rabinowitz if the ball fields can be lost. Joel
said it would be difficult. Davis noted that the booking timeline may be short. Ornstein said the Vail brand would help
with the booking process. Gordon asked if this could be in August. Ornstein said yes it could be in August. Davis asked
if there is a scaled down production. Ornsetein said yes. Richardson asked what that scaled down product is. Ornstein
said they would not want to take away from production but rather work with other agencies.
cf: Kristen
Vail Craft Beer Classic
July
Team Players
$107,575
Horpedahl, Jason
Ornstein
Ornstein noted that they changed the name to Vail Craft Beer Classic. Ornstein stated there will be cicerones and
breweries to educate. He said they will incorporate the beer and food pairing with the outside environment such as
biking, hiking, SUP, and other activities with cicerones and brewers. Rediker asked if the dates are flexible. Ornstein
said yes but breweries are trying to avoid August. Wadey asked if the event would be for a weekend or include
midweek. Ornstein said ideally the event is Thursday through Sunday. Rediker asked about type of concert. Ornstein
said a band that would compliment and add uniqueness with a goal of putting heads in beds. Rediker asked if the
concert would be charged. Ornstein said It depends on the concert talent and could be packaged into the overall ticket
price. Davis asked if this could come off of CSE support in 3 years. Ornstein said it is the goal that it is profitable and
standing on its own in three years. Rediker asked what happens if they are not to fund at full. Ornsteinin said they
would have to analyze it and see where they are but it's not a deal breaker. Davis stated that it is hard to fund the event
without having a secured date and venue. Ornstein said the 3rd week of July is standing out as the best weekend.
Wadey asked about a Sunday in Lionshead. Waniuk stated the liquor license boundaries as a hindrance. Richardson
asked if they could do a winter festival. Horpedahl said the brewers want a winter event and it is a great idea.
CSE Special Meeting Minutes October 19, 2016
Page Luecemoer 6, 2016 - Page 53 of
12:00-12:30pm
LUNCH PROVIDED FOR CSE AND
STAFF
30 minutes
12:30-1:30pm
Highline Events
60 Minutes
cf: James
International Folk Art Market
August 16-20
$500,000
Deighan
Deighan opened stating he assumed everyone is familiar with the proposed event and asked CSE for questions. Davis
asked if venue is secured. Deighan said yes, they have spoken with VRD. They had conversations about load-in/out,
tent, and infrastructure. Davis asked how long will the impact be. Deighan said one week. Davis noted that the
financial ask is for 65% of the total budget. Deighan suggested supporting it philosophically and asking council to fund it
from the general fund. Davis asked if the $500k is needed. Deighan said it is absolutely necessary. Davis asked if it is an
annual number. Deighan said yes for the foreseeable future. Deighan said that the TOV benefits the most from the
growth of their events. Davis asked if Santa Fe and Vail is Apples to Apples. Deighan said it is not. Gordon stated his
concern to support the event without funding any dollars. Deighan stated that the CSE are the event experts and that is
why they have been tasked with this. Wadey asked about the music component. Deighan said they would have cultural
music talent. Wadey asked if it would be in Solaris. Deighan said it would be in Solaris. Davis asked if it is an essential
part of the program. Deighan said yes it is essential to bring people into the town. Wadey asked about their following.
Deighan said it is overwhelming and all 50 states are represented at this event. Deighan noted that all art is handmade
and 90% of vendors are from 3rd world countries. Rediker asked about the $150k for local non -profits. Deighan noted it
is only 5% of total budget. Deighan noted the number one goal is to provide money into local housing. Deighan said
they would partner with 1 or 2 other local non -profits such as Habitat for Humanity. Rediker asked about project fee
and agency fees in budget. Project management fee is the actual people working the event and the agency fee is the
profit for Highline. Deighan said 22% is what it takes them to be profitable and TOV events are much lower. Valenti
asked about the cost of goods in the line item. Deighan stated they are proposing 70-80% go to the artist and the
remainder goes to the local community. Davis stated that this is a giant animal and the difficulty to go outside of their
boundaries to ask Council for more money. Deighan referenced his experience and knowledge of events in Vail and this
event checks every single box of Vail's brand. Davis asked if it cannot be funded this year would it be able to happen in
2018. Deighan said possibly. Deighan stated that next year the IFAM only committed to Vail in 2017 with possibly
Dallas, Seattle, and Milwaukee in the future. Gordon stated he is puzzled on how or if this event is funded. Deighan
noted his will to help with the process if he can by talking to Council. Deighan said the way to go is to ask Council to
create a line item for certain event funding.
cf: James
Spring Back to Vail
April 14-16
3 funding options:
$35,000
Deighan
$35,000, $135,000 or
$235,000
Deighan stated there are three funding options: 1. $35K - Pond skimming and advanced activation. 2. $135K - Friday or
Saturday concert. 3. $235K - Would be a Friday and Saturday night concert. Deighan suggested anything over $35k to
go to Town Council for additional funding. Davis asked what TOV percentage is of sponsor dollars. Deighan believes it is
less than 10%.
cf: James
Vail America Days."'
4 -Jul
Does not include
$71,500
Deighan
Fireworks- rqst $33,500
Deighan asked we all set there?
cf: James
Gourmet on Gore
Sept. 1 - Sept. 4
$75,000
Deighan
CSE Special Meeting Minutes October 19, 2016 Page 6ocem er 6, 2016 - Page 54 of
Deighan stated that they brought in better restaurants and more wineries. He noted that the farmers market worked
very well with them to allow the growth of their footprint. Deighan noted that they will look to grow the event footprint
in 2017. Deighan and Johnson met with Audi to extend their title sponsorship for 2 years. Davis asked what the
estimated attendance was. Johnson said they estimate it at 45,000+. Davis asked if that is specific event attendees.
Deighan said that is the number that goes through the venue. Wadey asked what the vendor fee is. Deighan said he is
not sure but it is going to increase in 2017. Deighan gave background on vendor fees and the low cost or no cost that
restaurants are charged. Davis asked how additional funding would grow the event. Deighan said by increasing the
footprint. Davis asked if an increased footprint will bring more people to Vail. Deighan said yes he believes so. Deighan
stated that the merchants on Gore Creek Promenade have asked for both Oktoberfest and Gourmet on Gore to include
them in their footprint.
cf: James
Vail OktoberfestTM
Sept. 8 - Sept. 10 And
$75,000
Deighan
Sept. 15 - Sept. 17
Rediker asked for correct budget. Waniuk has it and will send it to CSE. Deighan said the demographic contacts 1/3 of
each; international, regional, and local. Davis asked if same level of funding is needed. Deighan said yes and this past
year they improved the activation in Lionshead. Deighan said they would like to extend the Vail Oktoberfest to the Gore
Creek Promenade. Deighan is meeting with Pauliner beer to extend partnership. Davis asked if being on the same
weekend as Outlier beneficial. Deighan said yes good synergy and would like to cross promote. Deighan stated the
request last year was more to increase the footprint and infrastructure in Lionshead.
cf: James
Snow Daze
December 8 - 10
$45,000
Deighan
Deighan stated that the musical acts for 2016 are Michael Franti and Lettuce. Deighan said their participation for
SnowDaze in 2017 would not change. McDonald asked if they would move it a week earlier. Deighan said he guesses
so. Wadey asked if demographic would come a week earlier. Deighan said yes. Davis asked if event would exist without
funding. Deighan responded no and that the TOV is the big beneficiary of this. Deighan stated again that the TOV
benefits the most from these events. Skjonsby (Vail Resorts) suggested that the demographic could change with the
integration of America's Winter Opening. Deighan said they could change the music acts based on an older higher
wealth demographic.
1:30-1:50pm
Vail Valley Foundation Events
20 minutes
cf: Duncan
America's Winter Opening
November 30-
Vail Valley Foundation
$50,000
Horner
December 4
America's Winter Opening is the celebration of the beginning of winter similar to GoPro Mountain Games being the
opening of summer. Similar to the 2015 Alpine World Ski Championships such as racing in Beaver Creek with the apres
in Vail. Horner stated they have an average stay of 4.1 per person. Their goal is to include SnowDaze into the
programming. The event would include concerts, ski racing, public bib draws, award celebrations, beer camp, film
screenings, dog fashion shows, and more. They will also include winter mountain games events such as fat bike racing,
snowshoe races, etc. at the golf course and/or Ford Park. They believe that this road will help grow the relationship with
the FIS with the goal of extending Birds of Prey into two weekends of racing in Golden Peak. Davis asked if events would
be coming back to Vail from BC. Horner said yes, it would be a mini 2015 AWSC. Wadey confirmed that SnowDaze
would be included in the 2017 event. Valenti asked if this is going to fill the void of the American Ski Classic. Horner said
it may include aspects of it. Wadey asked if concert is in budget. Horner said that is a separate budget. Richardson
asked if this would cover marketing. Garnsey said yes and ancillary events such as films, beer camps, awards, etc.
Wadey asked if demographic with SnowDaze would coincide. Horner said yes they would. Rediker asked if
transportation would be included similar to 2015 AWSC. Garnsey said yes, goal of people moving easily between BC and
Vail.
cf: Mac Garnsey
GoPro Mountain Games
June 8-11
Vail Valley Foundation
$100,000
CSE Special Meeting Minutes October 19, 2016
Page 6ecemoer 6, 2016 - Page 55 of
Garnsey said their internal goal in 2016 was focusing on the athletes and athlete participation. The result was they were
up almost 4,000 athlete starts. 2016 marked the first year in Lionshead and they hope to grow on it in 2017. GoPro
would like LH to be the family and kids centric area. Garnsey said this year will be focusing on the guest experience.
Garnsey said funding will be spent on staff, information communication, app development, and other projects to help
combat the growth of the event. McDonald asked if the average daily rate is impacting the attendance and if they have
worked on room blocks. Horner said it is challenging for an athlete and something to continue to work on. Valenti
asked if bike race is going to happen in Eagle again. Garnsey said yes it will happen again. New events could be a new
bike and run event in Vail. Davis stated that the idea is to have events to stand on their own two feet so how do we
keep growing with asking for less money. Horner stated that the money is used to grow the event and expand into
GRFA and LH. Garnsey stated that they want to do a better job with environmental sustainability. Horner stated that
the economic impact increases year over year. Davis stated that they are one of the healthiest events from a P&L
standpoint. McDonald asked about GoPro contract length. Garnsey stated they just renewed for 2 years.
1:50-2:OOpm
BREAK
10 minutes
2:00-4:10pm
Athletic Events
2 hours, 10 minutes
cf: Chris
Prep Baseball Reports (PBR) West
July 20-23
PBR Colorado and 5280
$42,000
Harguth, John
Championships
Tournaments
Kinkowski
Kinkowski stated that they brought in 35 teams in 2016. They are hoping to grow the tournament and had over
$100,000 in hotel bookings in 2016. Their team fee was deeply discounted in order for teams to signup. Steamboat
Springs average cost is $1,400 per team. Their only paid sponsor is State Farm Insurance. Davis asked where games are
taking place. Kinkowski said they are taking place throughout the Vail Valley. The tournament is a four game guarantee
x 35 teams and half were in Eagle, half in Vail. Davis asked if they have received money from other towns. Kinkowski
said Eagle granted them a couple thousand dollars for lodging. Gordon asked where the host hotel was. Kinkowski said
Evergreen Lodge was host hotel in 2016 and will look into others in 2017. Rediker asked if there are any other events
besides games that could take place in Vail. Kinkowski said yes, they would like to move opening ceremony to Vail and
maybe add a concert. Davis asked what support would be needed for the opening ceremony in Vail. Kinkowski said
opening ceremony included skills timing, food, pin trading, batting cages, speed pitch, and family activities. Davis asked
if they have planned for opening ceremony in Vail. Kinkowski said yes they want to have it in Vail. Wadey asked if they
are going after national sponsors vs. local sponsors. Kinkowski said PBR is a national organization and wants to become
more involved. Gordon asked if they are asking other towns for money this year. Kinkowski said they have not asked for
more money.
cf: Chris
Vail Yeti Hockey Club - 203-770-
Jan 6,7,13 Feb
Vail Yeti Hockey Club
$15,000
Huntington - by
phone
2918
3,4,17,18,24,25 Mar
17,18,24,25
203-770-2918
Dec1, 2,15,16
Huntington said the team is made up of college and professional players. They draw an average of 300 fans per game
with a max of 500-700. Home games bring in teams for 2-3 days at a time and they stay in local hotels. Majority of
teams want to stay in Vail but sometimes they have to put them up in Avon because of costs. The funding would allow
for more advertising and marketing through Vail Daily, KZYR, etc. Huntington said they provide revenue to the VRD
through ice rental and concession sales at games. Wadey asked about adding more security and the costs associated
with that. Huntington said they hope to have more security guards with a goal of creating a family zone in the
bleachers. Wadey asked if there is a policy for teams that cancel. Huntington said they are trying to bring back more
reliable teams including teams from the Front Range. Wadey asked the difference between Yeti and Powderhounds.
Huntington said the main difference is the age of 21 - 40 years old semi pro players and a younger USA Hockey junior
team.
cf:Craig Marshall
by phone (641)
World Pro Ski Tour - (641) 715-
0700
March 24-26
WPST, Inc.
$15,000
715-0700
Code: 790569
Code: 790569
CSE Special Meeting Minutes October 19, 2016
Page Decemoer 6, 2016 - Page 56 of
Marshall said the theme is that the general public in the US doesn't understand professional ski racing. The concept of
putting two skiers up against each other in bracket style relates to US fans. The event will take place at Golden Peak
where the entire course can be seen on the hill. Plan to host the event from Thursday through Saturday. The awards
ceremonies and parties will take place in the town, mainly at night. During the day on Friday and Saturday would be the
actual competition on hill. Davis asked what the Turtle Rich Foundation is. Marshall said it is Bode Miller's foundation
that benefits disabled skiers and snowboarders. Wadey asked about their footprint at Golden Peak because Pink Vail is
moving to Golden Peak. Marshall said their footprint is very small and have not heard of Pink Vail from the Vail Resorts
Race Crew. Richardson asked are you flexible on dates. Marshall said yes, they are flexible. Rediker asked if social
events would take place in the town vs. on mountain. Marshall said yes, goal is to work with local restaurants and bars
for social events. Wadey asked for age range of skiers. Marshall said they will be 18+ but mostly 22-23+ with 40 being
oldest. Wadey asked if they travel with coaches and families. Marshall said yes they travel with coaches but 25-50%
with families. Davis asked how many other locations will be on this tour. Marshall said most likely to be four. Davis
asked if they are coming to Vail even without CSE funds. Marshall said yes, but the funding would help their marketing
and advertising.
cf: Krista
Skate Vail's "Melee in the
29 -Apr
The 10th Mountain
$12,000
DeHerrera
Mountains"
Roller Dolls
They are a 501c7 non-profit roller derby league. Rules have changed greatly since the older days. It is one of the only
full contact women's sports out there. 2017 will be the fifth year of having the tournament. The event began with
WECMRD until splitting off into their own entity. Four teams would be invited to the tournament in 2017 from Fort
Collins, Durango, Vail, and New Mexico. Davis asked where it has been in the past. DeHerrerat has been at the Eagle ice
rink. Davis asked if they have secured the venue. DeHerrera said It depends on funding. Their goal is to make it into a
2-3 day tournament to host more teams. She said a portion of proceeds go to a local non-profit. Moving the event to
Vail would help the community understand the sport and possibly get involved in it. Their goal is to bring it to Vail and
have it in Vail for the future. The event will draw skaters and leagues to enjoy Vail. Davis asked if there is flexibility in
their dates. DeHerrera said no, there is no flexibility. Wadey noted that a lot of businesses close the week after the
mountain closes. DeHerrera said one Idea is to keep it at Dobson to host party, music, etc. Wadey asked when FBLA
Conference is. It is the week before beginning the 21st. DeHerrera said attendance at the event can be anywhere from
200-500 throughout the day. Wadey asked how much tickets are. DeHerrera said $8-$10 per ticket.
cf: Kerri Thelen
Vail College Soccer Showcase with
May 3 -June 4
Vail Valley Soccer Club
$50,000
Vail Select ID Soccer Camp
The goal is to bring as many college coaches to Vail as possible. Thelen said CU had a camp last year that sold out
instantaneously that attracted kids from in state and out of state. The event will start with camp on a Wednesday and
continue into a tournament on the weekend. Davis asked how many players attend. Thelen said It could be 200 - 600
with two day sessions encouraging them to spend the night. Davis asked if it would be mostly kids from Colorado.
Thelan said no, all western states. Davis asked if there is any competition of other similar camps. Thelen said no, only
Denver which is for local Denver teams. Davis asked if there is fear that the fields would not be ready. Thelen said no,
although there is a possibility that it could snow. Waniuk asked to clarify dates. Thelen clarified that the dates are May
31- June 4. Davis asked if camp could happen on a Monday and Tuesday. Thelen said yes it could. Rediker asked how
many coaches would attend. Thelen said the goal is 50 coaches. Davis asked if event would happen if it wasn't funded.
Thelen said not sure the tournament would happen without funding. They are anticipating having to pay for referee
rooms, coach's rooms, and marketing. Rediker asked if they will use Room Rosters again. Thelen said if not them, a
similar company yes. Rediker asked if they would commit to only Vail hotels. Thelen said yes absolutely but would have
to use Eagle -Vail fields for the tournament. Thelen is open to naming it Town of Vail College Soccer Showcase. Thelen
said the showcase is much more difficult to pull off without funding. Gordon asked if there are other ways to raise
revenue. Thelen said the showcase allows them to bring in revenue.
cf: Kerri Thelen
Vail Valley Cup, 3rd Annual Cindy
October 6-8
Vail Valley Soccer Club
$10,000
Eskwith Memorial Tournament
CSE Special Meeting Minutes October 19, 2016
Page Decemoer 6, 2016 - Page 57 of
Thelen said the event brought in 148 total teams throughout the state and Utah. New in 2016 was using a company
called Room Rosters which allowed them to control where people stayed and to see how many people came and stayed.
They believe that there were over 1,500 room nights in Vail alone in 2016. Thelen said team registration was moved to
the Welcome Center in Lionshead. They estimate that there was over $1M of spending in TOV. They utilized fields at
VMS, Ford, and Donovan. Their plan is to increase the number of games on Friday night to increase the number of
overnight stays. Rediker asked how many hotels were used compared to down valley. Thelen said more than half of the
room nights were in Vail. Thelen said they use 17 fields in total and do have to use hotels down valley. Rediker asked if
they ask for money from other towns. Thelen said yes, they got $1,000 from Eagle and in-kind from Avon. WECMRD
donates the field and they have not asked Eagle County for funds. Wadey asked to look at the construction schedule for
Lionshead in 2017.
cf: Euginnia
U16 Rocky Central Junior
March 11-17
Ski and Snowboard Club
$5,000
Seyferth
Championships
Vail
The race consists of 187 kids from the Rocky Mountain Region competing at Golden. The TOV logo would be placed on
the race bib. A majority of the kids would be staying in Vail. Rediker asked if Vail Resorts sponsors this. Seyferth said
they receive some cash gifts through Epic Promise and in-kind services such as grooming, snow making, and passes.
Davis asked if there were any changes from last year. Seyferth said there are no changes. Wadey asked why the
increase in ask. Seyferth said one of their sponsors is not coming back next year and they are trying to make up that
amount. Davis noted that they have a healthy P&L compared to a lot of events that are presenting. Seyferth said the
money they make goes back into their organization to offset other costs.
cf: Beth Pappas
Vail Whitewater Series
May 9,16, 23, 30, June
Vail Recreation District
$6,000
6
Overall participation was up 28% in 2016 with a majority coming from out of town They are looking for ways to
increase spectator engagement. Pappas said they would like to add a rodeo competition in the kayak hole performing
tricks. Davis stated that it is nice to see it growing. Rediker asked if event would happen if not funded. Pappas said it
would not happen. Wadey asked if expanding reach into front range would help with success. Pappas thinks it did
increase participation and there is not an event like this in most other mountain communities.
cf: Leon Fell
King of the Mountain Volleyball
June 16-18
King of the Mountain
$15,000
Volleyball
The event has gotten bigger and Fell is anticipating it to keep growing but expenses have increased as well. They may
have to look at renting another field. Fell stated that since Honeywagon bought MRI, waste removal cost has increased
by double. Fell said clinic program will include adults as well as kids. The new format will hopefully increase play for all
divisions. Fell said marketing was a great success this year. Davis asked if a celebrity will be attending this year. Fell said
they would like to have Misty May. Davis asked if there is a plan for more courts. Fell said he is not going to move his
event to any other town and that this is a Vail event. Fell said Donovan field would be the next choice for more courts.
Valenti asked if there would be any price increase. Fell said if he can bring in enough sponsorship dollars he does not
anticipate it.
cf: Dan Cramer
Kick -It 3v3 National Soccer
July 28-30
North American Sports
$40,000
Championship + RECAP*
Group
It is the 16th year of Kick It in Vail. Cramer said they changed it from a regional to a national event a few years ago.
They are pleased with growth and have attracted teams outside of the state and country including Mexico. They are
very pleased with the changes that were made to the Ford Fields. He said the Solaris King of the Pitch is to attract
families and kids into town. They raised $25k for the Boys & Girls Club. They brought in some coaches from Chelsea FC.
They would like to better the marketing partnership with the TOV such as a packet to send out to the participants and
families that are attending. He said participants have a tendency to come earlier and stay longer. The operational
challenge is to get better refs. They may import refs that participate at their events in other markets throughout the
country. Wadey is asking how the CSE funds are being used such as for other regional events. Cramer said yes, they use
the money to grow their other events. Rediker stated that $40K is a large amount and almost half of their budget, is
there other sponsors you have to increase revenue. Cramer said locally in Vail, no, nationally yes there may be. He
stated that $2.9M was generated for Vail so he believes the ask is fair. Davis asked how sponsorship works in other
CSE Special Meeting Minutes October 19, 2016
Page 10 of 6, 2016 - Page 58 of
markets. Cramer said York, PA provides funding as a regional event and sponsors allocate their money across all 60
events.
cf: Beth
Pappas/Billy/Hel
ene Mattison
Vail Kids Adventure Games
August 9-13
Kids Adventure Games,
LLC
$42,500
Mattison thanked CSE for the support over the years. She said they sold out earlier this year and at an increased
capacity. The Weather Channel broadcasted several segments live from Gondola One. They had a 9% increase in
economic impact for the Town of Vail. They are looking at growing the expo and utilizing more media outlets. Davis
asked if they are at the max cap of participants. Mattison said no, they are not at the cap yet and think they can
accomplish higher participant numbers through different wave structure. Valenti asked why they can't add another day.
Mattison said I guess we could but it is a strain on staff and volunteers. Rediker asked why registration is at Kids Sport
and suggested the Welcome Center. Mattison said yes, may be outgrowing Kids Sport and may choose a new location.
Davis asked if same title sponsor. Mattison said yes, Toyota is a 2 year sponsor. Davis asked what their feedback was.
Mattison said it was very good and that they loved the kids and families. Davis asked why they are increasing ask by
$2,500. Mattison said it is the increase in cost and believes that since they increased the economic impact they should
be awarded more funding. Davis asked how many events they produced. Mattison said a total of 8 events. Davis asked
if participants from their other events came to Vail for a 2nd race. Mattison said they saw a few and the plan this year is
to open registration early for those participants. She said there were 10-12 teams from drivable markets such as Park
City.
cf: Mike
Outlier Offroad Festival
Sep 30 - Oct 1
Uncommon
$25,000
McCormack
Communications/
Greenspeed Project
2017 would be the 3rd year of Outlier. McCormack said it has grown considerably specifically on the demo side. The
event showcases a side of Vail that most don't get to see which are the backcountry trails and back bowls. The new
approved date would include an enhanced music aspect and put more money back into the purse. The three
components are the enduro, cross country, and demo. McCormack stated they grew out of the existing venue in
Mountain Plaza. He said the media component mentions Vail in every article. Davis asked if the format is going to
change. McCormack said it will remain the same. He said it is challenging for Vail Resorts to fit it into their existing
business. Gordon stated that a few bike shops felt that earlier dates on a busy weekend may take business away from
them. McCormack said every bike shop gets 2 entries and VIP passes. Davis asked if the expo village is going to grow.
McCormack said yes, if they have the ability to accommodate it. Valenti asked if it would require space past Mountain
Plaza. McCormack said yes, it would and could expand into Golden Peak but would rather move into the Village. Wadey
asked if race finish would be in Lionshead. McCormack said this year with Oktoberfest it didn't fit and would rather keep
it contained and have the event flow in Mountain Plaza.
cf: Jim Soran by
Vail Lacrosse Shootout + RECAP by
June 25 -July 4
International Lacrosse
$20,000
phone
phone, if necessary- Jim Soran (0)
Promotions
(0) 303-779-
303-779-2708 or (C) 303-877-
2708 or (C) 303-
7977.*
877-7977.*
2016 overall was a very good event but had a few problems with the weather and field conditions. The event numbers
were solid but they saw a decrease in women's elite division. Two complaints were that their vendor presence was not
as good as they have been and second being parking. The charge for parking at Ford Field is consistently the biggest
complaint. On a night when Bravo is happening there are problems getting everyone out of The Nest in time. 2017 will
be the 44th year of the event. Wadey asked where their team players stay. Soran is not exactly sure but stated that
83% were in Vail. Waniuk stated that the drop off of equipment was the reason for parking complaints. Davis asked
CSE Special Meeting Minutes October 19, 2016
Page 1deocemer 6, 2016 - Page 59 of
who's lodging they cover. Soran said it is for staff and trainers. Davis asked that the fees for refs are what it costs to get
them here. Soran said yes, it is the refs own cost. Wadey asked if they pay for field rental. Yes, paid $26,000 total in
2016.
4:10-4:20pm
BREAK
10 minutes
4:20-5:20pm
Music/Art/Culinary/Cultural
60 Minutes
cf: Baily Rose
Slow Fashion Vail
September 22, 23, 24
Baily Rose & Blair Law
$38,000
Charles Blair Law
III
Slow Fashion is the practice of using pieces over and over again. Each garment serves for adventure after adventure. It
engages the public in the stories we experience every day. It would include on street fashion shows on Gore Creek
Drive, sessions teaching how to fix a garment, etc. Skiing is one of the most eco conscious sports and undoubtedly the
most fashion conscious sport. The goal is to create a new dialogue that doesn't exist at any other resort. Rose said they
are proposing event in September but flexible on dates. Their plan is to invite retailers and designers to participate.
Rose said it is a sustainable fashion adventure event. Richardson asked how they would engage local retailers. Rose
said they would educate them on Slow Fashion and ask them to showcase a brand to be a part of the fashion show.
Davis asked if there are other Slow Fashion events they look to as a model. Rose suggested looking at European events
such as fashion revolution but this is a first of its kind sustainable fashion event. Davis asked if it is an ambient or
destination event. Rose stated the first year would be ambient but as it grows to make it into a destination event. Law
said that Rose has contacts with different workshops and agencies in Denver and the Front Range. Davis asked if there
are other events going on in the fashion world at this time of the year. Rose said New York Fashion Week is happening
but it is breaking down because of sky rocketing costs. Richardson asked if event would still happen if not funded fully.
Rose said it would still happen with some funding from CSE.
cf: Kevin Selvy
Crazy Mountain Brewery's Edfest
August 19
Crazy Mountain Brewing
$100,000
Company, LLC
Event started in 2011 at their brewery in Edwards, then moved to Riverwalk, and then moved onto the soccer fields in
Edwards. In 2016 the event moved because Eagle County would not give them their hearing until a month before the
event so they decided to move to GRFA. Selvy believes that having the event in Vail opens up the amount of hotel
rooms and provides better infrastructure. The event brought 40 breweries into GRFA. Musical acts have included
Trombone Shorty in 2016, Drive by Truckers in 2015, and North Mississippi All Stars in 2014. The event is unique in the
way that it is the last summer beer festival in the state. Event attendance is mainly from the Front Range. They leverage
national distributors to bring in out of staters too. Crazy Mountain uses the event as a reward and flies in sales
distributors. They donate any profits to the ERWSD. Davis asked if the event sold out. Selvy said they sold close to
3,000 tickets. The goal is to sell 4,000 tickets next year and to get there they need a bigger musical act. Richardson
asked if they are still going to call it Edfest. Selvy said no, their marketing team is brainstorming on a new name. Davis
asked if event will happen without CSE funding. Selvy said yes, it will but the funding would be mainly used for hotels,
travel, and musical act. Davis asked who they bring to town. Selvy said it would be 120-130 distributors from across the
country as a sales incentive. Davis asked if there were any problems with the Amphitheater. Selvy said no, it is a dream
and may be look at using the garden next door. Rediker asked if the GRFA is reserved. Selvy said yes, reserved for the
8/26 but tentative for 8/19. Davis asked if Vail would be included in the new name/re-brand. Selvy said yes, if funded
by the CSE. Wadey asked how you enforce the designated driver. Selvry said they have a wristband distribution plan.
Davis asked if they have other sponsors. Selvy said yes, but they did lose a few when they moved to Vail.
cf: AJ Bodden -
Vail Beer Week - 203.900.5580
October 12th- October
Townsquare Live Events
$50,000
phone
14
/ Townsquare Media
203.900.5580
CSE Special Meeting Minutes October 19, 2016
Page 12 of 6, 2016 - Page 60 of
America On Tap produces more than 50 beer festivals across the country in 2016. Their team has collectively over 25
years of beer festival management executing over 100 beer festivals. Townsquare Media group is the 3rd largest radio
media group in the country. National events including Country Jam near Fruita. The event would be a 3-4 day long
village wide festival to include beer dinners, food pairings, tap takeovers, meet the brewer, cooking, yoga, hiking, biking,
and more. It would include signature events each day and or evening including Vail hop and stop, Friday rocky mountain
madness and Saturday Vail beer summit. Vail Beer Week will have its own website and social media channels utilizing
digital marketing and traditional media. Bodden stated the venue will be identified with the TOV to be flexible and have
it in the right location that works for everyone. The goal is to bring a lot of people into town in October to experience
Vail. Davis asked if having the event the week after GABF is a pro or con. Bodden said he is not overly concerned but
the programming is more personalized and unique. Bodden said they have the ability to flexible on dates. Davis asked if
they partner with private businesses. Bodden said the grand tasting would be on TOV property for a combination of
both.
cf: Ariel
Vail Summer Bluegrass Series - 404-
June 28, July 5, July 12
Lakeside Stride
$50,000
Rosemberg -
phone 404-402-
402-0484
& July 19
0484
2017 would be the 4th year of the Series. This year the proposal is not changing very much. Rosemberg said they are
bringing back Bonfire, 10th Mountain, and other sponsors. He said the biggest question is venue location and LH has
been a great location. He is trying to make the event work at the Arrabelle again. Rosemberg proposed alternative
locations at the LH mall entrance or near the French Deli which would give more control over liquor license. Rosemberg
said the funding would help with marketing and talent. Davis asked if he has secured other locations in LH. Rosemberg
said no not yet. Davis asked if he was to be somewhere where he could retain alcohol sales would they still need TOV as
a sponsor. Rosemberg said the funding allows him to do what he does and would look at it for 2018. He said the four
consecutive dates would be similar to 2016. Davis noted that he will be producing four events at $12,500 per event
based on funding ask. Saeger stated that Jeff is the sign off for the ski yard at Arrabelle not the LH Mall entrance. Davis
asked if he would have the economy of scale of the tent if he moves from Arrabelle. Rosemberg said yes he would lose
that. Wadey noted that there are groups working with Arrabelle and Vail Resorts on the liquor license. Richardson
asked about merchandise sales. Rosemberg made an investment in fleeces and hats and can all be repurposed for
future events.
cf: Sarah Franke
Vail -Beaver Creek Restaurant Week
September 29th, 2017-
Group 970 Restaurant
$10,500
October 8th
Franke said there were 29 Vail participants which is the same as 2015. Beaver Creek has 11 participants. Franke said
they had 15 lodges vs. 8 in 2015. They partnered with Beaver Creek marketing team to put together the marketing plan
They saw 30% of web traffic was from Front Range with an uptick in Texas and Florida as well. The change in week of
event provided good feedback. Franke stated that 55% of the people stayed in local lodging. She said Beaver Creek will
match whatever TOV funds. McDonald asked if Avon is interested in participating. Franke said the restaurants are
interested but the Town of Avon has not reached out. Franke would leave it up to CSE and Beaver Creek if they'd be
open to Avon participating. Franke noted that the website is up in the budget. Franke said sponsorship is a big goal and
they are meeting with a potential sponsor on 10/20. Richardson asked how it will grow. Franke said as it grows they can
move it further and further into offseason. Franke said growth comes by pushing the offseason later even though the
offseason is getting shorter and shorter.
5:20-6:10pm
Ambient Event Proposals + Other
50 Minutes
cf: Sarah Franke,
Edward O'Brien
Colorado Grand
Sept. 15-16
CO Grand w/LH
Merchants Assn.
$10,000
CSE Special Meeting Minutes October 19, 2016
Page 13 of 6, 2016 - Page 61 of
They are a 501c3 and have been coming to Vail Valley for 23 years. O'Brien stated they have given over $5M in gifting
and will cross $5.4M by December. The event consists of a group of 260-280 people that come to Vail. They have 27-30
semi trucks coming to town to coordinate the delivery/load-out of the cars. They have top notch cars from around the
world that come from Monterey and Pebble Beach. They change their routes every year including 4 days on the
Western Slopes. O'Brien stated they spend north of $220,000 in accommodations in Vail. He said an additional day
would add over $100,000. Friday night is the Finish Line and Saturday is the Concours D'Elegance. The banquet is Friday
night which includes an auction that raises almost $100,000. They believe that they bring in around 3,000 people for the
event. Their programs are distributed throughout Lionshead, route town stops, and other car shows leading up to the
event. They give $40,000 in scholarships to attend a college or university in Colorado, $8,000 x 5 scholarships one being
in Vail. O'Brien said they have good synergy with Vail Oktoberfest. He said 20% of people come in and spend the
weekend here. Davis asked if there were lodging problems with coming in early and then leaving. They are booking 5
years out so no. Davis asked why they upped the funding amount. Franke stated that the CSE funded both LH
Merchants and Colorado Grand.
cf: Gina Hallisey
Zoppe Italian Family Circus
August 25-27
Get Connected Events
$39,000
Hallisey has met with VRD and confirmed that the best spot is the Rugby field but if it is wet that the Ford parking lot will
be the venue. The circus tent can seat 500-600 and the furthest anyone is from the main ring is 20'. The event attracts
all demographics but it is mostly for locals. There are four total stops in Colorado. Tickets are available for general
admission and VIP. Their marketing plan is grassroots through newspapers, radio, and social media. The show is about
1hr 30 min with an intermission. Hallisey said they like to drive traffic back to local businesses. The Zoppe Circus is a 7th
generation circus and one of the last traveling circuses in the country. Davis asked if the venue and dates are secured
for the other weeks. Hallisey said yes, Wheat Ridge, Snowmass, and Winter Park. Wadey asked how much tickets are.
Hallisey said ticket prices can be changed but around $15-$20 for GA with the VIP being more expensive. Valenti asked
how long the event has been in Snowmass. Hallisey said It will be the 3rd year. Hallisey said they use online ticketing
through EZ Register and can allow local restaurants to advertise. Richardson asked if the family and staff stay on-site.
Hallisey said yes, 7-9 RVs to be parked in the Soccer Lot. Davis asked for set-up/tear down timeline. Hallisey said
Tuesday to Tuesday with Wednesday to Monday on the field, parking lot would be a little longer. They looked at Ford
Parking lot but it is only 125' wide and need about 150' of width. If on asphalt they would have to bring in dirt to put
down. Early August would work as an alternative date as well.
cf: Michael
Pink Vail
25 -Mar
Vail Valley Medical
$15,000
Holton
Center
Vail owns the worlds biggest ski day to conquer cancer. The event is a very rare skier participatory event. It engages
women. Nearly half said the event is why they visited Vail. Participants were from nearly every state. Nearly 8,000
donations from outside of state. Contributed a $300K economic impact. All funds stay local and into spirit of survival.
Goes beyond a cool concert or a cool beer event. Davis asked if they are moving to Golden Peak. Holton said yes, they
are taking over all of GP setup area. Valenti asked about participant vs. non participant conflict. Holton said they have
discussed fencing but it is not the spirit of their event.
cf: Brian Hall
Vail Family Fun Fest
June 24, July 1, 8, 15,
22, 29 & Aug. 5
Blue Creek Productions,
Inc.
$22,400
This is the 6th year of the event. They asked for $20,000 in 2015 and ROI was 40:1. NPS score was 73. 64% of
attendees are vacationers. Event includes a hula -hoop competition and other fun kid's games. Hall believes that his
event aligns strongly with Vail brand. Hall plans to work with hotels to give them an info sheet to help draw people to
town and to his event. Wadey asked how many days they were displaced from Arrabelle. Hall replied, twice. Hall said
they have looked at moving down towards the Ski School office and on the upper level.
cf: Taylor Slaugh
Vail Automotive Classic: VV Car
September 10
Vail Valley Concours
$7,500
Present: Ed
Show
Abramson
& Evening Social + RECAP
CSE Special Meeting Minutes October 19, 2016
Page 1uecemner 6, 2016 - Page 62 of
This is the 8th year of the event. It draws in high net worth people that love to come to Vail. One change is that it's
going to be fully in the Town of Vail. They plan a cocktail event in town on Friday night. Saturday will be a participant
drive and banquet at the Vail Golf Clubhouse. Sunday they have secured Mountain Plaza to fit more cars into the area.
The goal is 120-140 cars and vendors. This is their first year that they will hire a real person to raise money for the
event. Dennis Gage from Speed Channel did an entire TV show in 2015 and in 2016 Sports Car Market Auto Publication
is writing a feature article. Barret Jackson has become a full sponsor. It's a destination event that will draw in a couple
hundred hotel rooms. 2/3 of participants come from out of town. The judging in town will be a new format. Had
historic old cars as well as high dollar sports cars. There were a total of 88 cars in the Vail Village. Wadey asked if
Wheels and Wings will happen at Jet Center. Abramson said no, the entire event is happening in Vail this year. Wadey
asked if the auction creates sales tax. Abramson said there is no planned auction this year but it could be discussed.
*A motion is required to approve the release of the remaining 2015 funding
allocation.
Total CRC Funding
Requested:
$2,274,975
CSE Special Meeting Minutes October 19, 2016
Page 1uecem er 6, 2016 - Page 63 of
TOWN OF VAIL
Commission on
Special Events
IRPFT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, October 26, 2016 @ 8:30am
AGENDA:
Meeting materials can be accessed at the following link:
http://65.38.144.10/weblink/0/fol/367497/Rowl .aspx
CSE Members Present: Barry Davis
Mark Gordon
Kim Newbury Rediker
Shenna Richardson
Marco Valenti
Alison Wadey
TOV Staff Present:
Others Present:
Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager
Ernest Saeger, Special Events Coordinator
Carlie Smith, Budget Analyst
Patty McKenny, Town Clerk
Joel Rabinowitz, Vail Rec District
Laurie Asmussen, Eagle Valley Events
Angela Mueller, RCN Events
Liz Campbell, Betty Ford Alpine Gardens
Lorrie Cardwell, Betty Ford Alpine Gardens
CSE Chair, Barry Davis, called the meeting to order at 8:37am.
Administrative Items
Approval of the Minutes of the CSE Special Meeting on October 19, 2016
➢ Motion to approve the minutes of the CSE Meeting, October 19, 2016 as
presented.
M/S/P: Richardson/Valenti/Unanimous. The motion passed 6-0
Final 2017 CSE Budget: Refer to the spreadsheet
Review financials: Refer to the spreadsheet
CSE Minutes
October 26, 2016 Page 1 of 17
December 6, 2016 - Page 64 of
Waniuk said we are waiting for a number of final event survey dashboards.
Waniuk stated that Hot Summer Nights NPS was 71 and their payback ratio was
$59.70. The economic impact was low but more than likely because majority of
attendees are local.
Reminder: Upcoming meetings: CSE 2017 Allocations to be presented to
VLMDAC on Thursday, November 17 by Mark Gordon. CSE 2017 allocations to
be presented to Town Council on Tuesday, December 6.
McDonald asked if Gordon would like to be on VLMDAC agenda at 8:30am.
Gordon said yes, thank you.
Reminder: Application Deadline and Interview Dates for CSE Applicants:
Interviews at Town Council Work Session on Tuesday, December 20. Deadline
for letters of interest due to the Town Clerk, Patty McKenny, by Friday,
December 9.
o CSE members whose terms expire on December 31, 2016 are Barry
Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna
Richardson will not finish out her term (through 2017).
Discuss RFP process timing for 2017, stay with October meetings or move
back to November? Looking for decision to finalize 2017 meeting
schedule:
Waniuk described the two schedule options: RFP meetings in October vs
November. Waniuk said the pro in October is more time to calculate data and
work on presentations for VLMDAC and Council presentations. Waniuk noted
that event producers are able to learn final funding earlier as well. Waniuk said
the November schedule allows event promoters to turn in RFP later. Waniuk
said the new software program may allow us to open RFP process earlier.
Waniuk said the November schedule only allows 1 week before presentation to
VLMDAC. McDonald suggested that the November schedule allows dashboard
surveys to be back in time for event recaps. Gordon stated that Rediker is the
only member guaranteed to be on CSE next year. Rediker said October worked
fine in her opinion and has not experienced the November schedule. Gordon
said he likes October and saw the only downside is the late dashboards. Gordon
suggested we don't cancel October 4t meeting and have event recaps then.
Gordon said events that had to present and recap may have not have had time
for both their presentation and event recap. McDonald stated that next year is a
Council election year as well. Wadey suggested November is busy for all and
October is better.
Discussion: CSE members to review scoring summary sheet and finalize
funding allocations for 2017 Cultural, Community, and Recreational (CRC)
events and Education/Enrichment (EE) applications:
Waniuk updated CSE with new Craft Beer Classic event name. Waniuk also
updated dates for Divide Festival. Waniuk noted she left in Colorado Grand even
CSE Minutes
October 26, 2016 Page 2 of 17
December 6, 2016 - Page 65 of
though they withdrew. Waniuk noted the Bravo calendar to show any potential
conflicts. Waniuk noted the in-kind sheet shows requests from both CSE and
Council. Davis asked if it is granted or finalized. Smith said it is granted but will
be finalized next week. Davis asked if any will change. Smith said Starting
Hearts may change. Waniuk said CSE should decide on Fireworks budget.
Davis said CSE should keep the percentage the same between 4th of July and
New Year's Eve. Valenti, Rediker, and all agreed. Waniuk stated CSE should
decide which events should or should not be surveyed next year. Waniuk said
she and McDonald will make recommendations to CSE.
Davis suggested CSE moves through each event and write in tentative funding
with a pencil.
GoPro Mountain Games: McDonald noted the GoPro Mountain Games in-kind
requests. Saeger described the requests of Donovan Pavilion for their volunteer
party and potentially Dobson for a summer gear swap. Valenti noted he would
have funded GMG higher if he did not fund International Folk Art Market.
Richardson noted Deighan's point that the CSE needs to continue to fund
successful events to help them grow. Richardson asked will we get more from it
by investing more into it. Gordon believes that certain events weening off of
funding makes sense and others it may not. Richardson asked if weening is the
goal for all events or some events. Davis said please put in $85,000 with a note
to review.
Taste of Vail: McDonald asked if they pay Walking Mountain Science Center.
Valenti said yes they do. Wadey stated she did a great job with their sponsorship
last year and believes she will continue to do even better. Davis asked to put in
$30,000. Waniuk noted that Mueller said they use a majority of their funding for
marketing. Wadey noted that she gets additional exposure from Vail.com.
Kids Adventure Games: McDonald noted their in-kind request. Saeger
described that all in-kind service requests are estimates since we do not have
specific details from event promoters. Rediker noted that she has volunteered
for the event and said they have been paying volunteers because it has been
hard to get the number they need. Rediker noted that she has been looking at
events with her hotelier hat on and this event actually brings people into town
that stay in hotels. Davis said to pencil in $42,500.
Gourmet on Gore: McDonald noted no in-kind request. Wadey believes that
Highline can still produce a great product with $5,000 less. Wadey noted that
they are going to charge more for vendor tent fees which should increase
revenue. Waniuk noted their current vendor fees of $300 for 3 days and $150 for
one day. Valenti stated it should be a requirement for events to discuss new
revenue streams. Rediker stated she doesn't believe in the weaning off but
Highline is a company that can make up for the $5,000 less funding. Rediker
noted that she does want them to make money but noted their agency fees and
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project fees. McDonald asked if they are going to move to the promenade.
Richardson stated that they need funding to move to the promenade. Davis
asked to pencil at $50,000.
Taste of Vail South America Fall Tasting: Wadey believes it is going to be a
great event. Valenti believes it is the right demographic. Davis asked pencil in
$14,000. McDonald noted their in-kind.
Vail America Days: Davis asked to pencil in $65,000. Davis said the CSE
should discuss idea of moving this line item to the Council's budget.
Pink Vail: Rediker understands they want community support from the Town of
Vail which should be through in-kind services. Rediker believes they can offer
the same great product without funding. Davis asked for in-kind. McDonald said
$1,000 for banner fees. Davis said that the Town of Vail should associate
themselves with this great cause and event. Rediker said they do not bring
people into hotels. Wadey asked if this is a business discussion or brand
association. Davis asked to put in $10K. Gordon stated that they ask for the
money for marketing purposes to bring more people to Vail. Gordon asked if
they should give them more funding this year to see if it brings more people in.
Rediker said they may be trying to stay in hotels but it is Spring Break in Denver
and hotels are either already full or at a high rate.
Outlier: Wadey asked if McCormack responded to question about expanding into
both village base areas. McCormack asked to be in Lionshead this year but Vail
Resorts declined to allow them there and was asked to keep the event in
Mountain Plaza. McCormack said Lionshead expansion is 1-2 years away.
McCormack said the Interim the goal is to host music in Lionshead. Davis said
put in $25,000.
Oktoberfest: McDonald noted their in-kind request of barricades, banners, and
police. Davis said $55,000.
Spring Back: Richardson noted the three funding options presented by Highline.
Richardson suggested to fund it at 2016 level and ask Highline go back to
Council for more. Wadey increased funding because she thinks the additional
money will go a long way. Davis noted that they receive a lot of support from Vail
Resorts. Wadey noted that closing weekend is very late in April. McDonald
noted that the event is the week before closing weekend. Rediker noted that the
Antlers never received hotel reservations. Wadey stated that this event helps
restaurant and bars and that not all events fill up hotels. Rediker noted that the
event dates conflict with Future Business Leaders of America Conference. Davis
asked for $25,000 and a note.
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King of the Mountain: Wadey asked if athletic events truly bring people into
town. Davis asked for $15,000. Valenti noted that he made his suggestions
based on calendar dates.
Vail Lacrosse Shootout: Wadey asked why they aren't funded more through
sponsorship. Rediker noted that sports events put the most heads in beds and
are asking for a fraction of funding compared to other events. Valenti suggested
that the sporting events should have a merchandise line item to increase
revenue. McDonald noted they asked for in-kind use of Ford Fields. Gordon
noted that $15,000 over two weeks is a good deal. Gordon asked for ROI.
McDonald said economic impact is $2.7 million. Davis is penciling in at $15,000.
Waniuk noted to look at the scorecard weights and that 25 percent is for heads in
beds but all aspects need to be discussed.
Farmers Market & Art Show: McDonald noted their in-kind. Richardson believes
it is a great investment for our brand and it drives a lot to our businesses.
Gordon looked at dinners and market as the same and increased total for 2017.
Davis wanted to fully fund the market. Wadey wanted to put dollars elsewhere
although she believes in the farmers market. Richardson asked Mueller why she
split the funding request. Waniuk stated it was her request because they are two
separate events. Gordon asked if the split shackles the promoter. Richardson
asked if it is two separate permits. Waniuk noted that it is a ticketed event and is
two separate permits. Davis asked if vendor fee is going up. Mueller said yes by
$50 for 75 vendors. Wadey asked about Meadow Drive Businesses. Mueller
stated it is $295. Davis asked for ROI from 2015. Waniuk noted that the
economic impact is almost $14 million. Davis asked if dinners are break even.
Mueller said it is totally break even. Rediker noted the farmers market receive a
lot of in-kind. Waniuk noted that a majority of the in-kind is Walking Mountain
Science Center staff and that the farmers market paid for flaggers themselves.
Richardson noted it the funding equals $1,400 per Sunday and compared to an
economic impact of $14 million is a heck of a deal. Davis asked for $35,000 with
a star to discuss.
Vail Summer Bluegrass: Davis funded at $0 because it is three 3 to 4 hour
events that does not drive a lot of traffic to hotels and it is just a very cool event.
Wadey noted the retail counts in Lionshead on the Wednesday nights are very
large. Wadey stated that Rosemberg is committed to Lionshead. Wadey stated
that she and Brian Nolan are working with Arrabelle to mitigate the liquor license
issue. McDonald noted no in-kind requests. Rediker noted that the event does
bring people into the Antlers. Rediker said that these people have come back
and stayed outside of event. Valenti suggested a rebate if he does move and
obtains liquor revenue. Richardson asked if there is an issue with Lionshead for
event promoters. Waniuk noted the funding mainly goes to event talent.
McDonald asked why the Arrabelle shares their liquor license with Highline.
Wadey stated that they are not sharing that information. McDonald noted that it
is the Arrabelle's property but it does have an easement. Wadey noted that the
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Arrabelle did provide a break down of costs associated with events. Davis asked
to pencil in $50,000.
Vail SnowDaze: Rediker noted that 22% profit would be $86K of their budget.
Davis asked to pencil in $35,000. Gordon asked if they should bring America's
Winter Opening into the conversation. Davis noted that an extra $5,000 could
draw more people into town. Davis noted they do spend their funding on talent.
Davis asked to pencil in $40,000. Wadey asked how much Vail Resorts gives
Highline. McDonald said it is mid six figures.
America's Winter Opening: Davis stated he suggested funding because it is new
and the energy from 2015 Alpine World Ski Championships could keep Vail in
the discussion for future World Cup ski races. Wadey noted that SnowDaze is
paying for the concert portion of the event. Richardson said it is hard for people
to continue to take the shuttle from Vail to Beaver Creek and that 2015 AWSC
was a different event. McDonald noted their in-kind is $3,000. Waniuk noted
that the event would not take place in Vail if not funded. McDonald noted that
Birds of Prey will take place no matter what. Wadey asked what else they are
looking to do. McDonald noted that the Vail Valley Foundation plans on having
beer garden, bib draws, awards ceremonies, and other activation. Wadey noted
that the combination of SnowDaze reduces their budget needs. Richardson
believes that it is tricky to combine the two events together. Richardson believes
it is a confusing message. Gordon stated that he doesn't understand what the
America's Winter Opening event is. McDonald noted that the VVF asked Council
for funding for 2016 but VVF couldn't make it work due to conflicts with Vail
Resorts sponsors. Wadey asked if teams are staying in Vail. McDonald said no
they are in Beaver Creek. Davis said he is penciling in $0.
Vail Valley Soccer Cup: Davis noted that the local soccer club brought in a lot of
people. Wadey noted that they are the local soccer club. Richardson believes it
does a great job at bringing people into town at the right time. Waniuk noted that
they try to add more teams each year but they cannot because of limited field
space. Davis asked why they have increased their funding ask. Richardson
noted that it was for better refs. Rediker said they filled the Antlers and that
hotels are not giving comps as much. Davis asked to pencil in $10,000.
Colorado Grand: Davis said mark it a $0. Rediker asked why they have decided
to pull their funding request and cancel their Lionshead event. Waniuk stated the
reasons including too frantic of a schedule for the car owners. McDonald noted
that it was harder for them without the Cascade. Wadey noted that she believes
they will come back in 2018 and also need to hire an internal person.
Vail/BC Restaurant Week: Davis believes they don't need a survey and believes
that if they need it they can get restaurants to pay a participation fee. Wadey
asked what the CSE policy is for events to have a survey. Davis said that in the
past it has been events funded at $10,000+. Waniuk noted that agreements are
CSE Minutes
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not out yet and CSE can choose what events to survey, no matter what funding
level. Davis marked $10,000 in funding.
International Folk Art Market: Wadey stated that she believes in Highline and
that they will deliver an extremely unique and out of the box idea that will improve
the Town of Vail. Gordon noted Council's request from the CSE for new events.
Gordon said he would rather take it to Council and ask them to fund. Davis
asked if it is a good event. Richardson said she is a millennial and would never
travel for it. Richardson said she personally doesn't get it and thinks her
demographic would feel the same. Valenti noted the do good aspect and that
people like to spend money on events/projects that are for it. McDonald noted
that Council funds Burton at $400,000 and Bravo at $250,000. Rediker noted
that Deighan has not presented to the Vail Rec District board to ask for the fields.
Rediker said the VRD board has to listen to the community and that athletic
events would be displaced. McDonald noted that staff directed him to get a letter
from VRD board with permission and has not. Rediker stated that late
September would be more amenable to the use of the fields and that there is
only 2 1/2 months for athletic events during the summer. Rediker also noted that
athletic events are the first priority of VRD. Wadey noted the need event dates
that the VLMDAC provided. Waniuk presented that the letter from VRD staff
gave a letter that it is comfortable with dates and use of Ford Park but the Board
of Directors will have extensive talks and conversations to finalize. Davis said
they need to decide if they recommend this to Council. Wadey noted that this
event is very attractive to the 1% and that it fits the Vail brand. Gordon noted
that it is different than all other events that we have. Gordon noted we can't only
market to millennials and that some may be looking for this type of event. Wadey
noted that tying the Vail brand with this event is great exposure. Davis asked
Rediker if she believes in it. Rediker is not 100% sold on this. CSE members
noted their belief in the event: Valenti yes, Wadey yes, Davis no, Gordon Yes,
Richardson no. Davis noted that he does not understand the $500K price tag.
Waniuk presented the event budget. Waniuk noted that the majority of expenses
are $1.4 million for travel for the vendors. Gordon noted that he cannot wrap his
head around the donation to local charities. Gordon asked if removing the
$150,000 charitable contribution would bring the funding ask down to $350,000.
Davis believes that this price tag is much better. Richardson noted that it is not
CSE's job to get them to lower their price, it is the event promoters. Richardson
and Rediker do see how it could be a great event for the town. Wadey
suggested they need full approval from VRD before presenting to Council.
Rediker said they need community support and public input to approve the use.
Rediker stated that the schedule is an issue and September is a better time.
McDonald noted that Council will need an approval letter and more event details.
Rediker noted the public input about Kaaboo was due to the public fields being
out of service. Rabinowitz noted the idea of using three large tents to host the
vendors instead of individual vendor tents. Gordon asked if Donovan field is big
enough. Rabinowitz said no. Richardson asked what it is displacing.
Rabinowitz said 52 local softball teams and other public use. Rabinowitz noted
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the frustration of locals who participate in sporting leagues on Ford Field when
interrupted by events. Rediker noted that Kaaboo was displacing much more
than the International Folk Art Market would. Gordon suggested Council should
ask for staff time toward this event. McDonald said no that is the event
promoter's responsibility. Wadey stated that it is a great event and that we
shouldn't allow it to go to another mountain town. Richardson asked if it is
$500,000 every year. Davis said yes, and noted Deighan said it is the same
funding request every year. Richardson believes we can get a better price tag.
Wadey suggested that should be the recommendation. Valenti asked if it is
necessary to attach dollars to the recommendation. Davis thinks $0 because
they need the money for their budget to fund all other events. Gordon noted he
believes there is little difference between recommending with money or without.
McDonald stated that the Council is looking for CSE direction and think it would
be good to attach a dollar amount. Gordon asked if they can recommend with
questions. Wadey said they need to ask the event promoters to answer
questions before recommending to Council. Waniuk noted the VRD board
meeting schedule and that there is one 10/27 and then one after our next CSE
meeting on 11/10. Gordon asked if they could fund it with the caveat of VRD
approval. Richardson asked if the CSE believes this event is worth displacing
locals and rec leagues. McDonald said it is better to present with facts and
details. Rediker suggested CSE could say that they recommend the event and
schedule to VRD. Davis asked for $0 with a star.
Ed Fest: Richardson noted the idea of comparing beer events and chose Ed
Fest because it has happened and it's locally grown with bigger music talent.
Gordon noted it is only a one day event. Wadey noted that this is a marketing
event for Crazy Mountain Brewery and it is going to happen no matter what.
Rediker noted that it is a one day event and noted the lack of heads in beds from
her past experience in Edwards. Gordon believes that $10,000 would improve
an already great event that would include the Vail brand. Richardson noted that
it does have strong growth potential. McDonald asked if they would rebrand the
event name to include Vail. Waniuk noted that she's not sure if they would
rebrand with Vail included at a funding level of $10,000. Waniuk noted that 8/19
is his current date but is currently not available. Waniuk noted that the event is
currently on for 8/26 and suggested that CSE suggests this date because of
International Folk Art Market. Davis asked to pencil $10,000 with a date of 8/26
and that the funding should be used for marketing and talent, not lodging for
sales reps.
Vail Craft Beer Classic: CSE decided on the best dates of 6/16 — 6/18. Wadey
believes December 2-4 would be a good backup date. Waniuk will suggest the
June date to the event producer. Waniuk noted that this includes a music
production and Big Beers did not. Davis asked if they need a concert. Rediker
suggested that Vail Summer Bluegrass and Vail Craft Beer Classic could work
together. Gordon suggested that a lower funding level would be ok to ask for a
lower music production. Davis asked to put in $50,000.
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World Pro Ski Tour: Richardson believes it is an interesting idea in the spring
and that is not the World Cup. Davis doesn't believe that this type of event
brings people out. Valenti believes date conflict with Pink Vail causes concern.
Rediker noted that it's Spring Break and hotels are already full and at high rates.
Davis penciled in at $0.
Melee in the Mountains: McDonald noted that they are asking for Dobson in-kind
at $6,200. Waniuk asked if TOV has any days left to give out Dobson.
Rabinowitz noted that Jared approved the dates. Waniuk noted they have to rent
a sport court. McDonald said we can commit to giving them Dobson for one day.
Davis asked to pencil in at $7,000.
Vail Beer Week: $0. Davis said the proposed dates are too close to the Great
American Beer Festival.
Divide Music Festival: $0. Davis said that the calendar, funding amount
requested, and camping aspect are detractors. Gordon stated that we are
missing a popular music festival.
Vail Whitewater Series: Davis asked to write in $6,000.
Kick It 3v3: Davis stated that we did not get a great return on investment to
make it a championship. Richardson noted that the funds are going outside of
Vail towards other events and markets. Waniuk noted that Kick It and other
athletic programs don't sell merchandise as a revenue stream. Gordon believes
that if they don't fund it, it will go away. Waniuk noted their economic impact is
$3 million and payback ratio is $72. Waniuk noted their net promoter score was
21 because the refs were bad. Wadey noted her dislike of the use of the funding
out of market and would rather they use it towards refs and parking for the Vail
event. Davis asked for participation in comparison to local soccer event.
Rabinowitz said Kick It brings in almost 300 teams. Davis asked to pencil in at
$40,000. Rediker noted that half of their budget is provided by CSE and that
they are not getting sponsorship elsewhere. Gordon believes if we start taking
away we will lose the event. Davis noted we're fine with a downgrade from
championship to regional and really just want a better product. Rabinowitz does
not think the change to championship made a big difference. Valenti asked if the
RFP says he will come back or not if not funded. Waniuk said they would not
come back. Waniuk suggested they can fund with suggestions and restrictions.
U16 Rocky/Central Junior Championships: Davis asked to fund $2,500.
Prep Baseball Reports West Championships: Davis feels the event will happen
either way and they can't justify their funding request. Richardson does not
believe their business model is affective and that CSE should not be responsible
for making it profitable. Gordon noted that this doesn't matter if they have a good
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ROI to TOV. Rabinowitz noted that it is hard to put on an event in Vail. Waniuk
noted that their budget is used for marketing, umpires, equipment, lodging for
umpires, and field rentals. Waniuk noted they are working on sponsors but
haven't had any luck. Waniuk said the event will happen but would be scaled
back with fewer teams and no fencing. Waniuk noted Vail Valley Partnership
funding of $2,500 was a one time thing for field rental. Davis suggested funding
for field cost, fence, and opening ceremonies at $5,000.
Vail Film Festival: Davis said that after 13 years he is not comfortable to support
them at the level of their product. Richardson believes that the virtual reality
might be able to save it. Davis does not believe in their production team to pull of
the virtual reality plan. Gordon noted that they did not follow through on their
Latin American theme in 2016 and questions whether they can follow through on
virtual reality. McDonald asked if there is another promoter to produce a film
festival. Davis feels that if Vail is the right market, someone would bring a film
festival here. Valenti noted that celebrity power is needed to make it successful.
Rediker noted that the per person cost is $300 compared to most other events at
$50. Rediker noted that the Antlers gave a lot of comps and there were not
many paid guests. Davis marked it as $0. Waniuk noted that they may still hold
the 2017 Vail Film Festival without CSE funding.
Vail Automotive Classic: Gordon stated that moving the whole event to Vail is a
big move and an auction could be a great benefit. McDonald noted their in-kind
ask from Walking Mountain Science Center. Valenti asked if they are asking for
the clubhouse as in-kind. McDonald said no not at this time. Wadey believes
that Vail needs a car event. Wadey believes that $7,500 is a small ask if an
auction happens. Davis asked for $6,000.
Vail College Soccer Showcase with Vail Select ID Soccer Camp: McDonald
noted there was no in-kind request. Rediker believes it has huge potential and
the perfect time to bring people into town. Rediker and Wadey noted it brings in
college coaches and families. Davis noted their funding request is as much as
the two other soccer events combined. Rabinowitz noted there is a big college
showcase event the weekend before in Denver. Rabinowitz noted that college
coaches can go elsewhere to see many more players. Rabinowitz noted the ID
Camp is a way for coaches to make a little more money. Davis asked if we had
the resources to host a large showcase. Rabinowitz said not in Vail but maybe
valley wide. Richardson noted that weather is suspect. Davis said mark at $0.
Rabinowitz feels it has potential but more homework needs to be done with list of
coaches that would be attending.
Vail Yeti Hockey: Wadey believes that the money will go far and it helps with our
local culture. Valenti asked whether it is family friendly. Davis said it has
become much more family friendly. Richardson believes it is a good environment
that has potential to include local business partnerships. Davis said pencil in at
$7,500.
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Vail Arts Festival: Davis noted that it will continue without funding. Gordon feels
it is a great Lionshead event and event promoter said she could continue with
reduced funding. Richardson noted the idea of comparing funding of similar style
events. Wadey noted that this is an ambient event unlike International Folk Art
Market which is a destination event. Rediker said it doesn't bring in guests but
they do enjoy it as an ambient event that definitely helps Lionshead. Davis
asked to pencil in $8,000.
Vail Farmers' Market Farm to Table Dinners: Rediker believes that the farmers
market could extend to the dinners on Sunday or Monday nights to drive hotel
stays. Davis noted that Monday night would change her guest. Davis asked
Mueller how many people come just for dinner. Mueller said 30% and it has
been growing. Davis asked if Monday is a good idea at any level. Mueller said it
is scary and that a lot of people don't go out on a Monday night. McDonald said
the event is used by VLMDAC as a marketing piece and receives a lot of press.
McDonald said from a press standpoint the VLMDAC brings them in Thursday
and sends them out on a Monday morning. Valenti suggested two dinners would
cost $9,000 based on budget and funding ask. Davis said pencil at $9,000
which would be $3,000 per dinner.
Zoppe Italian Family Circus: Davis believes this is a good new event.
Richardson doesn't like sharing events with other mountain town markets such
as Snowmass and Winter Park. McDonald noted that animals in town could
cause concern. Davis asked for $0.
Vail Family Fun Fest: Wadey noted that it is good for Lionshead and that they
have been a very good partner. McDonald asked if it fits the Vail brand. Wadey
said yes and there were a lot of Latin Americans in attendance. Valenti noted
that this is an ambient event vs. a ticketed event. Rediker said hotel guest
feedback was that it was a good ambient event. Rediker noted that the hourly
rate was $800 per hour but noted it is not taking into account 10-12 employees
and setup/teardown. Davis asked to pencil $20,000.
Slow Fashion Vail: Rediker liked the different and unique idea. Richardson said
fashion turns over a lot and there are a lot of clothes wasted. Richardson said
the production costs and time far outweigh how long the clothing is actually used
which is a huge tax on the. Richardson noted that Vail is trying to become a
sustainable destination and it is an interesting idea to get behind. Davis asked if
this could be in the Education and Enrichment category. Wadey said she did not
have confidence in the presentation and questioned what we were actually
getting. Richardson noted that we are a ski town that makes money from people
buying stuff and the event is actually promoting the opposite. Gordon stated he
did like their ski clothes fashion and did say that they could take less and still
have the event and they are new producers that are young local entrepreneurs.
Richardson noted that they do have other sponsors. Davis asked if teepees will
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be allowed in town. Saeger said more details need to be provided. Richardson
said we should support new producers. Gordon noted that a new sustainability
event will be received well by Council. Waniuk stated that she will need to ask
event how it will change at a different funding level. Davis penciled in at $5,000.
Top Shelf Harvest: Davis noted it is hard to support a three hour event at
$15,000. Wadey believes that it still could grow and get better with a lower price
tag. Davis marked it as a $0.
Davis noted the below events to recap funding levels.
Farmers Market: Davis said fund at $35,000.
GoPro Mountain Games: Richardson noted their goal to improve information
communication, improving Lionshead activation, and waste removal. Davis
suggested changing funding amount to $90,000 with an emphasis on
environmental sustainability.
Spring Back to Vail: Davis asked if CSE should add $5,000. Waniuk confirmed
increase to $30,000. Davis said yes.
Taste of Vail: Davis suggested add additional funding to help with the Rose kick-
off. Davis suggested to fund at $40,000.
Vail Craft Beer Classic: Davis said they had penciled in $50,000 and asked to
consider $60,000. Davis asked to confirm date of June 16-18, 2017 with event
promoter.
Wadey suggested looking back at Top Shelf Harvest. Davis said he cannot
commit any dollars to that event.
McDonald mentioned the idea of Vail Automotive Classic receiving more funding.
Davis said he believes $6,000 is correct amount.
Gordon asked if Melee in the Mountains needs more funding for Dobson rental.
Waniuk asked if there is another day available from the Town if they have to pay
for it. Davis asked to add $5,000. Rediker agreed. Davis said to fund at
$12,000 with in-kind of Dobson rental for one day.
Davis asked if everyone is ok with Ed Fest contribution. Gordon said yes.
McDonald noted that Gourmet on Gore asked for more money. Valenti
suggested increasing to $60,000 and CSE agreed.
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Rediker asked what Farm to Table dinners were funded at. Waniuk confirmed
the suggested funding o $9,000. Rediker suggested adding more to ensure
three days. Davis asked to increase to $14,000.
Davis suggested that Vail Yeti Hockey Club is a point of conversation. Davis
increased funding to $10,000. Richardson still believes that they should partner
with local businesses and that this amount may detract them from searching for
more funding/support.
Davis asked if anyone wanted to discuss PBR West Championships. Davis
suggested changing to $10,000.
Waniuk noted that Holidaze is funded at $25,000 and had requested $26,000,
the International Folk Art Market was currently funded at $0, and the Zoppe
Italian Family Circus was currently funded at $0.
Davis suggested splitting remaining funds, $7,290, between Oktoberfest and Vail
America Days. Richardson asked if Vail Whitewater could use this money.
Waniuk said it would be used for marketing. Waniuk noted that Vail America
Days funding request increase is for insurance. Davis noted that Outlier is fully
funded and doesn't know if the additional funds would improve the event. Valenti
suggested moving Oktoberfest to $60,000 and it was approved. Rediker
suggested giving the remaining funds to U16 Rocky/Central Junior
Championships because they had them funded at half of their request. Davis
said add $2,290 to their event.
Vail Centre Programming: McDonald noted they asked for $74,000 in-kind
between days at Grand View and Donovan Pavilion. Gordon asked how much
we have given them in the past. McDonald said they have received about half at
$36,000 in in-kind. Richardson said they are requesting more in-kind and less
funding. Gordon said they are asking for more in-kind because they are growing
and adding more colleges providing courses. Waniuk noted their economic
impact is low and 71 % of attendees were down valley residents. Waniuk noted
they received a 46 net promoter score. Waniuk noted their survey sample size
was only 61. Richardson asked what other Education and Enrichment events
receive as net promoter scores. Waniuk noted the average score is 76. Rediker
noted the courses are limited to 20-24 people per class and maybe 2-3 people
from out of town attend. Rediker said she supports education and their idea but
this is supporting their operation as opposed to the event. McDonald noted that
28 in-kind request days are for community leadership academy and 20 or so are
for the out of town college and universities courses. Richardson noted that
Education and Enrichment events are not really to fill hotels and are more likely
to make Vail a year long sustainable community. Wadey says this is marathon
vs. a sprint through a cornerstone culture of education in the community. Valenti
believes in their program but taking funding away from others is difficult to do.
Wadey noted their partnerships with small business forums to provide best
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practices. Wadey noted that the money they receive is going back into the local
community. Davis penciled in $60,000.
Vail Veterans Program: Davis believes that it is a good brand fit. Davis
suggested pencil in at $17,500. Wadey and Valenti suggested to increase to
$20,000 and referenced that veterans are how Vail was started. Richardson
noted it is doing very well on its own. Davis noted whether this should be moved
out of Education and Enrichment which should be discussed at another time.
Gordon believes that they are self sustaining. Davis asked to pencil in $17,500
with a star.
Vail Symposium: McDonald noted no in-kind. Waniuk noted the difference is
they have only asked for winter support in the past, not summer. Gordon noted a
lot of their events take place outside of Vail. Davis penciled in $35,000.
Global Solutions Forum: Wadey believes their assessment of growth warrants a
little less funding. Waniuk noted their costs are mainly for speakers and they
have been working on sponsorships. Rediker noted they work with six private
schools across the country including Vail Mountain School. Richardson asked
how many attendees were there. Saeger said in notes from their presentation,
the promoter said 335 attendees and wants to get more local schools involved.
Gordon believes that the money should be spent on other programs that do not
limit who is able to participate and benefit. Gordon asked to table conversation.
Betty Ford Alpine Gardens Programming: McDonald noted they are receiving
$69,000 in operating expenses, $30,000 in capital funding, and a blue parking
pass. Campbell noted they are open year round now. Campbell said their
capital request is for water mitigation. Campbell noted they don't have any year
round open bathrooms in Ford Park. Richardson noted that whether double
funding arts programs may hinder other arts and cultural events. Wadey
suggested the median of $12,500. Valenti noted the pollinators are an attractive
piece of programming.
Starting Hearts All You Need is Heart: McDonald noted they are asking for
$3,000 of in-kind for Donovan Pavilion. Davis said pencil in $6,000.
Community Art Events for the Town of Vail: McDonald noted no in-kind. Waniuk
stated they cannot determine venue until their funding is known and may come
back and ask for in-kind. Davis asked if funding would offset ticket prices. Yes, it
would lower them. Richardson believes this event reaches a broader
demographic than others such as Betty Ford Alpine Gardens and allows
attendees to walk away with tangible rewards. Davis said pencil in $10,000.
Vertical Express Can Do MS — A Jimmie Heuga Memorial Event: Richardson
noted their recaps and that believes it has not evolved over the years. Wadey
believes they did turn it around this past year and made great strides. Waniuk
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stated that Thompson said Vail Resorts suggested Presidents Day Weekend.
Davis asked to pencil in $4,000.
Starting Hearts Heart Health Challenge: McDonald noted their in-kind request at
Donovan Pavilion for their kick off event. Davis doesn't feel there is great return.
Waniuk noted Sole Power is still gaining traction in its 3rd year. Rediker doesn't
like the timing but loves the idea and promoter of the event. Wadey noted she
did not see a clear plan or benefit either. Davis suggested pencil in at $0.
Valley Tastings: Food for Youth, & Healthy Kids Colorado Survey: Rediker said
the Eagle River Youth Coalition is a great cause but the event itself was
disorganized. Rediker believes they should focus on Vail restaurants since it is
held at Donovan Pavilion. Richardson asked if we're funding because of the
cause or the event. Wadey noted that we do want to consider brand alignment.
McDonald noted they are asking for $3,000 in-kind for Donovan Pavilion. Davis
suggested the in-kind is the support. Rediker said they may move down valley
and it may be better for them with more support.
Waniuk noted that there is still $6,500 available.
Rediker noted what Global Solutions website says about their mission, program,
and events. Rediker noted that her child is interested in similar programs and
has never heard of it so if it is funded they need to do a much better job with
outreach. Davis noted that Education and Enrichment events are to enrich our
community and not a select few. Rediker noted that $15,000 is a lot for a few
hour speaker that is normally sold out. Davis suggested $5,000 with a note that
they need to add another public session and engage the local community.
Davis suggested adding funding to Vail Veterans Programming totaling $18,000
and the remaining $1,000 to Betty Ford Alpine Gardens totaling $13,500.
Rediker noted that Betty Ford Alpine Gardens touches an estimated 100,000
compared to 3,000 at Vail Centre and suggested taking their funding down to
$56,000 and give $4,000 to Betty Ford Alpine Gardens. Gordon suggested
$58,500 to Vail Centre and $15,000 to Betty Ford Alpine Gardens. Davis and
Valenti agree. Wadey and Richardson disagree. Wadey believes they won't get
their in-kind they asked for and Betty Ford Alpine Garden receives a lot of
support already. Richardson believes in the education going back into our
community and the future growth and potential being bigger than Betty Ford
Alpine Garden. Gordon believes it is fair to give Vail Centre more with more in-
kind and match what was given to Betty Ford Alpine Gardens last year.
Waniuk asked to review funding allocations before motion to finalize. Waniuk
changed Farm to Table Dinners back to $9,000 based on budget.
Richardson moves to award the funds to the following Community Recreation &
Cultural events with the following conditions; see allocations spreadsheet.
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M/S/P: Richardson/Rediker/Unanimous. The motion passed 6-0
Richardson moves to award the funds to the following Education and Enrichment
events with the following conditions; see allocations spreadsheet.
M/S/P: Richardson/Rediker/Unanimous. The motion passed 6-0
Davis suggested moving survey funding discussion to November 2nd CSE
meeting. Waniuk agreed.
Davis asked the CSE if they are super passionate about International Folk Art
Market happening. Wadey and Gordon said yes. Rediker noted she doesn't
understand the impact the event will bring to Vail. Wadey said it is a very large
market that has a strong following of travelers and the community impact would
be significant. Gordon noted that this festival brings an authentic cultural
experience and has the ability to add food and world music. Gordon believes it
could grow into seminars and include local organizations to make it a broader
community event. Wadey believes it completely diversifies our portfolio and this
is our opportunity to be trend setters. Valenti noted the experience of purchasing
a cultural and unique product from an international vendor. Richardson asked
how to ensure that the Vail event will be the event that people want to attend vs.
other markets. Wadey believes the caliber of the Vail event will be the draw as
compared to others. Davis does not feel comfortable recommending to Council
at $500,000 and doesn't feel comfortable saying it at another dollar amount
either. Davis said Highline needs to address VRD questions and approval.
Davis said that Highline has made this process more difficult than it has to be.
Wadey asked if Highline knew about request to ask VRD for permission.
McDonald said yes. Davis asked if Waniuk transferred their council contribution
application to the CSE RFP. Waniuk said yes. McDonald said that Deighan is
not faulted and this is a new process. Wadey said they need to go to Highline for
answers. Richardson suggested that the letter from VRD contain specific
information. Waniuk noted that Highline has suggested that the Farmers Market
be canceled or moved on that weekend. Gordon suggested that the council
doesn't need to give Highline $150,000 toward local housing as a charitable
donation; the town can support local housing themselves. Gordon would like
them to refine their budget. Davis stated Highline needs to provide a VRD letter
of approval, a plan to work with the Farmers Market and Solaris Plaza, and clarify
their budget with the importance of $150,000 to housing. McDonald asked if it
should be on agenda at November 2nd meeting. CSE said yes and Davis noted
he will not be there. Rediker noted they cannot get in front of VRD before
November 2nd. Davis said that the CSE supports the event and will recommend
it to the VRD board and they need to get on the agenda for next board meeting
on November 10. Davis said they would like to better understand their budget
and would suggest removing the $150,000 charitable contribution. McDonald
stated that the Council needs enough detailed information in order to make a
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good decision. Rediker asked Davis to give the event a grid score. Davis said
he did not give them one because he did not understand it. McDonald said be
ready to explain to Council why CSE did not give them any funding. Waniuk
suggested they may be required to have a charitable contribution per the
International Folk Arts Alliance.
New Business and Community Input:
Gordon asked what other topics are on the agenda for November 2nd. Davis
asked if events can perform a digital recap. Waniuk is suggesting events under
$10,000 submit recaps and not present to CSE at the meeting. Waniuk said
there will be five members available until 9:45am on November 2nd. Richardson
asked who is going to write letter of recommendation from CSE to VRD.
McDonald said staff will provide. Waniuk noted that if Highline has a
presentation Deighan needs to provide it by Monday, October 31. McDonald
said if they cannot get all info completed by November 22nd for December 6th
Council meeting, we will have to ask Kathleen for extension to December 20th
Council meeting. McDonald said Highline will be required to get on VRD agenda
on November 10th
➢ Motion to Adjourn at 3:30pm
M/S/P: Richardson/Valenti/Unanimous. The motion passed 6-0
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TOWN OF VAIL
Commission on
Special Events
RCT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, November 2, 2016 @ 8:30am
AGENDA:
Meeting materials can be accessed at the following link:
http://65.38.144.10/WebLink/O/fol/346305/Rowl .aspx
CSE Members Present:
CSE Members Absent:
TOV Staff Present:
Others Present:
Mark Gordon
Kim Newbury Rediker
Shenna Richardson
Marco Valenti
Alison Wadey
Barry Davis
Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager
Ernest Saeger, Special Events Coordinator
Peggy Wolfe, Highline
James Deighan, Highline
Missy Johnson, Highline
Joy Williams, Events — City of Manitou Springs
Brooke Skjonsby, Vail Resorts
Robin Litt, Vail Jazz
John Knight, The America Cup
Sandra Perrig, Vail Valley Partnership
Helene Mattison, Kids Adventure Games
Jen Mason, Vail Valley Foundation
Beth Pappas, Vail Rec District
Colleen Davis, Vail Centre
Ross Iverson, Vail Centre
CSE Vice Chair, Mark Gordon, called the meeting to order at 8:37am.
Administrative Items
CSE Minutes
November 2, 2016
Page 1 of 7
December 6, 2016 - Page 81 of
Approval of the Minutes of the CSE Special Meeting on October 26, 2016.
Motion to approve the minutes of the CSE Special Meeting on October
26, 2016 as presented.
M/S/P: Rediker/Valenti Unanimous. The motion passed 5-0
Review financials: Refer to the spreadsheet.
Waniuk noted Kids Adventure Games received a net promoter score of 90.
Waniuk also stated that 95% of their attendees were from Colorado. Waniuk
noted that Gourmet on Gore received a net promoter score of 69. Waniuk noted
Outlier Offroad Festival's net promoter score was 43 which was probably due to
a smaller sample size and feedback such as longer demo and gondola hours.
Waniuk noted that our economic impact is about $24 million with only % of 2016
event surveys finished. Waniuk noted that Vail Jazz received a net promoter
score of 90. Gordon suggested sending out a press release once the final
economic impact number is obtained to show the return of events in our
community. Waniuk noted that the final economic impact number will be
received after RRC presents final results in February 2017. Gordon noted that
$24 million is a great return on the $1 million that CSE funds to events. Gordon
asked Waniuk to highlight new events in presentation for VLMDAC.
Report on 1St/2nd reading of TOV Budget.
McDonald noted that the budget passed unanimously.
Reminder: Meeting Reminders: CSE 2017 Allocations to be presented to
VLMDAC on Thursday, November 17 by Mark Gordon. CSE 2017 allocations to
be presented to Town Council on Tuesday, December 6.
Waniuk noted it would be great if any other CSE members could attend the
November 17th presentation to VLMDAC. Waniuk noted that the strategic plan is
the same as last year and will be updated next year. Waniuk noted the 2016
successes of the CSE and asked CSE for feedback. Richardson suggested
adding the ROI data to the presentation.
Reminder: Application Deadline and Interview Dates for CSE Applicants:
Interviews at Town Council Work Session on Tuesday, December 20. Deadline
for letters of interest due to the Town Clerk, Patty McKenny, by Friday,
December 9.
o CSE members whose terms expire on December 31, 2016 are Barry
Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna
Richardson and Mark Christie will not finish out their terms (through
2017).
2017 Fireworks funding allocation: Total budget of $52,015
a. Vail America Days — 65% of funding = $33,810
b. Vail Holidaze — 35% of funding = $18,205
CSE Minutes
November 2, 2016 Page 2 of 7
December 6, 2016 - Page 82 of
> Motion to approve 2017 fireworks funding allocation as written.
M/S/P: Richardson/Rediker/Unanimous. The motion passed 5-0
> Motion to Approve Event Name Change for 2017 "Vail Holidaze" to "Vail
Holidays"
Waniuk explained the decision due to new and different event producers
which do not co -promote the events anymore. Waniuk also noted the change
to "Vail Holidays" would better fit the event's market and demographic.
M/S/P: Rediker/Richardson /Unanimous. The motion passed 5-0
Discussion: Vail International Folk Art Market.
Gordon explained that the CSE needs more clarity about event and budget in
order to provide a recommendation to Council. Gordon stated the requirement of
Vail Recreation District (VRD) support must be met before recommending the
event to Council. Deighan stated that they have done everything and more than
they were asked to do in contacting the VRD. Deighan noted his in person
meeting with Rabinowitz who told him that the dates were available. Deighan
noted that he and Wolfe met with Mike Ortiz (VRD) to discuss event details.
Deighan said Ortiz was going to write a letter of approval to the Town of Vail.
Gordon noted that the VRD board of directors meeting is November 10th
Deighan noted that he doesn't understand the issue with field approval and that it
is just grass. Deighan said the process needs to change and there is a
possibility of losing producers like Highline in the Town of Vail. Wadey noted that
the CSE recognizes the need for better policy and communication with the VRD.
Wadey suggested that the CSE should have meetings with VRD similar to their
joint meetings with VLMDAC. Gordon asked for potential attendance numbers.
Deighan noted it is a first year event and estimates are 4,000 — 5,000 per day not
including locals. Deighan noted that a majority of attendees come from out of
town. Gordon asked for ticket pricing. Deighan said $10 which is a charitable
donation to be allocated to local charities and to the International Folk Art
Alliance as a requirement. Gordon noted Santa Fe's ticket prices are higher.
Deighan noted there is a Friday night gala that costs $250 and a Saturday
morning early opening ticket that is $90. Deighan noted there is a lot more to do
at the event and in Vail outside of the event. Deighan noted their plan to infiltrate
the town with ancillary events that will be paid and free. Gordon asked about
cooperation with the Farmers' Market & Art Show and Solaris. Deighan said they
would be producing concerts/entertainment throughout the weekend in Solaris
with cultural acts that represent the festival. Deighan said yes they would
propose putting a pause on Farmers' Market & Art Show for that weekend.
Deighan noted the field activation is 8-10 hours and the desire to send people to
town once the vendors close. Gordon noted that he could make the argument
that the Folk Art Market could benefit from the Farmers' Market & Art Show
crowd. Deighan believes that the Farmers' Market & Art Show guest is not the
same customer. Gordon suggested they work with the Farmers' Market and Art
CSE Minutes
November 2, 2016 Page 3 of 7
December 6, 2016 - Page 83 of
Show. Deighan said no it is not the same guest or audience. Deighan noted a
meeting with the IFAA Executive Director that there is real concern that the event
will be lost mainly because the artists do not have time to produce their product.
Valenti asked for a range of product price points at the Santa Fe market.
Deighan said it can be $25 up to $15,000. McDonald noted that there is a lot of
feedback that was captured in the meeting minutes of October 26 to keep the
Farmers' Market & Art Show for August 20. Gordon noted the demographic of
the Farmers' Market and Art Show and the annual household income is huge
from the survey results and research. Wadey asked if the event would move
forward with funding and the Farmers' Market & Art Show taking place. Deighan
said physically it wouldn't work due to their plan with Solaris activation. Deighan
said there is a possibility to create a scaled down version of the Farmers' Market
& Art Show. Wadey noted that she is ok with Farmers' Market & Art Show
skipping that date. Deighan noted he is potentially open to discuss cooperation.
Deighan asked how many days the Farmer's Market & Art Show takes place.
Waniuk noted it is 16 weekends. Gordon noted the continuity and awareness of
the Farmers Market & Art Show customer. Deighan agreed they are valid but to
have this event done right they don't want to sabotage their own efforts. Rediker
noted that she feels Highline should have spoken with VRD board of directors
and the Farmers' Market & Art Show in March. Deighan stated that he feels he is
the authority of what works and doesn't work in the Town of Vail and that
Highline has done everything that is asked of them. Deighan noted that Highline
will not turn a profit in the first 1-2 years for this event. McDonald asked to get
the topic back on track. Gordon confirmed that the ticket price is what raises the
funds of $150,000 to give back to a local charitable organization. Deighan noted
that $20,000 is spent on every artist that comes to town. McDonald asked if the
$150,000 could be pulled out of the $500,000 funding request. Deighan said no,
the $500,000 does not include the $150,000 charitable contributions. Gordon
noted that the 2015 Alpine World Ski Championships was a one off funded
allocation and this event is an annual ask. Gordon noted that $500,000 is the
highest ask for any ongoing event. Deighan stated again that the $500,000 is
non-negotiable and the event will not happen without it. Gordon asked if there is
potential to raise more revenue through sponsorships. Deighan noted there are
but the Town of Vail benefits the most than any other entity. Gordon asked if
they proposed $400,000, is it worth taking it to Council. Deighan said no, it is not
worth it. Deighan apologized to Rediker for being short. Gordon asked if
Highline is on the VRD agenda for November 10th. Rediker confirmed that they
are. Gordon asked if there are four people approving a recommendation to
Council as the plan and funding currently stands for the event. Wadey stated
she is in favor. Waniuk clarified that what is being proposed is the $500,000
recommendation to Council. Rediker stated that if we want this event they need
to recommend at $500,000. Rediker stated it is not the CSE's job to get VRD
approval and to cooperate with the Farmers' Market & Art Show. Valenti
seconded Wadey's move to fund at $500,000. Valenti noted that the event does
have a robust cultural aspect. Deighan noted they have asked IFAA to add Vail
to the event name. McDonald asked if the event name includes Market or
CSE Minutes
November 2, 2016 Page 4 of 7
December 6, 2016 - Page 84 of
Festival. Deighan noted the name is the International Folk Art Market and there
is a third name that is used including Festival. Gordon noted there is a motion
from Wadey to recommend to Council at $500,000 with condition that the VRD
board of directors approves it. Wadey asked when and what time Highline is on
the VRD agenda. McDonald noted we don't know yet and that presentation to
council will be in conjunction with CSE allocations on December 6th
➢ Motion to recommend to Town Council the funding of $500,000 to the
International Folk Art Market.
M/S/P: Wadey/Valenti/Richardson opposed. The motion passed 4-1.
Event Recap:
*motion to release final funding disbursement required
FIPS Mouche Fly Fishing World Championships
Please see presentation for further details.
Knight thanked the CSE for the support. Knight stated there were three
successful aspects of the event; water, ceremonies, and expectations. Knight
noted a film of the event is currently being edited and will be available this winter.
Knight stated that there were 25 countries represented and over 400 participants.
Gordon noted the wish to have it every year. Knight noted that the event comes
to America every 10-12 years. Waniuk asked if Knight will request funding for
2018. Knight noted he is going to Prague to develop a junior global initiative
regarding fishing and conservation and if successful, yes possibly will ask for
funding for an event in Vail for 2018
➢ Motion to approve the final funding distribution for FIPS Mouche Fly
Fishing World Championships
M/S/P: Richardson/Valenti /Unanimous. The motion passed 5-0
Event Recap:
Hot Summer Nights Concert Series
Please see presentation for further details.
Mason noted the decline in attendance in 2015 due to weather but attendance
was back up in 2016, although still not tracking to 2014 numbers. Mason noted
that 2017 is going to look back to 2014 acts and urged the need for bigger
names. Mason noted that July 4th is a Tuesday and there will not be a Hot
Summer Nights concert. Mason noted no urban dance challenge in 2017 and
the Vail International Dance Festival will add an extra free dance show. Mason
noted Crazy Mountain Brewing has re-signed for 3 years. Richardson said yes
big names help and maybe not necessarily all concerts need to be big names.
Mason noted that all GoPro Mountain Games concerts will be held at the Gerald
R Ford Amphitheater and that Hot Summer Nights may start a week later.
CSE Minutes
November 2, 2016 Page 5 of 7
December 6, 2016 - Page 85 of
Event Recap:
*motion to release final funding disbursement required
Vail Centre
Please see presentation for further details.
Iverson asked to provide input and suggestions on the event recap template
format for Education and Enrichment events. Then Iverson suggested the
increase of the Education & Enrichment funding budget from $150,000 to
$350,000 or $500,000. Gordon asked to have the discussion at a future CSE
meeting. McDonald said yes. Iverson said he is willing to draft something as
well. Richardson noted his input is appreciated. Iverson noted that in 2017 they
will send surveys out immediately following each program which will increase
response rates. Iverson said they would like to get more people out on the
mountain and to include outdoor classes. Gordon noted that the funding was
granted before their event recap was presented and noted that the CSE
increased funding over 2015. Iverson asked what the amount is. Waniuk noted
it is $58,500.
Motion to approve the final funding distribution for Vail Centre
M/S/P: Wadey/Richardson /Unanimous. The motion passed 5-0
Event Recap:
*motion to release final funding disbursement required
Gourmet on Gore
Please see presentation for further details.
Deighan noted the reason to ask for more funding and noted the $23,500 in staff
increase due to increased footprint size. Rediker noted business comments that
the layout was much better this year and appreciated. Deighan noted their
cooperation with the Farmers Market on expanding to the International Bridge
and possibly extending to the Gore Creek Promenade. Gordon noted that the
CSE funding allocation noted the desire for Gourmet on Gore to expand to the
Gore Creek Promenade.
➢ Motion to approve the final funding distribution for Gourmet on Gore
M/S/P: Wadey/Valenti /Unanimous. The motion passed 5-0
Event Recap:
*motion to release final funding disbursement required
Oktoberfest
Please see presentation for further details.
Deighan noted their increase in staff and marketing and advertising line item
increase including social media and digital aspects. Gordon noted that the CSE
did increase funding for Oktoberfest and Gourmet on Gore for the first time.
Motion to approve the final funding distribution for Oktoberfest
CSE Minutes
November 2, 2016 Page 6 of 7
December 6, 2016 - Page 86 of
M/S/P: Wadey/Valenti /Unanimous. The motion passed 5-0
Event Recap:
*motion to release final funding disbursement required
Vail Kids Adventure Games
Please see presentation for further details.
Mattison noted they sold out faster than they ever have with an increased
participant number. Mattison noted that the US Forest Service gave them
access to mid -Vail and VR gave access to the Gondola. Mattison noted the
change in the expert course and that the goal is to grow it into a national
championship. Mattison noted their desired shift toward digital marketing and
social media in 2017. Richardson noted the great growth through changes and
additions. Mattison noted the desire to start the skills clinics elsewhere and may
be outgrowing Kids Sport. Rediker noted the great net promoter score of 90 and
the brand fitting with Vail for families and kids. Mattison noted they may add
programs and events for disabled kids in 2017.
➢ Motion to approve the final funding distribution for Vail Kids Adventure
Games
M/S/P: Rediker/Richardson/Unanimous. The motion passed 5-0
Event Recap: via e-mail/in-meeting packet
Vail Beaver Creek Restaurant Week
Valley Tastings
Vail Valley Cup Soccer
Please see presentations for further details.
New Business and Community Input:
McDonald noted the CSE presentation to the VLMDAC will be around 8:40am on
November 17.
➢ Motion to Adjourn at 10:07 a.m.
M/S/P: Rediker/Richardson /Unanimous. The motion passed 4-0 (Wadey
absent).
CSE Minutes
November 2, 2016 Page 7 of 7
December 6, 2016 - Page 87 of
TOWN OF
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: Vail Local Housing Authority recommendations for the deed restriction and lottery
selection process for the future development of the Chamonix Neighborhood at West Vail.
PRESENTER(S): George Ruther, Director of Community Development and Steve Lindstrom,
Chair of the Vail Local Housing Authority
ACTION REQUESTED OF COUNCIL: No formal action is required at this time. The Town staff
will return to the Vail Town Council meeting on December 20, 2016, requesting a formal action at
that time. The Town Council will be asked to provide answers to the following two questions: Does
the Vail Town Council support the recommendations of the Vail Local Housing Authority? If not,
what changes does the majority of the Town Council want made to the recommendation forwarded
by the Vail Local Housing Authority?
BACKGROUND: The Vail Town Council requested that the Vail Local Housing Authority take the
issue of deed restriction and lottery selection process under consideration and return to the Town
Council with a recommendation.
STAFF RECOMMENDATION: Please see the memorandum from the Vail Local Housing
Authority to the Vail Town Council, dated December 6, 2016
ATTACHMENTS:
Description
Staff Memorandum
Arosa Duplex Master Deed Restriction
Employee Housing Guidelines
ERWSD Housing Memo
ERWSD Pricing Analysis
ERWSD Zillow Methodology
December 6, 2016 - Page 88 of
TOWN OF VAIL'
Memorandum
To: Vail Town Council
From: George Ruther, Director of Community Development
Date: December 6, 2016
Subject: Chamonix Neighborhood at West Vail — Vail Local Housing Authority Deed
Restriction and Lottery Process Recommendation
Purpose of this Worksession Meeting
The purpose of this worksession meeting is to present the recommendation of the Vail Local
Housing Authority for the deed restriction and lottery selection process for the future
development of the Chamonix Neighborhood at West Vail. The Vail Town Council requested
that the Vail Local Housing Authority take the issue of deed restriction and lottery selection
process under consideration and return to the Town Council with a recommendation.
The Chamonix Neighborhood development helps the Vail Town Council achieve it's adopted
goal of "growing a thriving and balanced community'.
II. Project Goals and Objectives
A list of project goals and objectives has been adopted for the future development on the
Chamonix site. The project team has continually relied upon these goals and objectives for
direction throughout the planning process. On April 15, 2014, the Vail Town Council affirmed
and adopted the following project goals and objectives:
• Optimize the use of the site for affordable for -sale housing (15 - 25 DU's per acre)
• Design a context sensitive design solution (design review guidelines)
• Ability to be phased over time (min. two phases)
• Deliver desirable, marketable and diverse types of housing products (duplexes; one,
two & three bedroom flats; townhomes, etc.)
• Maximize the town's limited financial resources
• Build responsibly given the existing site configuration, topography and natural features
of the site
• Develop a diversified cost/sales structure to respond to a wider range of buyers
(i.e. pricing structure based upon income)
III. Deed Restriction Recommendation
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December 6, 2016 - Page 89 of
The Chamonix Neighborhood at West Vail is a for -sale, deed restricted housing development
aimed at providing home purchase opportunities for persons and families employed in Eagle
County and wishing to make Vail their permanent place of residence. As such, upon the sale or
transfer of a home in the Chamonix Neighborhood, the Town of Vail and the future home
purchaser will record a restriction on the deed to the home with the Eagle County Clerk and
Recorder's Office. In keeping with the development objectives of the Chamonix Neighborhood,
the Vail Local Housing Authority recommends that the deed restriction contain the following
general terms:
• Occupancy of the dwelling unit shall be restricted to person(s) working a minimum of 30
per week on an annualized basis at a licensed business within Eagle County, Colorado.
• The Town of Vail, Colorado shall be the owner's primary and permanent place of
residency.
• A business entity or corporation shall not be eligible for ownership of a dwelling unit.
• The sale or transfer of the dwelling unit shall be subject to the terms and conditions
outlined in the Town's adopted Employee Housing Unit Guidelines.
• The owner's use of the dwelling unit shall be in compliance with all applicable adopted
codes and regulations.
• The owner shall be subject to an annual reporting obligation verifying compliance with
the terms of the deed restriction.
• No minimum family size requirement shall apply for purchase of any dwelling unit.
• A maximum sales price shall be established based upon the Annual Area Median
Income for Eagle County or similar wage adjusted index.
• Dwelling units shall be subject to a Right of First Refusal granted to the Town of Vail.
• An owner of a dwelling unit shall not own other residential real estate within Eagle
County, Colorado at the time of closing. An owner may, however, own residential real
estate provided said real estate is deed restricted for employee housing, subject to Town
of Vail approval, at the time of closing.
IV. Lottery Selection Process
Demand for purchasing a new home in the Chamonix Neighborhood at West Vail development
is high. Presently, more than 100 people have expressed an interest in the 32 new homes
slated for development at the Chamonix Neighborhood. With current demand exceeding the
available supply, the Vail Local Housing Authority recommends the Town of Vail conduct a
lottery process for selecting the future buyers of the new homes at the Chamonix Neighborhood.
Further, the Vail Local Housing Authority recommends that the lottery selection process include
the following requirements for participation:
• Completion of a Chamonix Neighborhood Home Buyer Qualifying Application.
• Demonstrated ability to comply with the terms of the deed restriction if selected for home
purchase.
• Demonstrated ability to secure financing for the dwelling unit desired.
• Signed acknowledgement of acceptance of the terms of the Chamonix Neighborhood
Pre -sale Agreement and Purchase/Sale Agreement.
2
December 6, 2016 - Page 90 of
• Demonstrated participation and successful completion of a Town of Vail or Valley Home
Store sponsored Homebuyer Education Class within the previous 12 months.
• One chance in the lottery selection process per Qualifying Application.
Given the stated development objectives of the Chamonix Neighborhood at West Vail
development, the Vail Local Housing Authority recommends that the selection process not
include a weighted preference towards place of residency or place of employment. Instead,
a true lottery selection process whereby each participate shares an equal chance of being
selected is recommended.
V. Next Steps
The four most commonly asked questions regarding the Chamonix Neighborhood at West Vail
development include:
• How much will the new homes cost?
• What are the deed restriction obligations?
• What is the lottery selection process?
• When will the new homes be completed?
The Development Team is working to provide answers to these questions and many others.
The final cost of the new homes can not be accurately stated until the Chamonix Neighborhood
development applications are reviewed and approved by the Town's Planning & Environmental
Commission and Design Review Board. The Development Team is pursuing a development
schedule that has the new home construction beginning in the Spring of 2017 with the first
homes completed before the end of the year. A marketing and reservations campaign is set to
launch after the first of the year. It is anticipated the Town will conduct a lottery selection
process and begin to accept pre -sale agreements during the second quarter of 2017.
VI. Vail Town Council Instruction
The Development Team is prepared to move forward on the next steps of drafting a final deed
restriction and outlining the specific procedures for a lottery selection process for the Chamonix
Neighborhood at West Vail development. At this time, the Team is seeking instruction from the
Vail Town Council.
Does the Vail Town Council support the recommendations of the Vail Local Housing Authority?
If so, the Team will collaborate with the Vail Local Housing Authority on final deed restriction
language and further define the lottery selection process for acceptance by the Vail Town
Council.
If not, what changes does the majority of the Town Council want made to the recommendation
forwarded by the Vail Local Housing Authority? Once changes are made, the Town Council will
be asked to accept said changes thereby allowing the Development Team to move forward with
the marketing and reservations campaign.
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December 6, 2016 - Page 91 of
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December 6, 2016 - Page 92 of
EAGLE COUNTY, CO
TEAK J SIMONTON
Pgs 14 04:41 24PM
REC' $71.04 DOC: $
DEED RESTRICTION .1.11.111.111 11
11
1
u
FOR THE OCCUPANCY, RENTAL AND TRANSFER
OF THE AROSA DRIVE DUPLEX UNITS
201012563
06/22/2010
11
1
1
1
1
1
1
THIS DEED RESTRICTION AGREEMENT ("Deed Restriction") is entered into
this 22Md day of June, 2010 by the TOWN OF VAIL, COLORADO.
WHEREAS, the Town of Vail, Colorado (the "Town") owns the real prope 2/—
described in Exhibit A attached hereto and incorporated herein by this reference (the
"Property");
11/-7
rtY
WHEREAS, the Town desires to restrict the acquisition or transfer of the Property
to Qualified Buyers, as that term is defined in this Deed Restriction.
WHEREAS, the Town further desires for this Deed Restriction to constitute a
resale agreement setting forth the maximum sales price for which the property may be
sold (Maximum Sales Price), the amount of appreciation and the terms and provisions
controlling the resale of the Property should the Town desire to sell its interest in the
Property at any time after the date of this Deed Restriction; and
WHEREAS, the own desires to restrict the property from use and occupancy
inconsistent with this Deed Restriction.
NOW, THEREFORE, the party to this Deed Restriction does hereby agree to
declare and impose the following covenants and restrictions on the property herein
specified:
1. Property. The following real property is hereby burdened with the
covenants and restrictions specified in this Deed Restriction: 2657 Arosa Drive Units A
and B Vail, Colorado 81657, and more specifically described in Exhibit A. The Town
shall record this Deed Restriction against the Property at the Town's expense.
2. Definitions. For purposes of this Deed Restriction, the following terms
shall have the following meanings:
a. Non -Qualified Owner means any person who does not meet the
definition of a Qualified Buyer, as it is defined in this Deed Restriction.
b. Owner means a person who is a Qualified Buyer and who acquires
an ownership interest in the Unit in compliance with the terms and provisions of
this Deed Restriction. A person shall only be deemed an Owner during the
period of his or her ownership interest in the Unit and shall be obligated
hereunder for the full and complete performance and observance of all
covenants, conditions and restrictions contained herein during such period.
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December 6, 2016 - Page 93 of
c. Permitted Capita! Improvements means those improvements to a
Unit, as described in Exhibit B, attached hereto and incorporated herein by this
reference.
d. Permanent Place of Residence means the home or place in which
one's habitation is fixed and to which one has a present intention of returning
after a departure or absence there from. In determining what is a permanent
residence, Town Staff shall take the following circumstances into account: the
Owner's business pursuits, employment, income sources, residence for income
or other tax purposes, age, marital status, residence of parents, spouse and
children if any, location of personal and real property, and motor vehicle
registration.
e. Person means a natural person and excludes any type of entity.
f. Qualified Buyer means a person meeting the requirements set forth
by the Town of Vail Employee Housing Guidelines or its substitute, as adopted
by the Town and in effect at the time of the closing of the sale and who must
represent and agree to the terms of this Deed Restriction.
g. Transfer means any sale, assignment or transfer, voluntary or
involuntary, of any interest in a Unit, including but not limited to, a fee simple
interest, a joint tenancy interest, a life estate, a leasehold interest, and an interest
evidenced by a land contract by which possession of the Property is transferred
and Owner retains title, but not an encumbrance.
h. Unit means either Unit A or Unit B located on the Property.
3. Occupancy Restrictions.
a. The Property shall be continuously occupied by an Employee or a
Qualified Owner.
b. An Owner, in connection with the purchase of the Unit, shall:
Occupy the Unit on the Property as his or her sole and
permanent place of residence;
ii. Not engage in any business or activity on or in such Unit,
other than as permitted within the zone district applicable to the Unit;
iii. Sell or otherwise transfer such Unit in accordance with this
Deed Restriction and the Town of Vail Employee Housing Guidelines;
iv. Not sell or otherwise transfer such Unit for use in a trade or
business; and
2
201012563 2 of 14
December 6, 2016 - Page 94 of
v. Not permit any use or occupancy of such Unit except in
compliance with this Deed Restriction.
c. In the event that an Owner changes domicile or ceases to utilize
the Unit as his or her sole and permanent place of residence, the Unit shall be
offered for sale pursuant to the provisions of Section 5 hereof. Owner shall be
deemed to have changed his or her domicile by becoming a resident elsewhere
or accepting permanent employment outside of Eagle County, Colorado or
residing in the Unit for fewer than nine (9) months per calendar year without the
express approval of the Town.
d. If at any time the Owner of the Unit also owns any interest alone or
in conjunction with others in any developed residential property or dwelling unit
located in Eagle County, Colorado, Owner shall immediately list said other
property or unit for sale and to sell Owner's interest in such property at a sales
price comparable to like units or properties in the in the area in which the
property or dwelling unit is located. In the event said other property or unit(s) has
not been sold by Owner within one hundred twenty (120) days of its listing,
Owner shall immediately list the Unit for sale pursuant to the provisions of
Section 5 of this Deed Restriction. It is understood and agreed that, in the case
of an Owner whose business is the construction and sale of residential properties
or the purchase and sale of such properties, the properties which constitute
inventory in such an Owner's business shall not constitute other developed
residential property or dwelling unit as those terms are used in this Section.
5. Transfers.
a. If an Owner desires to sell the unit, the Owner shall execute a
standard listing contract, approved by the Colorado Real Estate Commission with
the Town providing for a one hundred eighty (180) day listing period, or such
other period of time as required by the Town of Vail Employee Housing
Guidelines in effect at the time of the listing. The Owner shall then deposit with
the Town an amount equal to one-half percent (0.5%) of the estimated value of
the Unit The Town shall promptly advertise the Unit for sale by competitive bid
to Qualified Buyers. At the time of closing, the Owner shall pay the Town an
additional one and one half percent (1.5%) of the total sale value of the Unit.
b. If one qualified bid is received equal to the Maximum Sales Price
described in Section 7(a) hereof, the Property shall be sold to such bidder at the
Maximum Sales Price;
c. If Owner receives two or more such bids equal to the Maximum
Sales Price, the Qualified Buyer shall be selected according to the priority for
Sale Units set forth in the Town of Vail Employee Housing Guidelines.
d. If all such qualified bidders are of equal priority pursuant to the
Town of Vail Employee Guidelines, the Qualified Buyer shall be selected by
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201012563 3 of 14
December 6, 2016 - Page 95 of
lottery among the Qualified Buyers, whereupon the Unit shall be sold to the
winner of such lottery at the Maximum Sales Price.
e. If the terms of the proposed purchase contract, other than price, are
unacceptable to the Owner, there shall be a mandatory negotiation period of
three (3) business days to allow the Owner and potential buyer to reach an
agreement regarding said terms, including but not limited to, the closing date and
financing contingencies. If, after the negotiation period is over, the Owner and
potential buyer have not reached an agreement, the next bidder's offer will then
be presented to the Owner for consideration and a three (3) business period
negotiating period will begin again.
f. The Owner may reject any and all bids; however, the Owner is
subject to the provisions in the Town of Vail Employee Housing Guidelines
pertaining to the listing fee.
g.
Bids in excess of the Maximum Sales Price shall be rejected.
h. If all bids are below the Maximum Sales Price, Owner may accept
the highest qualified bid. If all bids are below the Maximum Sales Price and two
or more bids are for the same price, the Qualified Buyer shall be selected by
lottery from among the highest qualified bidders.
6. Maximum Sales Price.
a. The Unit shall not be sold for an amount in excess of the Owner's
purchase price, plus an increase of three percent (3%) of such price per year
from the date of purchase to the date of Owner's Notice of Intent to Sell
("Maximum Sales Price"). Any partial year may be prorated at the rate of one-
quarter percent (0.25%) per month.
b. Owner shall not permit any prospective buyer to assume any or all
of the Owner's customary closing costs nor accept any other consideration that
would cause an increase in the purchase price above the bid price so as to
induce the Owner to sell to such prospective buyer.
c. For purposes of determining Maximum Sales Price, an Owner may
add the value of Permitted Capital Improvements to the amount specified in
Section 7(a) hereof.
d. The Maximum Sales Price shall not exceed ten percent (10%) of
the initial purchase price of the Unit, except that for every ten (10) year period
from the date of the original purchase and Deed Restriction, another ten percent
(10%) of the purchase price may be added to the value of the Unit for Permitted
Capital Improvements.
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e. All Permitted Capital Improvements installed or constructed over
the life of the Unit shall qualify for inclusion within the calculation of Maximum
Sales Price if the Owner furnishes the Town with the following information:
i. Original or duplicate receipts to verify the actual costs
expended by the Owner for the Permitted Capital Improvements;
ii. Owner's affidavit verifying the receipts are valid and correct
receipts tendered at the time of purchase; and
iii. True and correct copies of any building permit or certificate
of occupancy required to be issued by the Town Building Department with
respect to the Permitted Capital Improvements.
7. Transfer to a Non -Qualified Owner. If the unit is transferred to a Non -
Qualified Owner, the Non -Qualified Owner shall:
a. Immediately list the Unit for sale as described in Section 5 hereof;
b. Accept the highest bid by a Qualified Buyer for not less than ninety-
five percent (95%) of the Maximum Sales Price or the appraised market value,
whichever is less.
c. If all bids are below ninety-five percent (95%) of the Maximum
Sales Price or the appraised market value, the Unit shall continue to be listed for
sale until a bid in accordance with this Section is made, which bid must be
accepted.
d. The cost of an appraisal conducted under this Section shall be paid
by the Non -Qualified Owner.
e. The Non -Qualified Owner shall join in any sale, conveyance or
transfer of the Unit to a Qualified Buyer and shall execute any and all documents
necessary to do so; and
f. The Non -Qualifying Owner shall not:
i. Occupy the Unit;
ii. Rent all or any part of the Unit, except in strict compliance
with Paragraph 10 hereof;
iii. Engage in any business activity on or in the Unit;
iv. Sell or otherwise transfer the Unit except in accordance with
this Deed Restriction and the Town of Vail Employee Housing Guidelines;
v. Sell or otherwise transfer the Unit for use in a trade or
business.
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g. The Town, or its respective successor, as applicable shall have the
right and option to purchase the Unit, exercisable within a period of fifteen (15)
calendar days after receipt of any sales offer submitted to the Town by a Non -
Qualified Owner, and in the event of exercising its right and option, shall
purchase the Unit from the Non -Qualified Owner for a price of ninety-five percent
(95%) of the Maximum Sales Price, or the appraised market value, whichever is
less.
h. Failure of a Non -Qualifying Owner to follow the procedures in this
Section shall constitute a default under this Deed Restriction and the Town may
exercise any of the remedies set forth in this Deed Restriction.
i. Any Transfer without satisfaction of the conditions of this Deed
Restriction is prohibited.
8. Transfer by Devise or Inheritance.
a. If a Transfer occurs by devise or inheritance due to death of the
Owner, the personal representative of the Owner's estate or the person inheriting
the Property shall provide written notice to the Town within thirty (30) days of the
date of death.
b. If the person inheriting the Property (the "Inheriting Owner") is a
Qualified Owner, he or she shall provide the Town with documentation proving
his or her status as such, and the Town may determine if the Inheriting Owner is
in fact a Qualified Owner. If the Inheriting Owner fails to provide the required
documentation, he or she shall be deemed a Non -Qualified Owner. If the
Inheriting Owner is a Qualified Owner, he or she shall succeed to the Owner's
interest and obligations under this Deed Restriction.
d. If the Inheriting Owner is a Non -Qualified Owner, he or she shall
provide the Town with a Notice of Intent to Transfer within sixty (60) days of the
date of the Owner's death. Thereafter, the Unit shall be listed for sale as
provided in Section 5 hereof and the Non -Qualified Owner shall be required to
transfer the Property, as described in Section 8 hereof.
9. Rental.
a. Owner shall not, except with prior written consent of the Town and
subject to the Town's conditions of approval, rent the Unit for any period of time.
b. Prior to occupancy, any tenant must be approved by the Town.
c. The Town shall not approve any rental if such rental is made by
Owner utilize the Unit as an income producing asset, except as provided below.
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d. The Town shall not approve any lease of the Unit for a period of
thirty (30) days or less or for a period of six (6) months or more, absent dear and
convincing evidence that such a term is necessary.
e. A signed copy of the lease shall be provided to the Town prior to
occupancy by any tenant.
f. Any lease of the Unit shall be equivalent to the monthly expenses
for the cost of principal and interest, taxes, property insurance and utilities for the
Unit, plus an additional twenty dollars ($20.00) and a reasonable and refundable
security deposit.
g. Nothing in this Section shall preclude an Owner from sharing
occupancy of the Unit with non -owners on a rental basis, provided that Owner
continues to meet the obligations contained in this Deed Restriction.
h. Owner shall not create any additional dwelling unit, as defined in
the Vail Town Code, in or on the Property.
10. Breach.
a. It shall be a breach of this Deed Restriction for Owner to default in
payment or other obligations due to be performed under a promissory note
secured by a first deed of trust encumbering the Unit. Owner shall notify the
Town, in writing, of any notification received from a lender of past due payments
or defaults in payments or other obligations within five (5) days of receipt of such
notification.
b. If the Town has reasonable cause to believe the Owner is violating
this Deed Restriction, the Town may inspect the Unit between the hours of 8:00
a.m. and 5:00 p.m., Monday through Friday, after providing the Owner with
twenty-four (24) hours written notice.
c. If the Town determines that there has been a violation of the
occupancy standards, Owner shall be found to be in non-compliance. Penalties
the Town may assess against Owner include eliminating resale gain and any
other penalties permissible under the Vail Town Code.
11. Notice and Cure. If the Town discovers a violation of this Deed
Restriction, the Town shall notify the Owner of the violation and allow the Owner fifteen
(15) days to cure. The notice shall state that the Owner may request a hearing before
the Town Council within fifteen (15) days to determine the merits of the allegations. If
no hearing is requested and the violation is not cured within the fifteen (15) day period,
the Owner shall be considered in violation of this Deed Restriction. If a hearing is held,
the Town Council's decision shall be final.
12. Remedies. There is hereby reserved to the parties hereto any and all
remedies provided by law for violation of this Deed Restriction or any of its terms.
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a. If the Property is conveyed without compliance with this Deed
Restriction, such conveyance shall be wholly null and void and shall confer no
title whatsoever upon the purported buyer. Each and every conveyance of the
Property, for all purposes, shall be deemed to include and incorporate by this
reference the covenants contained in this Deed Restriction, even if they fail to
reference this Deed Restriction.
b. If the Owner fails to cure a violation of this Deed Restriction, the
Town may resort to any and all available legal action, including, but not limited to,
specific performance of this Deed Restriction or a mandatory injunction requiring
the Transfer of the Property by the Owner, with the costs of such Transfer shall
be paid out of the proceeds of the sale with the balance being paid to the Owner.
c. If such request is made by the Town, the Owner irrevocably
authorizes the holder of any mortgage or deed of trust against the Property to
disclose to the Town if the Owner is delinquent in any payments due to any such
mortgage or trust deed holder and the duration and amount of such delinquency
at the time such inquiry is made by Town.
d. If Owner or any of Owner's heirs, successor or assigns breaches
any of the terms or conditions contained herein, the initial purchase price of the
Unit shall automatically cease to increase and shall remain fixed until the date of
cure of such breach.
e. If the parties resort to litigation with respect to any provisions within
this Deed Restriction, the prevailing party shall be entitled to recover damages
and costs, including reasonable attorneys' fees.
13. Foreclosure.
a. In the event of a foreclosure, acceptance of a deed in lieu of
foreclosure, or assignment to the United States Secretary of Housing and Urban
Development, this Deed Restriction shall remain in full force and effect.
b. The Owner agrees that he or she will give immediate notice to the
Town upon the first to occur if:
i. The date any notice of foreclosure is provided to the Owner
or any foreclosure is commenced against the Property under the first deed
of trust or any other of the Property's subordinate security interests; or
ii. The date when Owner becomes twenty-one (21) days late in
making a payment on any indebtedness encumbering the Property
required to avoid foreclosure of the first deed of trust or other subordinate
security interests in the Property.
c. At any time within sixty (60) days after receipt of any notice
described herein, the Town may (but shall not be obligated to) proceed to make
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December 6, 2016 - Page 100 c
any payment required in order to avoid foreclosure. Upon making any such
payment, the Town shall place a lien on the Property in the amount paid to cure
the default and avoid foreclosure, including all fees and costs resulting from such
foreclosure.
14. General Provisions.
a. Notices. Any notice, consent or approval required by this Deed
Restriction shall be given by either: mailing by certified mail, return receipt
requested, properly addressed and with postage fully prepaid, to the address
provided herein; or hand -delivery to the address provided herein. Notices shall
be considered delivered on the date of delivery if hand -delivered or if both hand -
delivered and mailed; or three days after the postmark, if mailed only. Notices
shall be sent to the parties at the following addresses unless otherwise notified in
writing:
To the Owner:
To the Town:
Housing Coordinator
Town of Vail
75 South Frontage Road
Vail, Colorado 81657
b. Severability. Whenever possible, each provision of this Deed
Restriction shall be interpreted so as to be valid under applicable law, but if any
provision of this Deed Restriction is declared invalid under applicable law, such
provision shall be ineffective only to the extent of such invalidity or prohibition
without invalidating the remaining provisions of this Deed Restriction.
c. Governing Law and Venue. This Deed Restriction shall be
governed and construed in accordance with the laws of the State of Colorado,
and venue for any legal action arising from this Deed Restriction shall be in Eagle
County, Colorado.
d. Successors. The provisions and covenants contained in this Deed
Restriction shall inure to and be binding upon the heirs, successors and assigns
of the parties. This Deed Restriction shall be a burden upon and run with the
Property for the benefit of the beneficiaries, their successors and assigns, who
may enforce the covenants and compel compliance therewith through the
initiation of judicial proceedings for, but not limited to, specific performance,
injunctive relief, reversion, eviction, and damages.
e. Modification. This Deed Restriction may only be modified upon
written agreement of the parties.
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December 6, 2016 - Page 101 c
f. No Waiver. No claim of waiver, consent or acquiescence with
respect to any provision of this Deed Restriction shall be valid against any party
hereto except on the basis of a written instrument executed by the parties.
g. Integration. The foregoing constitutes the entire agreement
between the parties regarding the Deed Restriction and no additional or different
oral representation, promise or agreement shall be binding on any of the parties
hereto.
h. Third party beneficiaries. There are no intended third -party
beneficiaries to this Deed Restriction.
IN WITNESS WHEREOF, the Parties hereto have executed this Deed
Restriction on the date first set forth above
T:
T AIL, COLORADO
an Zemler, Town Manager
Don Idson, Town Clerk
STATE OF COLORADO )
COUNTY OF EAGLE
ss.
The fgregoing instrument was subscribed, sworn to and acknowledged before
me this ay of June, 2010, by Stan Zemler, as the Town Manager of the Town of
Vail, Owner.
Witness y hand and official seal.
(S Eg�,Ac•tiec
a'�P:•• •coi ssion expires: 0.3. /cog (ootzi
>-=
of, 6•Z Q•€
•
nrmnS neP`C'�f.
Notary Public
10
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December 6, 2016 - Page 102 c
EXHIBIT A
LEGAL DESCRIPTION FOR THE AROSA DRIVE DUPLEX UNITS
Lot A and Unit A, and Lot B and Unit B, Vail Ridge, A Resubdivision of Lot 8, Block
C, Town of Vail, County of Eagle, State of Colorado.
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December 6, 2016 - Page 103 c
EXHIBIT B
PERMITTED CAPITAL IMPROVEMENTS
1. The term Permitted Capital Improvement as used in the Deed Restriction
shall include only the following:
a. Improvements or fixtures erected, installed or attached as
permanent, functional, non -decorative improvements to real property, excluding
repair, replacement and/or maintenance;
b. Improvements for energy and water conservation;
c. Improvements for health and safety protection devices,
d. Improvements to add or finish permanent/fixed storage space;
e. Improvements to finish unfinished space; and/or
f. Improvements required to replace the following functional items and
the associated depreciation schedule shall be used along with an annual
maximum price per improvement that will be allowed. The Maximum Annual
Price or the actual price paid, whichever is less, will be used to determine the
value of the following improvements. The Town's Housing Coordinator shall
have the ability to not approve the addition of any of these items if condition of
the Improvement has wear and tear beyond what should be expected of the
improvement's age.
New carpet and carpet pad;
ii. New hardwood, wood laminate, or tile floors and base;
New Energy Star rated appliances (includes: clothes washer
and dryer, refrigerator, range, dishwasher, and built-in microwave);
iv. New baseboard, window casing, or interior doors when the
entire unit is finished in an identical material and quality; and
v. New counter top in kitchens and bathrooms or bath tub
surrounds:
1. 75% of the cost will be included in the Maximum
Sales Price if the improvement(s) has been installed within 12
months of listing the unit.
2. 50% of the cost will be included in the Maximum
Sales Price if the improvement(s) has been installed in greater than
12 months and Tess than 36 months of listing the unit.
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December 6, 2016 - Page 104 c
3. 25% of the cost will be included in the Maximum
Sales Price if the improvement(s) has been installed in greater than
36 months and less than 60 months of listing the unit
4. No cost will be included in the Maximum Sales Price if
the improvement(s) has been installed in greater than 60 months of
listing the unit.
2. Permitted Capital Improvements as used in this Deed Restriction shall
NOT include the following:
a. The cost of adding decks and balconies, and any extension thereto;
b. Jacuzzis, saunas, steam showers and other similar items;
c. Improvements required to repair, replace and maintain existing
fixtures, appliances, plumbing and mechanical fixtures, painting, and other similar
items; and/or
d. Upgrades or additions of decorative items, including lights, window
coverings and other similar items.
3. All Permitted Capital Improvement items and costs shall be approved by
the Town staff prior to being added to the Maximum Resale Price as defined herein.
4. The Maximum Annual Price or the actual price paid per Permitted Capital
Improvement, whichever is less, per the depreciation calendar listed above, may be
added to the Maximum Sales Price of a unit.
Carpet and Pad $4.00 per square foot
Hardwood or Wood Laminate $7.00 per square foot
Tile Floor and Base $10.00 per square foot
Clothes Washer $800.00
Clothes Dryer $800.00
Refrigerator $1,500.00
Range $900.00
Dishwasher $500.00
Over -the -Range Microwave $400.00
Baseboard $5.00 per linear foot
Window Casing $4.00 per linear foot
Interior Doors $200.00 per door
Counter Top $50.00 per square foot
Bath Tub Surround $5.00 per square foot
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December 6, 2016 - Page 105 c
5. The Maximum Annual Price includes the cost for materials and
installation. No exceptions will be made. Sweat equity shall not be added to the actual
expenses incurred.
6. If the Maximum Annual Price is less than the expense actually incurred by
an Owner the depreciation schedule will apply to the Maximum Annual Price.
7. The amount for Permitted Capital Improvements shall not exceed 15% of
the initial listed purchase price. For every ten-year period, from the date of original
purchase and deed restriction, another 15% of the purchase price may be added to the
value of the property for Permitted Capital Improvements.
8. The terms of the Master Deed Restriction shall apply to the above
Permitted Capital Improvements as well. See Paragraph 7 for specific detail.
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THE TOWN OF VAIL
EMPLOYEE HOUSING GUIDELINES
10-19-99
Town of Vail
Employee Housing Guidelines
10/19/99
Page 1 of 11
December 6, 2016 - Page 107 0
I. PURPOSE
The purpose of the Employee Housing Guidelines (Guidelines) is to set forth the occupancy
requirements, re -sale procedures, and resale price limitations for the Town of Vail deed
restricted for -sale employee housing. Additional information pertaining to Employee Housing
Unit deed restrictions can be found in the applicable Master Deed Restriction Agreement (Master
Deed Restriction) for the occupancy and resale of certain projects such as Vail Commons. Prior
to closing on a employee housing unit, the owner must sign an individual deed restriction which
references the Guidelines and the Master Deed Restriction which will be recorded at the closing,
and which will run with the property in perpetuity.
II. MAXIMUM RESALE PRICE
An owner may desire to sell a deed -restricted Employee Housing Unit provided that the resale
price and prospective purchaser meet the standards of the Guidelines and the Master Deed
Restriction. Resale price may not exceed:
A. The original price plus
B. An increment equal to 3% per annum of the original purchase price from the date
of purchase (prorated at the rate of 0.25% for each whole month of any part of
any year) plus
C. The value of capital improvements (including professional architect's fees) made
to the Employee Housing Unit not exceeding 10% of the original purchase price.
For every ten years from the date of original purchase and deed restriction,
another ten percent of the purchase price may be added to the value of the
property for capital improvements plus
D. The value of any special assessments made by a homeowner's association or by a
local government that has been paid by the owner.
Additional details regarding resale value as well as calculation methods are provided in the deed
restriction.
III. RESALE PROCEDURES
The deed -restricted unit must be listed for sale with the Town of Vail.
A. Listing the Unit with the Town of Vail: Staff Duties
1. An owner of an affordable housing unit desiring to sell should consult
with Town staff (Housing Division) and review the individual deed
restriction and the Master Deed Restriction covering the unit to determine
the maximum sales price permitted and other applicable provisions
concerning a sale. Unless otherwise provided in the Master Deed
Restriction, the unit must be listed for sale with the Town and the Town
Town of Vail
Employee Housing Guidelines
10/19/99
Page 2 of 11
December 6, 2016 - Page 108 0
staff or its designee will administer the sale in accordance with the
Guidelines in effect at the time of listing. There shall be a minimum
listing period of three months before a unit's price can be readjusted. Any
termination in the listing may require the payment of administrative and
advertising costs. The 1/2 percent of the sales price required to be
deposited with Town staff at time of listing will be forfeited. Costs
exceeding the amount of the deposit shall be paid by the owner.
2. The Guidelines are intended to ensure that ALL purchasers and ALL
sellers will be treated fairly and impartially. Questions will be answered
and help provided to any potential purchasers or sellers equally in
accordance with the current Guidelines. Listings, sales contracts,
extensions to contracts and closing documents will be prepared and all
actions necessary to consummate the sale shall be undertaken.
3. In pursuit of the above, the staff will be acting on behalf of the Town. It
should be clearly understood by and between all parties to a sales
transaction that the staff members are not acting as licensed brokers to the
transaction, but as representatives of the Town and its interests. They
shall nevertheless attempt to help both parties consummate a fair and
equitable sale in accordance with the then current Guidelines.
4. All purchasers and sellers are advised to consult legal counsel regarding
examination of title and all contracts, agreements and title documents.
The retention of such counsel, licensed real estate brokers, or such related
services, shall be at purchaser's or seller's own expense. The fees paid to
the Town are to be paid regardless of any actions or services that the
purchaser or seller may undertake or acquire.
B. Advertising the Sale: Bid Periods
1. After a unit is listed for sale with the Town, the Town will arrange to
advertise the unit for sale in two consecutive Friday editions of the Vail
Daily and the Vail Trail. When a unit is first listed, there is an initial two-
week bid period during which the unit will be advertised with two open
house dates when the unit may be viewed by interested parties. The initial
two-week bid period ends on the Friday after the second week of
advertising. If no bids are received during the initial bid period, there will
follow consecutive one-week bid periods, ending on Friday, until the unit
is sold.
2. If more than one bid is received during any bid period, the bids shall be
prioritized according to the criteria of the then current Guidelines. If more
than one bid is in top priority, a lottery will be held and the winner will be
Town of Vail
Employee Housing Guidelines
10/19/99
Page 3 of 11
December 6, 2016 - Page 109 0
notified. If the winner of the lottery does not proceed to contract within
five business days after notification, the next in line will be notified and so
on, until the unit is under contract for purchase. Back-up contracts in the
priority order set forth in the lottery will be accepted.
Prospective purchasers must be pre -qualified by a lender prior to
submitting a bid for affordable housing. Names of authorized lenders are
available from the Town. Town staff will be available to assist interested
parties with the purchase procedures and to answer any questions about
the process.
C. Sales and Other Fees:
1. Unless otherwise set forth in the Master Deed Restriction covering the
unit, at the closing of the sale, the seller will pay the Town a sales fee
equal to two (2) percent of the sales price. The Town may instruct the title
company to pay said fees to the Town out of the funds held for the seller at
the closing. Unless otherwise specified in the Master Deed Restriction, a
one-half percent (1/2%) fee is paid by the Seller at the time of listing,
which is applied to the total sales fee payable at closing. In the event that
the seller fails to perform under the listing contract, rejects all offers at
maximum price in cash or cash -equivalent terms, or should withdraw the
listing after advertising has commenced, that portion of the fee will not be
refunded. In the event that the seller withdraws for failure of any bids to
be received at maximum price or with acceptable terms, the advertising
and administrative costs incurred by the Town shall be deducted from the
fee, with the balance credited to the owner's sales fee when the property is
sold.
2. Conventional -type financing provisions (i.e. FNMA) are those which
provide, among other things, for the removal of the Master Deed
Restriction on the unit upon foreclosure of the mortgage if the Town does
not exercise its option to purchase the unit within a specified time
following foreclosure. Unless otherwise set forth in the Deed Restriction
covering the unit, upon the initial sale, resale or refinancing of units where
conventional -type financing provisions are used (the use of which shall be
at the sole discretion of the Town) there may be a fee charged by the
Town. The fee shall be paid by the mortgagor; shall be based on the
amount of the mortgage; shall be paid for each mortgage transaction; and
shall be deposited in the Town mortgage reserve fund account. If the fee
is paid on a unit and the unit is subsequently refinanced, the fee shall only
apply to that amount of the refinanced mortgage greater than the initial
mortgage upon which the fee was initially collected. The amount and
adequacy of the fee and the mortgage reserve fund shall be reviewed
Town of Vail
Employee Housing Guidelines
10/19/99
Page 4 of 11
December 6, 2016 - Page 110 0
annually as part of the review of the Guidelines.
D. Deed Restriction:
The purchaser must execute, in a form satisfactory to the Town and for recording
with the Eagle County Clerk concurrent with the closing of the sale, a document
acknowledging the purchaser's agreement to be bound by (1) the recorded Master
Deed Restriction covering the sale unit and (2) the then -current Guidelines.
IV. RESALE LOTTERY CRITERIA
A. There are six basic eligibility requirements which must be met prior to an individual
submitting a bid to purchase an employee -housing unit.
1. The applicant must intend to use the unit as his/her primary
residence and maintain it as his/her primary residence in the future.
2. The applicant must be currently employed at a business located
within Eagle County which holds a business license with the
appropriate jurisdiction (Town of Vail, Town of Avon, etc.), must
be employed an average of 30 hours each week on an annual basis,
and must maintain this level of employment for as long as he
or she owns the unit.
3. The applicant must demonstrate that at least 75% of his/her income and
earnings are earned by working at a licensed Eagle County business.
4. Neither the applicant nor any member of the applicant's immediate
family (including, but not limited to, spouse and children under 18
years of age) may own residential real estate in Eagle County at the
time of application, except where that real estate is deed restricted as
a Town of Vail employee housing unit with a resale appreciation cap.
A current residence may not be deeded to a corporation or other entity
in order to qualify the applicant for a Town of Vail deed restricted unit.
5. The applicant must be prequalified with a mortgage lender.
6. For all Town of Vail deed restricted three bedroom units, the applicant
must have a household size of 3 or more persons. For the purposes of
determining household size, applicants may include all persons related to
the applicant by blood, marriage, or adoption. If the applicant plans to
include dependents, they must be continuously listed on federal income tax
forms and reside in the household at least six months and one day out of
Town of Vail
Employee Housing Guidelines
10/19/99
Page 5 of 11
December 6, 2016 - Page 111 0
every 12 month period of time. A pregnancy may be counted towards the
family size requirement as long as a note from an Eagle County doctor is
provided.
B. Once basic eligibility has been met, the qualified person(s) submitting the highest
bid price (not to exceed the maximum bid price) during a bidding period shall
have the first right to negotiate purchase of the unit. If two or more qualified bids
are submitted at the highest bid price, they shall receive preference and be
prioritized for selection as the top bidder based on the highest score using the
criteria listed below. Each year of residency and employment in Eagle County
will count as one point in determining the total score. Additional points will be
determined as follows:
1. All current years of employment in Vail shall be weighted at 3:1 over
years of employment in Eagle County.
2. All current years of residency in Vail shall be weighted at 3:1 over years
of residence in Eagle County.
3. All years of residency and/or employment prior to a leave from Eagle
County shall be given points at a 1:1 ratio regardless of location of
residency or employment within Eagle County.
C. Notes:
1. The physical place of residence and employment is what counts, not the mailing
address.
2. Employment physically located on Vail Mountain shall be considered inside the
Town of Vail.
3. Employment requiring work to be completed at locations "on-site" throughout
Eagle County (e.g., construction sites) shall be considered outside the Town of
Vail.
4. Seasonal work and part time work shall be counted on a pro -rata basis. Seasonal
work and part time work alone may not be adequate to meet the 30 hours/week
average annual requirement. This type of work may need to augment other
employment to meet the minimum eligibility.
5. For the purposes of determining the standing of each applicant, each year of
residency (or employment) reflects one point. For the portion of time in excess of
a complete year, the Town will round to the next highest number if the time
exceeds six months and one day. If the time is less than six months, the Town
will round down.
Town of Vail
Employee Housing Guidelines
10/19/99
Page 6 of 11
December 6, 2016 - Page 112 0
6. If two individuals are applying jointly, the years of employment and/or residency
shall not be combined. The single individual with the longest record of
employment and/or residency shall use his or her record for the purposes of
determining longevity.
7. Persons who own residences located in Vail or Eagle County at the time of the
application deadline are not eligible.
8. All claims will be verified by Town of Vail staff. Claims of residence or
employment that do not check out or are un -verifiable will not be counted in
determining your longevity.
9. If there is a sole applicant in the top tier of the lottery, the scheduled lottery will
not be conducted and the unit will be awarded to the top tier applicant. A drawing
to establish the reserve list will be held in the Community Development office
during regular business hours and shall be witnessed by the Town Clerk.
10. The application and any accompanying documentation shall become the property
of the Town of Vail and will not be returned to the applicant.
D. For all resales of existing Town of Vail deed restricted units, a permanent reserve lottery
list will be used. The reserve list will be created using the exact same criteria outlined
above.
1. The first person on the list will be offered the unit available for resale. If that
person chooses not to take the unit, they will be dropped to the end of the list and
the next person will have the option to purchase the available unit and so on, until
a buyer is found.
2. The list will be updated by an annual lottery.
3. Separate reserve lists will be created for two bedroom and three bedroom units.
V. OCCUPANCY REQUIREMENTS
Once an Employee Housing Unit has been purchased, it must continue to be occupied in a
manner that is consistent with the goals and policies of the Town of Vail Housing Program. The
purchased Employee Housing Unit must be owner occupied by:
An employee, working in Eagle County who works an average of thirty hours per week
on an annual basis.
Town of Vail
Employee Housing Guidelines
10/19/99
Pane 7 of 11
December 6, 2016 - Page 113 0
Notes:
A retired individual, sixty years or older, who has worked a minimum of five years in
Eagle County for an average of thirty hours per week on an annual basis.
A. A leave of absence may be granted for one year, subject to clear and convincing
evidence which shows a reason for leaving and a commitment to return to the
Vail/Eagle County area may be approved by the Town. Said evidence shall be in
written form presented to the Town for review and recommendations 30 days
prior to leaving. The Leave of Absence shall be for one year and may, at the
discretion of the Town, be extended for one year, but in no event shall it exceed
two years. The unit must be rented during said year or years to residents who
comply with occupancy requirements. Rental periods shall be not less than 30
days. After verification and qualification of tenant(s), a copy of the executed
lease shall be furnished to the Town.
B. If the Employee Housing Unit is listed for sale and the owner must relocate to
another area, the unit may, upon approval of the Town, be rented prior to
completion of the sale to persons who comply with the occupancy requirements.
A letter must be sent to the Town of Vail Housing staff requesting permission to
rent the unit until sold. A lease of not less than (6) months must be provided to
the tenants with a sixty (60) day move out clause upon notification that the unit is
sold.
C. Occupants may request waivers to the provisions of this section by providing a
written request to the Town of Vail Housing staff, which will then be forwarded
to the Town Council for their consideration.
D. Co-signers may be allowed but shall not occupy the unit unless the occupancy
requirements of this section are met.
VI. ANNUAL VERIFICATION REQUIRED; PENALTIES FOR VIOLATION
A. No later than February 1st of each year, the owner of the restricted employee
housing unit shall submit two copies of a sworn affidavit on a form to be obtained
from the Community Development Department, to the Town of Vail Housing
Authority and the Town of Vail Community Development Department verifying
that the dwelling unit continues to be owner occupied in accordance with Section
V of the Guidelines, that the occupant has worked thirty hours per week for the
previous year, and where the occupant has worked.
B. If the Town determines that there has been a violation of the occupancy standards,
the owner of the restricted employee -housing unit shall be found to be in
noncompliance. Penalties the Town may assess against the owner include
eliminating resale gain and/or penalties found in the Town of Vail Municipal
Town of Vail
Employee Housing Guidelines
10/19/99
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December 6, 2016 - Page 114 0
Code Title 1, Chapter 4. Any misrepresentation by an applicant in submittal
material shall disqualify the applicant from purchasing an Employee Housing
Unit.
VII. SUBMITTAL REQUIREMENTS
In conjunction with completing an application to purchase an Employee Housing Unit, the
applicant shall provide, upon request by the Town, the following documentation as proof of
residency and employment:
A. Federal Income Tax return forms. Applicant must provide the last four (4) years
of Federal Income Tax Returns, an audited financial statement, or acceptable
documentation to the Town.
B. Verification of current employment in Vail or Eagle County (i.e., wage stubs,
employer name, address and phone number or other appropriate documentation as
requested by the Town).
C. Landlord verification (proof of residency, physical address).
D. Valid Colorado Driver's License (address, issue date).
E. Prequalification for a loan from a bank or mortgage company.
F. Deposits for down payment shall be verified by the holder of such funds.
G. Any co -ownership interests other than joint tenancy or tenancy -in -common must
be approved by the Town.
H. Signed authorization from the applicant allowing the Town of Vail to discuss
details with applicant's employer.
I. Any documentation which the Town deems necessary to make a determination.
VIII. FORECLOSURE
In the event of a foreclosure or of acceptance of a deed in lieu of foreclosure by the holder
(including here and hereinafter assigns of the holder) of the promissory note secured by a first
deed of trust on a deed restricted dwelling unit (hereinafter "the Property"), and subject to the
issuance of a public trustee's deed to the holder following the expiration of all statutory
redemption rights, the Town of Vail (the "Town") shall have the option to purchase the Property
which shall be exercised in the following manner:
Town of Vail
Employee Housing Guidelines
10/19/99
Pane 9 of 11
December 6, 2016 - Page 115 0
a. Notice.
The holder shall give such notice to the Town as is required by law in the foreclosure
proceeding.
Said notice shall be sent by certified mail, return receipt requested, and addressed
as follows:
Housing Division
Town of Vail
75 S. Frontage Road
Vail, CO 81675
b. Option to Purchase.
The Town shall have 30 days after issuance of the public trustee's deed or the acceptance
of a deed in lieu of foreclosure by the holder in which to exercise this option to purchase
by tendering to the holder, in cash or certified funds, an amount equal to the redemption
price which would have been required of the borrower or any person who might be liable
upon a deficiency on the last day of the statutory redemption period(s) and any additional
reasonable costs incurred by the holder during the option period which are directly
related to the foreclosure.
c. Title.
Upon receipt of the option price, the holder shall deliver to the Town a special warranty
deed, conveying the property to the Town. The holder shall convey only such title as it
received through the public trustee's deed and will not create or participate in the creation
of any additional liens or encumbrances against the Property following issuance of the
public trustee's deed to the holder. The holder shall not be liable for any of the costs of
conveyance to the Town or its designee.
d. Release.
In the event that the holder is issued a public trustee's deed and the Town does not
exercise the option to purchase, as provided herein, the Town shall cause to be recorded
in the records of the Clerk and Recorder of Eagle County a full and complete release of
the describe covenants affecting the Property which appear in said
records in Book at Page . Such release shall be placed of record
within 14 days after demand therefor by the holder following expiration of the option and
a certified copy of the release shall be mailed to the holder upon its recordation.
e. Perpetuities Savings Clause.
Town of Vail
Employee Housing Guidelines
10/19/99
Page 10 of 11
December 6, 2016 - Page 116 0
If any of the terms, covenants, conditions, restrictions, uses, limitations, obligations or
options created by this Option to Purchase shall be unlawful or void for violation of: (a)
the rule against perpetuities or some analogous statutory provision, (b) the rule restricting
restraints on alienation, or (c) any other statutory or common law rules imposing like or
similar time limits, then such provision shall continue only for the period of the lives of
the current duly elected and seated Town Council of the Town of Vail, Vail, Colorado,
their now living descendants, if any, and the survivor of them, plus twenty-one (21)
years.
f. Successors and Assigns.
g.
Except as otherwise provided herein, the provisions and covenants contained herein shall
inure to and be binding upon the heirs, successors and assigns of the parties hereto.
Modifications.
The parties hereto agree that any modification to this option to purchase shall be effective
only when made be writing s signed by both parties and recorded with the Clerk and
Recorder of Eagle County, Colorado.
IX. For additional information, contact the Housing Division of the Town of Vail Department
of Community Development.
Town of Vail
Employee Housing Guidelines
10/19/99
Page 11 of 11
December 6, 2016 - Page 117 0
ogiwe
EAGLE RIVER
WATER & SANITATION
DISTRICT
MEMORANDUM
TO: ERWSD Housing Sub -Committee
FROM: James Wilkins
DATE: September 2, 2016
RE: Housing Pricing Policy Discussion
Attached please find a spreadsheet I have put together with relevant information on median home price
and median family income (MFI) for Eagle County going back to 2000. The income data is from U.S.
Census Bureau, and the housing data is from a home price index compiled by Zillow. There is other data
available for historic home prices, including Land Title reports (which we don't have going back that far)
and some other non -local real estate businesses that track such data. In my research the Zillow data
ended up being the best available for a few reasons. First, it goes all the way back to 2000, month by
month; second, it excludes distressed property sales, which tend to skew market data to the lower -price
side ahead of the full market moving that direction. I have available a full write up on the methodology
and benefits of Zillow's approach if you need to review it. In comparing it to other data and my own
historical knowledge of the housing market over the past 17 years I believe it is very representative of
the Eagle County housing market.
The final five columns of the spreadsheet show the impact of using four different approaches to
valuation (or pricing) since 2000, starting with a home that cost $100,000 in 2000. The first uses the MFI
increase or decrease to price a home (the method I am proposing going forward to price our inventory);
the second shows increasing or decreasing by up to 3% per year (the method we currently use); the
third shows increasing by 3% per year (used for all TOV deed restricted units, including our units at Red
Sandstone); the fourth shows market, or what would have happened to a non -deed restricted home.
The fifth, and final, shows a 20% discount to market, a model that has been employed by the District in
the past.
As you can see, the current model used restricts the price the most, based on historical information, due
to what I see as its major downside: it doesn't fully account for the magnitude of price changes up and
down, therefore it captures comparatively more downside than upside. Obviously the market pricing
gives the most upside, but that is the model that has priced so many people out of today's housing
market. Surprisingly, the 3% increase per year provides the second highest value. While it's been said
(including by me) that the Red Sandstone units are more affordable now than they were 17 years ago,
that is not the case. In 2000 an average family would have spent 1.46 years of income on that $100,000
home; in 2016 they would have to spend 1.67 years of income to buy the $148,000 home. With the MFI
Clean Water. Quality Life.'"
846 Forest Road Vail, Colorado 81657 Tel (970) 476-7480 Fax (970) 476-4089 erwsd.org
December 6, 2016 - Page 118 c
Housing Pricing Policy Discussion Page 2 of 2
model they would, by definition, be spending the same 1.46 years of income in any of the years, as it
maintains parity each and every year. If our goal is to maintain affordability this, by definition,
accomplishes that.
The fifth model is the most volatile, as it tracks the open market at a 20% discount. While the current
value for the home in the attached model under this scenario is about $10,000 higher than the MFI
example, it has swung wildly over the surveyed period, with as much as a $20,000 discount to the MFI
model and over a $30,000 premium to the MFI model.
I would like to take some time (15 minutes or so) at next week's Strategic Housing Meeting to begin the
conversation with everyone on adopting this as a pricing model going forward. Please let me know your
thoughts and questions prior, so that I may incorporate those into our discussion.
Clean Water. Quality Life."
846 Forest Road Vail, Colorado 81657 Tel (970) 476-7480 Fax (970) 476-4089 erwsd.org
December 6, 2016 - Page 119 c
Historic Median Family Income and Median Home Price for Eagle County
Year Median Family Income MFI % Increase Median Home Price Housing Price Increase $ Housing Price Increase % Incr/Decr by MFI Incr/Decr by 3% Incr by 3% per Yr Incr/Decr by Market
2000 $ 68,100 5.9% $ 360,300 $ 30,500 9.2% $ 100,000 $ 100,000 $ 100,000 $ 100,000
2001 $ 70,500 3.5% $ 389,400 $ 29,100 8.1% $ 103,524 $ 103,000 $ 103,000 $ 108,077
2002 $ 74,900 6.2% $ 382,300 $ (7,100) -1.8% $ 109,985 $ 101,146 $ 106,000 $ 106,106
2003 $ 73,600 -41..72
1.7 $ $ 402,600 $ 20,300 5.3% $ 108,076 $ 104,180 $ 109,000 $ 111,740
2004 $ 76,700 4.2% 421,500 $ 18,900 4.7% $ 112,628 $ 107,306 $ 112,000 $ 116,986
2005 $ 79,950 4.2% $ 485,100 $ 63,600 15.1% $ 117,401 $ 110,525 $ 115,000 $ 134,638
2006 $ 79,600 -0.4% $ 595,700 $ 110,600 22.8% $ 116,887 $ 113,841 $ 118,000 $ 165,334
2007 $ 81,100 1.9% $ 646,700 $ 51,000 8.6% $ 119,090 $ 117,256 $ 121,000 $ 179,489
2008 $ 83,800 3.3% $ 695,600 $ 48,900 7.6% $ 123,054 $ 120,774 $ 124,000 $ 193,061
2009 $ 86,600 3.3% $ 638,500 $ (57,100) -8.2% $ 127,166 $ 117,150 $ 127,000 $ 177,213
2010 $ 85,000 -1.8% $ 555,100 $ (83,400) -13.1% $ 124,816 $ 113,636 $ 130,000 $ 154,066
2011 $ 83,700 -1.5% $ 504,500 $ (50,600) -9.1% $ 122,907 $ 110,227 $ 133,000 $ 140,022
2012 $ 84,800 1.3% $ 466,300 $ (38,200) -7.6% $ 124,523 $ 106,920 $ 136,000 $ 129,420
2013 $ 85,700 1.1% $ $ 489,000 $ 22,700 4.9% $ 125,844 $ 110,128 $ 139,000 $ 135,720
2014 $ 86,900 1.4% 522,100 $ 33,100 6.8% $ 127,606 $ 113,431 $ 142,000 $ 144,907
2015 $ 86,200 -0.8% $ 560,400 $ 38,300 7.3% $ 126,579 $ 116,834 $ 145,000 $ 155,537
2016 $ 88,400 2.6% $ 621,800 $ 61,400 11.0% $ 129,809 $ 120,339 $ 148,000 $ 172,578
December 6, 2016 - Page 120 of 163
Introduction
In setting out to create a new home price index, a major problem Zillow sought to overcome in existing
indices was their inability to deal with the changing composition of properties sold in one time period
versus another time period. Both a median sale price index and a repeat sales index are vulnerable to
such biases (see the analysis here for an example of how influential the bias can be). For example, if
expensive homes sell at a disproportionately higher rate than less expensive homes in one time period,
a median sale price index will characterize this market as experiencing price appreciation relative to the
prior period of time even if the true value of homes is unchanged between the two periods.
The ideal home price index would be based off sale prices for the same set of homes in each time period
so there was never an issue of the sales mix being different across periods. This approach of using a
constant basket of goods is widely used, common examples being a commodity price index and a
consumer price index. Unfortunately, unlike commodities and consumer goods, for which we can
observe prices in all time periods, we can't observe prices on the same set of homes in all time periods
because not all homes are sold in every time period.
The innovation that Zillow developed in 2005 was a way of approximating this ideal home price index by
leveraging the valuations Zillow creates on all homes (called Zestimates). Instead of actual sale prices on
every home, the index is created from estimated sale prices on every home. While there is some
estimation error associated with each estimated sale price (which we report here), this error is just as
likely to be above the actual sale price of a home as below (in statistical terms, this is referred to as
minimal systematic error). Because of this fact, the distribution of actual sale prices for homes sold in a
given time period looks very similar to the distribution of estimated sale prices for this same set of
homes. But, importantly, Zillow has estimated sale prices not just for the homes that sold, but for all
homes even if they didn't sell in that time period. From this data, a comprehensive and robust
benchmark of home value trends can be computed which is immune to the changing mix of properties
that sell in different periods of time (see Dorsey et al. (2010) for another recent discussion of this
approach).
For an in-depth comparison of the Zillow Home Value Index to the Case Shiller Home Price Index, please
refer to the Zillow Home Value Index Comparison to Case-Shiller
Each Zillow Home Value Index (ZHVI) is a time series tracking the monthly median home value in a
particular geographical region. In general, each ZHVI time series begins in April 1996. We generate the
ZHVI at seven geographic levels: neighborhood, ZIP code, city, congressional district, county,
metropolitan area, state and the nation.
Underlying Data
Estimated sale prices (Zestimates) are computed based on proprietary statistical and machine learning
models. These models begin the estimation process by subdividing all of the homes in United States into
micro -regions, or subsets of homes either near one another or similar in physical attributes to one
another. Within each micro -region, the models observe recent sale transactions and learn the relative
contribution of various home attributes in predicting the sale price. These home attributes include
physical facts about the home and land, prior sale transactions, tax assessment information and
December 6, 2016 - Page 121 0
geographic location. Based on the patterns learned, these models can then estimate sale prices on
homes that have not yet sold.
The sale transactions from which the models learn patterns include all full -value, arms -length sales that
are not foreclosure resales. The purpose of the Zestimate is to give consumers an indication of the fair
value of a home under the assumption that it is sold as a conventional, non -foreclosure sale. Similarly,
the purpose of the Zillow Home Value Index is to give consumers insight into the home value trends for
homes that are not being sold out of foreclosure status. Zillow research indicates that homes sold as
foreclosures have typical discounts relative to non -foreclosure sales of between 20 and 40 percent,
depending on the foreclosure saturation of the market. This is not to say that the Zestimate is not
influenced by foreclosure resales. Zestimates are, in fact, influenced by foreclosure sales, but the
pathway of this influence is through the downward pressure foreclosure sales put on non -foreclosure
sale prices. It is the price signal observed in the latter that we are attempting to measure and, in turn,
predict with the Zestimate.
Market Segments
Within each region, we calculate the ZHVI for various subsets of homes (or market segments) so as to
afford greater insight into what is happening in a particular market. All market segments are shown in
the table below. Only residential properties are included in the ZHVI calculation. Non-residential
properties, such as office buildings, shopping centers and farms are not included.
One very useful form of market segmentation that we produce is based on the distribution of home
values within the metropolitan area. Here we assign properties into one of three tiers based on their
Zestimates on a particular date: top, middle or bottom tier. The thresholds for the price tiers vary from
metro to metro and are determined by the distribution of home values in each metro. Since Zestimates
are time -dependent, a property may belong to different price tiers at different dates. To reduce tier
switching, we exclude properties near the boundaries of price tiers when assigning tiers. Thus, the sum
of Zestimates in all three tiers does not equal the number of Zestimates for the "All Homes" market
segment.
Table 1: Market Segments for Zillow Home Value Index
Market Segment
Number of Zestimates
Description
All Homes
87.3 M
Single family + condominium + cooperative
Single Family
78.1 M
Single family only
Condo
9.2 M
Condominium + cooperative only
0 or missing
31.6 M
0 Bedroom or missing
1 Bedroom
1.7 M
1 Bedroom
2 Bedroom
11.1 M
2 Bedroom
3 Bedroom
28.6 M
3 Bedroom
December 6, 2016 - Page 122 0
4 Bedroom
11.7 M
4 Bedroom
5+Bedroom
2.7 M
5 Bedroom or more
Top Tier
27.0 M
Top price tier among homes within the same
metropolitan
Middle Tier
27.0 M
Middle price tier among homes within the same
metropolitan
Bottom Tier
27.0 M
Bottom price tier among homes within the same
metropolitan
Methodology
Using the estimated market value of every home as represented in the Zestimate, the main steps in the
construction of the ZHVI are as follows:
Calculate Raw Median Zestimates
Adjust for Any Residual Systematic Error
Apply Henderson Moving Average Filter
Apply Seasonal Adjustment
Final Quality Control
Calculating Raw Median Zestimates
Let t be a discrete independent time variable with a value at the end of each month. Let H(t) be an M by
N matrix with each element hij(t) representing the number of homes at time t for the i-th market
segment in the j-th geographical region, where M is the total number of market segments and N is the
total number of unique regions having a minimum required number of Zestimates. Currently, we have
M=12 and N=77,590. Geographical regions include national, state, metro, county, city, ZIP code and
neighborhood. The Number of Zestimates column in Table 1 above represents the number of homes in
the i-th element of hij when j='National' and t='Nov-2013'.
Let zij(t) be the vector of Zestimates of all homes at time t having length hij(t) for i-th market segment
and j-th region. The raw median Zestimate, rij(t), for i-th market segment and j-th region is defined as:
rij(t)=Median(zij(t))
rij(t) is the median Zestimate and is an element of the M by N matrix R(t). In order to ensure reliability
and stability, we only compute rij when hij(t) is above some minimum threshold. For November 2013,
there are a total of 389,451 market segments by regions for which the median could be computed:
Count{rij(t) #NA, for i=1,..M and j=1,..N} is 389,451.
December 6, 2016 - Page 123 0
Table 2: Number of regions by market segment having raw median Zestimates
Market
Segment
National
State
MSA
County
City
Neighborhood
Zip
Total
All Homes
1
51
917
2,830
23,057
8,664
24,460
59,980
Single Family
1
51
917
2,828
22,976
8,068
24,249
59,090
Condo
1
51
507
895
4,189
2,916
6,629
15,188
0 or missing
1
51
868
2,464
14,023
3,304
15,097
35,808
1 Bedroom
1
51
537
1,097
2,112
1,080
3,418
8,296
2 Bedroom
1
51
742
1,821
9,173
3,083
11,870
27,461
3 Bedroom
1
51
817
2,105
13,310
5,523
15,796
37,603
4 Bedroom
1
51
766
1,829
8,633
3,124
11,485
25,889
5+Bedroom
1
51
619
1,249
3,524
1,018
5,648
12,110
Top Tier
1
51
913
1,681
12,554
4,112
14,862
34,184
Middle Tier
1
51
913
1,704
14,058
4,877
16,364
37,968
Bottom Tier
1
51
913
1,676
12,941
5,119
15,173
35,874
Adjust for Any Residual Systematic Error
Zestimate errors are both time and region dependent. While the errors produced by the Zestimate
algorithm are generally equally distributed above and below the actual sale price, there can be some
residual systematic error detected once more historical sales are known (systematic error here is
defined as the median raw error being slightly greater or less than zero). In this event, raw median
Zestimates are adjusted through the use of a correction factor in the manner described below.
Let uij(t) be the median home value free of systematic error. Then, the raw median Zestimate can be
expressed in terms of uij(t) as:
rij(t)= {1+ bj(t)} * uij(t)
where bj(t) is the systematic error in Zestimates representing the median fluctuation of Zestimates
above or below the actual sold prices within the time window centered around t for the j-th region. We
calculate the Zestimate systematic error as:
bj(t)= Median({zj(t-1)- sj(t)}/sj(t))
where sj(t) is a vector of sale prices and zj(t-1) are Zestimates corresponding to the same properties as
sj(t) but with the estimated sale price taken from the period immediately prior to the actual sale (to
December 6, 2016 - Page 124 0
ensure that the estimate has not been influenced by the sale). The vector of sales, sj(t), is obtained
through the following approach:
Find all sales within a 30 -day window centered on t.
Increase the window on either side of time t until at least 100 transactions are obtained for region j.
The maximum length of the window is 365 days.
For time t at the two endpoints of the time series, a maximum window length of 182 days is imposed.
Fit a natural cubic smoothing spline with knots evenly spaced every twelve months to the time series
bj(t) to remove noise.
If fewer than 100 transactions are present, then shrink the bj(t) towards zero.
After computing bj(t), the adjusted median of Zestimates is an M by N matrix U(t) calculated as:
uij(t)= rij(t)/{1+ bj(t)}
Apply Henderson Moving Average Filter
We apply a 5 -term Henderson moving average filter to U(t) to reduce noise in the data. This filter was
derived by Henderson, R. (1916). The filter weights applied in the middle of a time series are symmetric,
while the end filter weights are asymmetric.
MA(t) = w1U(t-2)+ w2U(t-1)+w3U(t)+ w4U(t+1)+ w5U(t+2)
where
w = (-0.07343, 0.29371, 0.55944, 0.29371, -0.07343) for the middle points: t = 3, 4, .. , TMax-2
w = (-0.04419, 0.29121, 0.52522, 0.22776, 0) for t = TMax -1
w = (0, 0.22776, 0.52522, 0.29121,-0.04419) for t = 2
w = (-0.13181, 0.36713, 0.76467,0, 0) for the end point: t = TMax
w = (0, 0, 0.76467, 0.36713, -0.13181) for the start point: t = 1
The resultant M by N matrix MA(t) is a smooth estimate of the median home value free of residual
systematic error. This may not be as necessary for large regions such as the nation and states because of
the large available data set, but it is applied to all levels for consistency.
Apply Seasonal Adjustment
Home sales are affected by seasons within the same year. Adjusting for seasonality is desirable so that
the trend is more apparent for ease of comparison and forecasting. Since Zestimates and the ZHVI
depend on sale prices, the time series MA(t) does contain some seasonality. We remove this seasonality
using a seasonal -trend decomposition procedure (STL) based on the Loess method developed by
Cleveland et al. (1990). STL is a filtering procedure for decomposing a time series into seasonal, trend
and remainder components:
MA(t)= S(t)+T(t)+ RE(t)
December 6, 2016 - Page 125 c
where S(t), T(t) and RE(t) are the seasonal, trend and remainder components respectively. We remove
seasonality by adding the trend and remainder components to form the seasonally adjusted ZHVI:
ZHVI(t)= T(t)+ RE(t)
The remainder component, RE(t), represents irregular features in the time series which we preserved.
Final Quality Control
The time series matrix ZHVI(t) has the same dimension as H(t) which is M by N (as noted, 12 x 77,590).
While this theoretically could produce almost 1 million different time series, in practice many time series
are eliminated because of data sparseness or temporal volatility. A four-star quality rating function is
applied to every ZHVI time series. The variables feed to this function are features associated with each
ZHVI time series. They include:
Number of Zestimates
Number of transactions in most recent three months
Temporal volatility measured by annualized, monthly and quarterly change
Number of outliers
Gaps
Jumps
Disclosure or non -disclosure states
After suppressing those with star ratings below 2, there are 242,362 unique deliverable ZHVI time series
for the report period ending November 2013.
Table 3: Number of deliverable ZHVI time series by region level and market segment
Market
Segment
National
State
MSA
County
City
Neighborhood
Zip
Total
All Homes
1
49
485
947
10,647
5,176
12,602
29,907
Single Family
1
49
486
946
10,623
4,955
12,507
29,567
Condo
1
48
347
600
3,467
2,087
5,434
11,984
0 or missing
1
49
425
813
6,072
2,116
7,315
16,791
1 Bedroom
1
47
311
539
1,469
762
2,388
5,517
2 Bedroom
1
48
447
840
6,376
2,911
8,649
19,272
3 Bedroom
1
48
511
998
8,746
4,140
11,131
25,575
4 Bedroom
1
50
509
956
6,863
2,708
9,346
20,433
December 6, 2016 - Page 126 c
5+Bedroom
1
46
426
769
3,073
959
4,986
10,260
Top Tier
1
47
533
915
8,744
3,030
10,899
24,169
Middle Tier
1
50
493
860
9,943
3,814
11,676
26,387
Bottom Tier
1
48
486
831
7,927
3,302
9,905
22,500
Restatement of the ZHVI
ZHVIs for all geographic regions and market segments are updated every month. Since there is variable
latency in Zillow's receipt of transactional data from public records, Zillow's estimate of residual
systematic error can change as new transactions arrive. Historical estimates of systematic error are
recalculated monthly and incorporated into revised ZHVI time series. As a result, there can be
restatements of the ZHVI for up to three years from initial reporting date.
Impact of Methodology Change: November 2013
With the release of November 2013 Zillow Home Value Index (ZHVI) data, we have improved the
underlying valuation model, introduced additional data filtering algorithms and developed a new
approach to dealing with residual systematic error. The result of these changes led to a 24.1% increase
in the number of regions for which Zillow reports a ZHVI (see Table 4). The historical values for the ZHVI
have been restated with these changes, leading to slightly higher current estimate of the median home
value nationally. The revised ZHVIs are qualitatively similar to the ZHVI computed using the previous
methodology, although the new time series are significantly smoother.
Table 4: Increase in reporting regions by region type from the previous (Oct. 2013) and new (Nov. 2013)
methodologies
The new valuation model and data filtering algorithms have led to a restatement of past values for the
ZHVI. Figures 1 and 2 compare the ZHVI for the old versus new methodology for the US and for the
Composite 20 metropolitan markets. The revision of the ZHVI has generally raised the overall estimated
median value of homes. The national median home value is higher by 3.2%: $168,000 versus $162,800
with the previous methodology. The increase is due to better accuracy of the new valuation model and
December 6, 2016 - Page 127 c
Oct. ZHVI
Nov. ZHVI
Increase
States
44
49
11.4%
Metros
389
485
24.7%
Counties
744
947
27.3%
Cities
8,535
10,647
24.7%
Neighborhoods
4,190
5,176
23.5%
ZIP Codes
10,205
12,602
23.5%
Total
24,107
29,906
24.1%
The new valuation model and data filtering algorithms have led to a restatement of past values for the
ZHVI. Figures 1 and 2 compare the ZHVI for the old versus new methodology for the US and for the
Composite 20 metropolitan markets. The revision of the ZHVI has generally raised the overall estimated
median value of homes. The national median home value is higher by 3.2%: $168,000 versus $162,800
with the previous methodology. The increase is due to better accuracy of the new valuation model and
December 6, 2016 - Page 127 c
better screening of transactions that are normally excluded from the ZHVI (e.g., foreclosures and
foreclosure re -sales).
Figure 1: Comparison of new and old ZHVI methodologies (U.S)
$200K
$19OK
$180K
$17O K
$180K
$150K
$140K
$130K
$120K
$110K
$100K
$90K
$80K
$TOK
Index Comparison
USA
- ZHVI(Old Methodology)
+ ZHVI(New Methodo ogy)
III IIIII IIIII i I IIIII Hui IIIII IIIII IIiiI imi Iilii IIIII IIIII IiIIi Hill!! IIiIi Iiiii IIIII IIIII IIIII 11111 11111 Him Hui mil IIIII 1111111
a o ❑�
a
a o� a o� a o a o a o� a o� a v� a� o a o� a ❑� a o� a o� a 0 a o a"�+ o� g�!
Date
December 6, 2016 - Page 128 c
Figure 2: Comparison of new and old ZHVI methodologies (Composite 20)
$340K
$320K
$300K
$280K
$260K
$240K
X
0
-0 $22010
$200K
$180K
5160K
$'14014
$1120K
$100K
- ZHVI(Old Methodology)
+ ZHVI(New Methodo ogy)
Index Comparison
Composite 20
1
90 9 0. 9 ' .0 SP SC' AiN A 0' 0' A A PP` AP` 5P A`' SP SP 0 0 03. 0 0 ° 4.a '�° o. N '''' '`(1' '`(1' ''''b
o4 a o� a 04 ap a+ o a a a a o a ❑� a o'4 a4 ❑ a a a o a o a ❑� a 4, a a 0'44.„.140-
Date
4 o
Date
Qualitatively, the restated ZHVIs are similar to the ZHVIs calculated using the previous methodology,
although they have less volatility, particularly on a shorter time scales. The size and direction of the
revision depends very much on the region, although the ZHVI year -over -year change is typically revised
downward for areas that have experienced high price appreciation. For example, the November year -
over -year change for Phoenix has been revised downward from 19.4% to 15.0%. In addition to revisions
due to the more accurate valuation method and improved transaction filtering, the new approach to
correcting residual systematic error also contributes somewhat to the restatement of the index levels.
November 2013 Methodology Revision Details
The methodology improvements released with the November 2013 data were based on three main
areas. First, the ZHVI has been rebased on the latest valuation model that produces the Zestimates.
Second, new and improved filtering algorithms were incorporated to screen out bad transactional data.
December 6, 2016 - Page 129 0
Third, the approach to estimate the systematic error correction was updated. These are discussed
below.
More Accurate Valuation Model: The November 2013 ZHVI release incorporated the latest version of
the home valuation model, which is the model that produces the Zestimate. This latest version resulted
in a significant increase in the accuracy of the Zestimate (which is 13% more accurate than a year ago).
Accuracy was especially improved for high-end homes (30% improvement), waterfront homes and
homes in less urban areas. The new valuation model resulted in moderate revisions to the national ZHVI,
resulting in a small increase the overall level of the ZHVI and somewhat damped peak -to -trough cycles.
Improved Transaction Filtering: The November 2013 ZHVI also took advantage of improved filtering on
transactional data. This change impacts the ZHVI indirectly through a corresponding improvement in the
valuation model (see above) and more directly through more accurate correction for residual systematic
error. The valuation algorithm and the ZHVI exclude transactions that are not representative of what is
considered a full -value, arms -length transaction between a buyer and a seller. This definition excludes
transactions such as foreclosures, foreclosure re -sales, estate sales and intra -family transfers. In doing a
better job of identifying these transactions, the ZHVI has increased on a national basis as well as in many
regions. For example, the current ZHVI for Sacramento is $300,000 under the revised methodology
versus $284,500 under the previous methodology, a 5.4% increase in level.
Systematic Error Correction: The systematic error correction is based on comparing the transactions
versus the Zestimate for a time period. Since transactions are relatively sparse, particularly in smaller
geographic regions, the new systematic error correction method smooths the bias over time and shrinks
the estimate towards zero. The smoothing procedure is based on fitting a natural cubic spline with knots
evenly spaced every twelve months. Specifically, the smoothed value is given by the predicted value
from the model.
= ,fin + , t + Q -2t2 + i3 + 4
— i
For regions with fewer than 100 transactions in a time period, the resulting smoothed estimate of bias
will be shrunk towards zero.
New Coverage of ZHVI by County
New coverage of ZHVI (green) in addition to the old coverage (blue) is shown in the interactive map
below:
References
Henderson, R. (1916). Note on Graduation by Adjusted Average. Transactions of the American Society of
Actuaries, 17, 43-48.
Cleveland, R.B, Cleveland, W.S., McRae, J.E., and Terpenning, I. (1990). STL: A Seasonal -Trend
Decomposition Procedure Based on Loess. Journal of Official Statistics, 6, 3-73.
Dorsey, R.E., Hu, H., Mayer, W.J., & Wang, H. (2010). Hedonic versus repeat -sales housing price indexes
for measuring the recent boom -bust cycle. Journal of Housing Economics, 19 (2), 75-93.
December 6, 2016 - Page 130 0
December 6, 2016 - Page 131 0
TOWN Of9
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: Comprehensive Open Lands Plan - Update
PRESENTER(S): Chris Neubecker, Planning Manager and Tom Braun, Braun Associates, Inc.
ACTION REQUESTED OF COUNCIL: The Community Development Department requests that
the Town Council review the attached materials and presentation during the meeting, and provide
feedback on the proposed update process. Specifically, does the Town Council support the
proposed planning methods, scoping sessions, and public outreach process?
BACKGROUND: The Town is implementing a process to update the 1994 Comprehensive Open
Lands Plan (the Plan). The Plan is 22 years old and it is time to evaluate how the existing Plan has
performed, how it can be improved to better address today's needs and what additional actions, if
any, should be considered.
STAFF RECOMMENDATION: The Community Development Department recommends that the
Town Council review the attached materials and presentation during the meeting, and provide
feedback on the proposed update process.
ATTACHMENTS:
Description
Memo - Comprehensive Open Lands Plan Update
Presentation - Comprehensive Open Lands Plan Update
December 6, 2016 - Page 132 0
TOWN OF5111.11)
Memorandum
TO: Vail Town Council
FROM: Community Development Department
DATE: December 6, 2016
SUBJECT: Comprehensive Open Lands Plan - Update
I. PURPOSE
The purpose of this memo and presentation are to provide an update to the Town Council on
the 1994 Comprehensive Open Lands Plan. We request that the Town Council review the
attached presentation materials and provide feedback on the proposed update process.
Specifically, does the Town Council support the proposed planning methods, scoping sessions,
and public outreach process?
II. BACKGROUND
In 1994, the Town of Vail adopted the Comprehensive Open Lands Plan. The purpose of the
Plan was "to identify and develop strategies for acquiring or protecting key remaining open
lands in Vail that would be valuable for recreation, protecting sensitive environmental resources,
extending or connecting trails, providing adequate neighborhood open space, and creating a
small amount of contingency land for unforeseen needs (e.g. employee housing, public
facilities). These "public needs" lands, while included in this Plan, would be purchased from
sources other than the RETT fund."
The Town is implementing a process to update the 1994 Comprehensive Open Lands Plan (the
Plan). The Plan is now 22 years old and it is time to evaluate how the existing Plan has
performed, how it can be improved to better address today's needs and what additional actions,
if any, should be considered. The process for updating the Plan will involve revisiting the
existing Plan to identify initiatives that have been addressed (and those that have not);
evaluating via a community engagement process the goals, objectives and initiatives of the
existing Plan; and drafting an updated plan with goals, objectives and initiatives identified during
the process and as necessary to address the community's needs.
III. OBJECTIVES
As part of the Plan update process, Tom Braun of Braun Associates, Inc. will be presenting to
Town Council a framework for how the Plan will be evaluated, and how members of the
community will be encouraged to participate in the planning process. During the work session,
we ask the Town Council to provide feedback on the proposed framework.
IV. STAFF RECOMMENDATION
Staff requests that the Town Council review the attached materials and presentation during the
meeting, and provide feedback on the proposed update process. Specifically, does the Town
Council support the proposed planning methods, scoping sessions, and public outreach
process?
V. ATTACHMENTS
1. Update to the 1994 Comprehensive Open Lands Plan
December 6, 2016 - Page 133 0
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL
December 6, 2016 - Page 134 ONIIIMPB luINC
N
Process for Updating Open Lands Plan
1. Evaluation of Plan
2. Community scoping sessions
3. Background work
4. Community meetings
5. Prepare draft plan
6. Formal review process
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL
December 6, 2016 - Page 135 of WP-E1��-1
1. Evaluation of Plan
• What's been accomplished, what's left to do
(Action Items)
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00366
• How Plan relates to other master plans
• Objective critique of Plan
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL.
December 6, 2016 - Page 136 of 3 1ZAU N
Page
2. Community scoping sessions
Purpose - inform and engage the community, find out
what is on their minds.
Two meetings
• Late December and early January
Open House format
• 5-6 Informational kiosks
Variety of methods to obtain input
Web -based method for obtaining more feedback
Town Council Update
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL
December 6, 2016 - Page 137 of. MPE3I ALX N
CIAJ I.S, INC
3. Background Work
• Develop framework for Plan
• Graphics
• Site and property evaluations
• Outreach to Partners, by way of example:
USFS
Vail Resorts
VRD
Eagle County Open Space and Trails
Eagle Valley Land Trust
Eagle River Watershed Council
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL
December 6, 2016 - Page 138 ofUINC
N
4. Community Meetings
Anticipate two meetings:
• Present what we've heard and potential
ideas.. . - Get feedback
• Present refined ideas Get feedback
• Update to Town Council
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL
December 6, 2016 - Page 139 ofUINC
N
5. Prepare draft plan
the heavy lifting ...
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL
December 6, 2016 - Page 140 of. WP-P)1r1L.X N
CIAJ I.S, INC
•
6. Formal review process
Release draft Plan for 30 day "referral period"
• PEC review
• Town Council review
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL
December 6, 2016 - Page 141 ofUINC
N
Update to the
1994 Comprehensive Open Lands Plan
TOWN OF VAIL
December 6, 2016 - Page 142 of,.1NiP.E1 I11LI N
CIAJ I.S, INC
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: October 2016 Sales Tax Report
ATTACHMENTS:
Description
October Sales Tax Report
TOWN Of 9
December 6, 2016 - Page 143 0
MEMORANDUM
November 29, 2016
To: Vail Town Council
Stan Zemler
Kathleen Halloran
From: Johannah Richards
Re: October Sales Tax
Vail will collect an estimated $56,000 in additional October sales tax to
bring collections up to $892,231. October will be up 6.8% or $56,582 from
October 2015 and up 5.8% or $49,004 from budget. Year to date would be up
3.2% or $643,287 from 2015 and up 1.75% or $359,455 from budget.
December 6, 2016 - Page 144 0
Month
2005
2006
2007
2008
2009
2010
Town of Vail
Sales Tax Worksheet
11/29/2016
2011 2012 2013
2014
2015 Budget
2016
Collections
Budget
Variance
% Change
from
2015
% Change
from
Budget
January
2,275,967
2,597,985
2,783,306
2,976,655
2,619,673
2,564,383
2,795,688
2,855,524
3,145,620
3,483,245
3,696,798
3,722,428
3,738,266
15,838
1.12%
0.43%
February
2,429,377
2,527,130
2,718,643
3,071,615
2,588,889
2,577,360
2,803,136
2,994,580
3,267,351
3,477,419
3,593,947
3,727,134
3,745,497
18,363
4.22%
0.49%
March
2,785,101
2,852,954
2,986,446
3,327,304
2,504,567
2,685,004
3,143,418
3,185,859
3,650,157
3,788,185
4,053,961
4,143,010
4,225,353
82,343
4.23%
1.99%
April
915,554
1,280,324
1,330,740
1,098,918
1,235,941
1,156,934
1,191,690
1,183,087
1,069,186
1,280,641
1,370,929
1,341,310
1,088,699
(252,611)
-20.59%
-18.83%
May
458,770
449,283
545,874
622,103
516,150
421,925
473,292
487,739
563,602
607,729
584,454
632,924
653,434
20,510
11.80%
3.24%
June
834,913
805,362
953,017
918,061
717,233
873,765
895,951
963,143
1,023,801
1,153,247
1,242,400
1,232,687
1,317,067
84,380
6.01%
6.85%
July
1,166,183
1,255,243
1,265,781
1,397,842
1,121,860
1,228,767
1,481,329
1,573,499
1,654,161
1,829,102
1,937,989
1,954,345
2,052,755
98,410
5.92%
5.04%
August
993,985
1,055,614
1,162,746
1,349,795
1,068,391
1,147,352
1,310,471
1,380,710
1,507,048
1,674,813
1,702,579
1,760,820
1,844,156
83,336
8.32%
4.73%
September
795,807
832,549
908,318
834,569
753,754
761,425
889,945
978,037
994,135
1,054,015
1,240,277
1,184,930
1,344,812
159,882
8.43%
13.49%
October
566,173
614,396
688,519
662,767
581,033
594,362
623,420
644,577
755,133
752,295
835,649
843,227
836,231
(6,996)
0.07%
-0.83%
Total
13,221,830
14,270,840
15,343,390
16,259,629
13,707,491
14,011,277
15,608,340
16,246,755
17,630,194
19,100,691
20,258,983
20,542,815
20,846,270
303,455
2.90%
1.48%
November
713,117
799,582
747,877
719,109
651,873
701,075
788,430
825,873
947,627
962,344
997,100
1,046,566
December
2,549,032
2,771,258
2,821,871
2,652,628
2,553,974
2,963,763
3,184,645
2,973,826
3,422,178
3,818,096
3,885,849
3,998,619
Total
16,483,979
17,841,680
18,913,138
19,631,366
16,913,338
17,676,115
19,581,415
20,046,454
21,999,999
23,881,131
25,141,932
25,588,000
December 6, 2016 - Page 145 of 163
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: September Business Review
ATTACHMENTS:
Description
September Business Review
TOWN IfO
December 6, 2016 - Page 146 0
TOWN ofvain
75 South Frontage Road West
Vail, Colorado 81657
vailgov.com
Vail Business Review
September 2016
November 21, 2016
Finance Department
970.479.2100
970.479.2248 fax
The September Vail Business Review breaks down the four percent sales tax collected
for September and year to date through third quarter 2016. Overall September sales tax
increased 8.3% with Retail increasing 14.9%, Lodging increased 7.1%, Food and
Beverage decreased 5.5% and Utilities/Other (which is mainly utilities but also includes
taxable services and rentals) increased 32.4%. Excluding the Out of Town category,
sales tax for the month of September was up 3.8%. Year to date through third quarter
resulted in a 3.0% increase overall with Retail increasing 3.4%, Lodging increased
3.7%, Food and Beverage decreased .01 % and Utilities/Other increased 8.0%.
Excluding the Out of Town category, year to date through third quarter sales tax is up
1.7%.
Electronic filing and payment of Vail sales tax is now an option. Please
visit www.vailgov.com/epav
Town of Vail sales tax forms, the Vail Business Review and the sales tax worksheet are
available on the internet at www.vailgov.com. You can subscribe to have the Vail
Business Review and the sales tax worksheet e-mailed to you automatically
from www.vailgov.com.
Please remember when reading the Vail Business Review that it is produced from sales
tax collections, as opposed to actual gross sales.
If you have any questions or comments please feel free to call me at (970) 479-2125 or
Kathleen Halloran at (970) 479-2116.
Sincerely,
Sally Lorton
Sales Tax Administrator
December 6, 2016 - Page 147 0
TOW I OF VAIL
September
TOWN OF VAIL BUSINESS REVIEW
Sales Tax Newsletter
September 2016 Sales Tax
September
2015
Collections
September
2016
Collections
September
Change
VAIL VILLAGE
Retail
Lodging
F&B
Other
Total
LIONSHEAD
Retail
Lodging
F&B
Other
164,829
149,461
247,898
9,587
571,774
41,717
82,033
69,495
5,169
190,188
179,452
271,902
18,503
660,045
41,837
107,736
57,987
5,189
15.39 %
20.07 %
9.68
93.01 %
15.44 %
0.29
31.33
-16.56 %
0.39 %
Total 198,413 212,749 7.23 %
CASCADE VILLAGE/EAST VAIL/SANDSTONE/WEST VAIL
Retail 118,064 122,040 3.37 %
Lodging 58,414 22,233 -61.94 %
F & B 67,788 34,165 -49.60 %
Other 5,011 6,976 39.22
Total 249,276 185,414 -25.62 %
OUT OF TOWN
Retail 117,462 153,725 30.87 %
Lodging 5,110 6,462 26.45
F & B 803 555 -30.87 %
Utilities & Other 98,341 125,731 27.85
Total 221,716 286,473 29.21 %
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December 6, 2016 - Page 148 0
September
TOWN OFTOWN OF VAIL BUSINESS REVIEW
VAIL
Sales Tax Newsletter
September 2016 Sales Tax
TOTAL
September
2015
Collections
September September
2016 yo
Collections Change
Retail 442,071 507,790 14.87
Lodging And Property Mgmt 295,018 315,883 7.07
Food and Beverage 385,984 364,609 -5.54 %
Other 118,107 156,400 32.42 %
Total
1,241,180 1,344,682
RETAIL SUMMARY
8.34 %
September September September
2015 2016 yo
Collections Collections Change
RETAIL -FOOD 91,053 99,084 8.82
RETAIL -LIQUOR 30,711 32,817 6.86
RETAIL -APPAREL 80,123 91,267 13.91
RETAIL -SPORT 68,179 74,747 9.63
RETAIL -JEWELRY 16,331 23,452 43.60
RETAIL -GIFT 3,814 5,193 36.16
RETAIL -GALLERY 3,793 2,579 -32.00 %
RETAIL -OTHER 148,026 178,617 20.67
RETAIL -HOME OCCUPATION 42 36 -14.89 %
Total 442,071 507,790 14.87
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December 6, 2016 - Page 149 0
TOW I OF VAIL
September YTD
TOWN OF VAIL BUSINESS REVIEW
Sales Tax Newsletter
September YTD 2016 Sales Tax
September YTD September YTD September
2015 2016 %
Collections Collections Change
VAIL VILLAGE
Retail
Lodging
F&B
Other
Total
LIONSHEAD
Retail
Lodging
F&B
Other
2,814,164 2,776,319 -1.34 %
3,422,367 3,598,145 5.14 %
3,371,557 3,452,480 2.40 %
98,649 155,588 57.72 %
9,706,738 9,982,532 2.84 %
1,051,811 1,023,331 -2.71 %
2,144,552 2,355,253 9.82
818,671 848,099 3.59 %
41,817 52,162 24.74 %
Total 4,056,852 4,278,845 5.47 %
CASCADE VILLAGE/EAST VAIL/SANDSTONE/WEST VAIL
Retail 1,457,967 1,484,321 1.81
Lodging 1,132,075 1,006,084 -11.13 %
F & B 663,360 551,808 -16.82 %
Other 54,972 59,086 7.48
Total 3,308,375 3,101,299 -6.26 %
OUT OF TOWN
Retail 827,429 1,074,253 29.83 %
Lodging 276,091 272,750 -1.21 %
F & B 11,783 12,694 7.73
Utilities & Other 1,243,929 1,287,180 3.48
Total 2,359,233 2,646,877 12.19
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September YTD
TOWN OF VAIL TOWN OF VAIL BUSINESS REVIEW
Sales Tax Newsletter
September YTD 2016 Sales Tax
TOTAL
September YTD September YTD September
2015 2016 yo
Collections Collections Change
Retail 6,151,372 6,358,224 3.36 %
Lodging And Property Mgmt 6,975,086 7,232,232 3.69
Food and Beverage 4,865,372 4,865,081 -0.01 %
Other 1,439,368 1,554,016 7.97 %
Total
19,431,197 20,009,553
RETAIL SUMMARY
2.98 %
September YTD September YTD September
2015 2016 yo
Collections Collections Change
RETAIL -FOOD 1,119,299 1,166,962 4.26
RETAIL -LIQUOR 386,076 403,489 4.51
RETAIL -APPAREL 1,182,768 1,164,990 -1.50 %
RETAIL -SPORT 2,033,325 2,041,827 0.42
RETAIL -JEWELRY 194,739 170,880 -12.25 %
RETAIL -GIFT 41,229 43,274 4.96
RETAIL -GALLERY 45,436 29,239 -35.65 %
RETAIL -OTHER 1,148,102 1,337,203 16.47
RETAIL -HOME OCCUPATION 399 359 -10.04 %
Total 6,151,372 6,358,224 3.36 %
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December 6, 2016 - Page 151 0
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: November Revenue Update
ATTACHMENTS:
Description
Revenue Update
TOWN Of9
December 6, 2016 - Page 152 0
TOWN OF VAIL
REVENUE UPDATE
December 6, 2016
Sales Tax
Upon receipt of all sales tax returns, October collections are estimated to be
$892,231 up 6.8% from last year and up 5.8% compared to budget. Year to date
collections of $20,902,270 are up 3.0% from prior year and up 1.75% from
budget. Inflation as measured by the consumer price index was up 1.6% for
October. The annual budget totals $25.6 million.
Real Estate Transfer Tax (RETT)
RETT collections through October 25 total $4,645,291 down 14.5% from this time
last year. 2015 annual collections totaled $6,965,617, a record year since the
peak in 2008. The annual 2016 RETT budget currently totals $6.5 million, a
decrease of 6.7% from prior year collections.
Construction Use Tax
Use Tax collections through September 26 total $1,648,737 down 20.8% from
this time last year. The annual budget totals $1,545,000.
Summary
Across all funds, year-to-date total revenue of $51.9 million is up 2.4% from the
amended budget and down 2.9% from prior year. While sales tax and lift tax
collections for 2016 are up 3% and 13% YTD from prior year, overall 2016
revenue appears down from 2015 due to the $1.9M in housing fee -in -lieu
(majority of which was received from Vail Valley Medical Center) in 2015.
December 6, 2016 - Page 153 0
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: Vail Resorts expanded ticket process for Vail lodging community.
ATTACHMENTS:
Description
Vail Resorts Lodging Ticket Pruchase Process
TOWN Of9
December 6, 2016 - Page 154 0
NAIL Like nothing on earth
To: Vail Town Council
From: Vail Mountain Marketing Department
Date: November 29, 2016
Subject: Expanded Ticket Purchase Process for Vail Lodging Community
Background:
As a follow-up to our presentation to Vail Town Council on October 18, 2106 our lodging ticket
purchase process for the greater Vail lodging community has been an evolution in progress over
the past two years due to enhanced technological capabilities and meeting guest needs for a
quality, seamless experience while they are visiting our resort community.
Based on further input from the lodging community this fall, Vail Mountain has created three
new channels for lodging properties to assist guests in purchasing lift tickets for the 2016-17 ski
seasons.
The primary objective of these new channels is to provide guests multiple options that fit their
preference for purchasing lift tickets and to provide a higher level of guest service around the
ticket purchase process. As we previously discussed, the biggest challenge was our ability to
make any changes or refunds after a purchase that was not completed through our booking
engine.
These three new channels created for the lodging community include:
• Option 1: White Label Booking Engine
o Allows each property to have a dedicated landing page to direct their guests to
transact on. This experience is branded with a property logo and image
• Option 2: EpicDay Hard Card Media Delivered to Properties
o Allows each property to possess the EpicDay card, providing a convenient
opportunity for guests to buy/reload days without leaving the comfort of their
lodging accommodations.
• Option 3: High-Touch/Low-Tech Fulfillment
o Allows properties to purchase EpicDay tickets on behalf of their guests, and to
pick up these EpicDay cards prior to guest arrival.
After conducting individual property meetings and serval community meetings, the following
partnerships in this new process are taking palace:
• Vail Mountain has received interest in some capacity from 16 properties:
o 12 of 16 are interested in Option 1 (White Label)
o 11 of 16 are interested in Option 2 (Hard Card Media)
o 4 of 16 are interested in Option 3 (High-Touch/Low-Tech)
December 6, 2016 - Page 155 0
• The properties that are participating in at least one of the programs are:
1. Antlers
2. Destination Resorts
3. Four Season
4. Lion Square Lodge
5. Lodge at Lionshead
6. Montaneros
7. Ritz-Carlton Residences
8. Simba Run
9. Sebastian
10. Sonnenalp
11. Tivoli Lodge
12. Vail Mountain Haus
13. Vail Racquet Club
14. Berkshire Hathaway Home
Services
15. The Evergreen Lodge
16. Doubletree West Vail
• Progress on these new channels as of the date of this memo:
o Option 1: White Label Booking Engine — Awaiting landing page builds for
participating properties. These will be delivered to the properties by 11/30.
o Option 2: Hard Card Delivery to Properties — Process complete and
distribution has begun.
o Option 3: High Touch, Low Tech Purchasing Process — 1:1 meetings have
taken place with all properties that have shown interest in the process to set-up
the process, policy and procedures to allow individual properties to purchase
tickets on the guest's behalf.
If you have further questions, do not hesitate to reach out to Phil Metz, Senior Director of
Marketing, at pmetz@vailresort.com or 970-754-3030. On behalf of Vail Mountain, We
appreciate the interest by the Vail Town Council and Town of Vail staff and your assistance in
communicating our enhanced process.
Page 2
December 6, 2016 - Page 156 0
TOWN Of9
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: RFP for Consulting Company to conduct Executive Search for Town Manager
ATTACHMENTS:
Description
RFP for Recruiting Services
December 6, 2016 - Page 157 0
TOWN of vain i
TOWN OF VAIL
REQUEST FOR PROPOSALS
Executive Recruitment Search
Town Manager
OVERVIEW
The Town of Vail is seeking proposals from qualified consultants for Town Manager
Recruitment Services. The Town seeks to procure the services of an Executive Search Firm,
capable of conducting a search for candidates qualified to serve as the Town Manager in Vail,
Colorado.
Vail was founded as a ski resort in 1962 and was incorporated as a statutory town in 1966,
adopting a Home Rule Charter in 1972. Vail has a Council -Manager form of government and is
led by a seven member Town Council elected at -large. The Town of Vail has a total of 240 full-
time and up to 100 seasonal/part-time employees.
Vail is located in Eagle County, Colorado, approximately 100 miles west of Denver on
Interstate 70. The resort community encompasses about 8.5 miles in the Colorado Rocky
Mountains. Celebrating its 50th year of incorporation as a municipality, Vail has 5,300
permanent residents, 8,500 part-time residents, and as many as 35,000 daily guests during the
peak winter season with summer event weekends rivaling the winter season. Vail's economy is
driven by tourism with over 2.8 million visitors each year.
The Town of Vail is recognized by its resort peers for its strong financial health and healthy
fund balances. In 2015, across all funds, revenues totaled $67.9 million, up 5 percent from the
prior year, mainly due to record years in both sales tax and real estate transfer tax collections.
Vail has experienced record sales tax collections for the past four consecutive years, driven
largely by a focus on special events, summer marketing efforts and newer lodging inventory
commanding premium prices. Vail's annual budget for 2017 is $65.3 million.
Following is the Scope of Work for the Town of Vail to employ consultant or executive
recruitment services for the recruitment of a Town Manager.
SCOPE OF WORK
The Town of Vail seeks proposals from executive search consultants experienced in recruiting
municipal executives to assist the Town in recruiting highly qualified candidates for Vail's next
Town Manager.
The Consultant shall work with the Town Council and leadership team of the Town to actively
source, recruit, evaluate suitability of, interview and refer qualified candidates for the position of
Town Manager.
The scope of work will include, but not limited to, a process which includes the following:
• Facilitate, in partnership with the Town Council and leadership team, the solicitation of
community input and feedback regarding a new Town Manager.
• Assist the Town Council in establishing selection criteria for evaluating Town Manager
candidates.
• Work with the Town Council and HR Director to develop descriptive documents for
prospective candidates (position profile, background information, marketing materials,
etc.).
December 6, 2016 - Page 158 0
TOV Executive Search RFP — December 6, 2016
• Conduct networking and other search activities to generate a diverse pool of highly
qualified prospective candidates who meet the Town Council's selection criteria. These
activities shall include, at a minimum, publishing the vacancy using regional and
national means. Consultant shall focus on identifying potential candidates; screening
them for suitability with the Town of Vail, and motivating them to interview for the
position of Town Manager.
• Work with Town Council and HR Director to review qualified applicants, recommended
finalists and scheduling interviews. Consultant shall provide best practices and legal
requirements and instructions applicable through the process.
• Facilitation of on-site interview process.
• Conduct reference and background checks on finalists, review benefits and generally
assist in the hiring process in ways and at the times requested by the Town Council or
the Town's HR Director.
• Provide sufficient notification to all candidates who applied but were not selected for
initial interviews and to those interviewed but not offered the position.
• Work with the Town Council to coordinate/negotiate an offer of employment and
related details with the final candidate, if requested.
• Consultant shall act at all times in an attentive, ethical, and responsible manner so as
to represent the Town of Vail with the utmost concern for its interests, goals and image
with candidates, other communities, and members of the general public.
SUBMITTAL REQUIREMENTS
Elements to be included in the Proposal:
A. Letter of Interest, including the firm's history and the name of the principal and/or key
personnel who will be assigned to work directly with the Town on this search. It is
expected that the same key personnel be assigned to this contract for the duration of the
search process, through and including the hiring of a Town Manager for the Town of Vail.
B. Detailed qualifications and previous executive search experiences, especially for local
government entities. Provide specific detail on experience with Town/City Manager
searches.
C. Description of the approach and plan for performing services outlined in the Scope of
Work (see above), including:
1. Description of how the Proposer will specifically identify and target the needs of
the Town in the search for a new Town Manager;
2. Description of proposed candidate recruitment strategies and implementation
plan;
3. Proposed timeline with specific milestones;
4. List of recent contracts, including name and contact information, of
communities/organizations for which the firm has provided similar executive
search services during the past five (5) years;
5. Sample Promotional Material, include advertisements, brochures or other
recruitment materials used in similar searches or promotional literature about the
firm;
D. Provide a detailed fee schedule outlining the services as presented in your proposal. If
proposal includes any expenses to be billed separately from professional fees, provide a
detailed estimate of such expenses. Additionally, if any employment or candidate
retention guarantee is provided, include the appropriate details.
2
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TOV Executive Search RFP — December 6, 2016
SELECTION CRITERIA/EVALUATION OF PROPOSALS
In addition to providing the information outlined in the submittal requirements, the proposals will
be evaluated on:
Networking Strategies - how networks of professional contacts will be used in the search
process and recruitment process to attract a broad range of highly qualified candidates.
Experience/Key Personnel - experience in conducting successful executive searches
with municipalities and other government or non-profit organizations.
Implementation Plan and Schedule - description and examples of previously successful
recruitment strategies and a clearly delineated timeline with specific milestones.
References - references were satisfied with the Proposer's work and stated that all
executive search tasks were completed within the time frame required.
Sample Recruitment Materials - samples of advertisements, brochures and other forms
of candidate outreach.
Price/Fee Schedule — detailed fee schedule and expected expenses.
The Vail Town Council and/or their designees will invite select Proposers to be interviewed who
submitted the most advantageous proposals. Please note the schedule outlined below and plan
accordingly.
CONTACT AND SUBMITTAL TIMELINE
Responses are due by 9:OOam MST on Friday, December 16, 2016 at the Town of Vail Human
Resources Department by mail, fax, email or hand delivery.
Krista Miller
Director, Human Resources/Risk Management
Town of Vail
75 South Frontage Road West
Vail, CO 81657
Phone: 970-477-3512
Fax: 970-479-2470
Email: kmiller@vailgov.com
The Request for Proposals (RFP) will be available on the town's website (link). There will be no
public opening of proposals.
Proposed RFP selection schedule:
Deadline for Responses:
Council 1st Review of RFPs:
Council Interviews of RFP Finalists:
December 16, 2016
December 20, 2016
January 3, 2017
Tentative meeting with selected Consultant: January 17, 2017
GENERAL PROVISIONS
Limitations and Award
This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred,
in the preparation and submission of proposals in anticipation of a contract. The Town of Vail
3
December 6, 2016 - Page 160 c
TOV Executive Search RFP — December 6, 2016
reserves the right to reject all or any submittals received as a result of this request, to negotiate
with all qualified sources, or to cancel all or part of the RFP. The Town Council reserves the
right to not hire any of the candidates provided by the consultant. Additionally, the Town
Council reserves the right to hire a candidate not recommended by the consultant.
Equal Employment Opportunity
The selected consultant team will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, national origin, or other protected class.
Professional Services Agreement
The selected consultant will be expected to sign the Town of Vail Professional Services
Agreement. A sample of the agreement is available here (link) and includes requirements for
insurance, indemnification, a prohibition against employing illegal aliens (pursuant to Section 8-
17.5-101, C.R.S., et. seq.), and other provisions.
4
December 6, 2016 - Page 161 0
TOWN Of UAJL
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(a)(b)(e) - to discuss the
purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on
specific legal questions; and to determine positions, develop a strategy and instruct negotiators,
regarding: Chamonix housing development; and 2) C.R.S. §24-6-402(4)(b) - to receive legal
advice on specific legal questions, regarding Delponte v Town of Vail, Case No. 15 -CA -1835; and
House Bills 16-1309 and 16-1311.
PRESENTER(S): Matt Mire, Town Attorney
December 6, 2016 - Page 162 0
VAIL TOWN COUNCIL AGENDA MEMO
ITEM/TOPIC: Recess at 3:20 pm
TOWN Of 9
December 6, 2016 - Page 163 0