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HomeMy WebLinkAbout2008-03-25 Support Documentation CSE Regular MeetingPUBLIC NOTICE: Town of Vail: Cornmission_on_ pecial Events Meeting Vail Town Council Chambers March 25, 2008 at 9:00 a.m. AGENDA: Administrative Items: (15 minutes) o Approval of the Minutes of the meeting of February 26, 2008 o Financial Report o Coordinator Report 1 Special Business Promotions Permit filed by VRI ¦ Date for joint meeting. with Council/VLMDAC and CSE: May 6 or 20? ¦ 3v3 Soccer Tournament update ¦ Vail Pass Bike Path: CDOT project update ¦ "Winterfest" Update CarniVail: Final Event Report/Jeff Brausch cf-2/25 (20 minutes) Meeting W/Council:- Identify discussion topics (20 minutes) This item was moved forward from last month's CSE agenda to allow staff to research any direction given by the Town Council over the last 2 years,' and to allow adequate time for discussion. At the January CSE meeting, the members requested time to identify topics on which they would like to.have feedback from the, Town Council.: Coincidentally, at their retreat in January the Town Council expressed their desire to have discussions with each of the town boards and commissions. It is likely that this meeting will be scheduled as a joint discussion including the . VLMDAC early in April. Possible topics for inclusion: • Challenges presented bythe.timing of budgets: The CSE.has to prepare it's budget for Council prior to knowing what the opportunities for the coming year will be. •. Is. there a point at whi& an event becomes "iconic;" and, on account of the large impact on the CSE's budget, moves, to the category of Council Contributions? • Add events to the "Culturally designated'-' list or, conversely; Should all of the Town's Special Event Funding be moved iothe CSE for their oversight? Should the. CSE be providing "seed" money to support the start-up period ofa new event, or maintain a "sponsorship" role established events? • How does the CSE maintain the current event calendar AND develop and attract new . events without more significant budget increases? • Should we handle the mandated events differently:. i.e. America Days, Holidays in Vail etc. Other suggestions? New Business: (5: minutes) Adjournment: 10: am. Next Regular CSE Meeting. Tuesday, April 22, 2008 * 9: 00am : T. o mssi®n on Special Events Meeting Vail Town Council Chambers March .25, 2008 at 9:00 a.m. AGENDA: Admini.,,t.?tive Items: (15 minutes) o Approval of the Minutes of the meeting of February 26, 2008 o Financial Report o Coordinator Report M 1st Special Business P....otions Permit filed by VRI ¦ Date for joint meeting with Council/VLMDAC and CSE: May 6 or 20? ¦ 30 Soccer Tournament update ¦ Vail Pass Bike Path: CDOT project update ¦ "Winterfest" Update CarniVail: Final Event Report/Jeff Brausch cf-2/25 (20 minutes) Meeting W/Council: Identify discussion topics (20 minutes) This item was moved forward fi%llll last month'.s CSE agenda to allow staff to research any direction given by the Town Council over the last 2 years, and to allow adequate time for discussion. At.the January CSE meeting,, the members requested time to identify topics on which they. would like to have feedback from the Town Council. Coincidentally; at their retreat in January the Town Council ;;iiy.Qsse'd their desire to have discussions with each of the town boards and commissions. It is likely that this meeting will be scheduled as a joint discussion including the VLMDAC early in April. Possible topics for inclusion: Challenges presented. by. the timing of budgets: The CSE.has to prepare it's budget for Council prior to, knowing what the opportunities for the coming year will be. • Is there a point at which an event becomes "iconic," and, on account of the large impact on the LSE's budget, moves to the category of Council Contributions? Add events to the "Culturally designated" list or, conversely, . • Should all :of the Town's Special Event Funding be moved to the CSE for their oversight? Should the CSE be providing "seed" money to support the start-up period of anew event, or maintain a, "sponsorship" role established events? How does the CSE maintain the current event calendar AND develop and attract new. events without more significant, budget increases? • Should.we handle the mandated events differently: i.e. America Days, Holidays in Vail . etc. • Other suggestions? New Business: (5: minutes) Adjournment: 10: am., Next Regular CSE Meeting: Tuesday, April 22, 2008 @ 9.00am 1 I \VTESo... Town of Vail: Commission on Special Events Meeting Nail Town Council Chambers February 26, 2008 at 9:00 a.m. CSE Members Present: Bob McKown, Heather Trub, Scott Stoughton, . Rayla Kundolf, Bobby Bank, Meggen Kirkham (@ 9:1Oam) and Chairman Dave Chapin CSE Members Absent. Others Present. Lorelei Donaldson, Matt Mire, Kelli McDonald Leonard Sandoval, Rick Scalpello, Marty Stewart, Je ffBrausch, Amy Hornyak, Mark Santini, Joel Rabinowitz, Laurie Asmussen, Kaye Ferry and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. AdminLt.,.tive Items: • Town Clerk, Lorelei Donaldson swore in the newly appointed and reappointed CSE members: Rayla. Kundolf, Robert McKown, Bobby Bank and Scott Stoughton, whose terms will expire at the end of December 2009. • Motion to elect Scott Stoughton as Vice-Chairman of the .CSE M/S/P: Bobby Bank, Robert McKown, Unanimous • Motion to' approve the minutes of the meeting of January 22, 2008, as presented. M/S/P: Scott Stoughton, Rayla Kundolf, Unanimous • CSE members reviewed the current budget and contract status, and no issues were identified. • Sybill reported that the Town Council at their meeting on Tuesday, February 19 ayr? red the new Special Business Promotion Permit. CIRSA Guidelines Presentation to the CSE: Town Attorney, Matt :Mire, distributed handouts entitled the "Legal and Practical Issues in Quasi-Judicial -Proceedings" and explained .the definitions of ex parte communications, conflicts of interest and bias/prejudice as they pertain to CSE members. CIRSA provides errors and omissions insurance for Board members' except when a member. operates outside the. scope of their appointed office, when they would be exposed to personal liability. Matt stressed the mportarice-of making defensible findings, . following a defined procedure and making all decisions in the forum of the public meeting. Discussion of Issues in CSE,IFunding Contracts: Kick-It 3v3 Soccer Tournament: Would the CSE accept moving part of the tournament to the Eagle-Vail Soccer Field to alleviate-.some of the pressure on.Ford Park? Joel Rabinowitz; r4j Qsenting the VRD, explained that this tournament has grown so large that it might make sense to suggest to Team Championships1hat they move some of the games to the Eagle-Vail _ fields. Ford Park is heavily used on that weekend, with the Dance Festival and the Colorado:Clay Court Tennis Championships going on at the same time, and utilizing an additional venue might help to reduce-parking and traffic impacts and provide amore positive experience for all participants if some of the activities could be.5r.,;,,l-out. The tournament itself has found it difficult to complete all of the games within the time restrictions that require play to be -completed by, 6pm on account of the Dance Festival and on account of thunderstorm interruptions often occur at thistime of year. Sybill added that there have been discussions with CSE/sn Minutes: February 26, 2008 Page 1 of 4 *HP Puert producer regarding the use of additional fields, but that none of the alternatives within the Town of Vail provide adequate space. Additionally, there has also been discussion of beginning earlier in the day on Friday and possibly moving registration to Thursday, although Team Championships has not committed to any of these measures. The CSE agreed by consensus to encourage the other alternatives that were discussed and added that it would be OK to offer the Eagle-Vail venue as an adjunct site, as long as all the final games would be played in Vail. Vail Farmers' Market: Meadow Drive Partnership requested $80,000 in CSE funds for the .Farmers' Market, and received an allocation of $54,175. On account of the allocation being significantly less than.what was requested, Rick Scalpello is requesting that the CSE approve the market dates to be the 13 Sundays from June 15- September 7, rather than continuing until. September 21, as, was presented in their original proposal. Rick stated that the market is the single largest event in Vail, the largest market in the state and that the cost to the CSE per market is considerably less than other events, at $4,200 per day. Explaining that the Harvest Festival,. which did not seek CSE funding in 2008, was held on the 3 Sunday in September, the "real" loss is only one Sunday. He added that they have redone their budget and are looking at loss of $9,000 with the, proposed schedule in spite of the :;,i1.:,...e efficiency with which the event is run, and that they are not willing. to lose more. Also, he explained that availability of produce is less and vendors begin to drop out in September. Bobby Bank suggested that, given the success of the market, it should not be difficult to develop sponsorships. Rick closed by stating that he will be stepping down next year, and that the market will be faced with the reality of needing additional funds to hire both a director and find sponsors as the cost of producing the event increases. ? Motion to approve the funding of $54,175 to the Farmers' Market, for 13 Sundays from June 15- September 7,200& M/S/P: Scott Stoughton, Rayla Kundolf, Unanimous. Gourmet on Gore: Highline Sports requested $75,000 for this event. The CSE allocated $44,325. As a result, Highline Sports would like to hold the event on Friday evening and Saturday, Aug. 29 and 30, and cut the Sunday, August 31 expansion date that was included in the original proposal. Jeff Brausch explained that they were encouraged to increase the number of days from 2 to 3 by the wineries that have participated, and that since sponsorships have been coming in, he believes that they "probably" can do a three-day event, but do not feel comfortable with that commitment at this time. A - Motion to approve $44,325 funding for Gourmet on Gore as a two-day event, Friday evening and Saturday, August-29-30, 2008, if sponsorships are;not adequate to support a three-day event. M/S/P: Bobby Bank, Heather Trub, Unanimous. Snow Daze Recap and Final Event Report: Citing the event as a major success in its 2nd year, Jeff Brausch distributed a recap final event budget. Estimated attendance was 20,000, with incremental room nights estimated at 38,500, total in.,.;,...ental spending estimated at $16,080,000; representing.additional TOV tax receipts at $643,200, for a Town of Vail ROI of over 1000%. Noting criticisms that the event budget and funding had increased, but the length had been shortened from two weekends to one, Scott asked Jeff to explain the rationale behind the, revised schedule. Jeff explained that the full two-week schedule diluted the energy of the whole and placed extraordinary demands on staff. He noted that the concert and activity schedule had actually been augmented, but that they would be willing to consider a 10-day schedule that. would incorporate two weekends. Kaye Ferry expressed her distress that Highline Sports had committed to incorporate the "Dine Around" component this year, but that it had not materialized. Citing a strong interest in CSE/sn Minutes: February 26, 2008 Page 2 of 4 participation from the restaurant community, ideal timing and the historical success of the promotion, she requested a commitment to include it in next year's event. C;SE members suggested that it might be most appropriately included in the proposed "Winterfest" schedule. Holidays in Vail Recap and Final Event Report: Laurie Asmussen distributed a post-event review and final budget and described it, in contrast to Snow Daze, as a family and community oriented event. She added that the challenge for this year will be how to incorporate a 1' Night celeL.at;on within the limited budget. Referring to the confusion on the part of several of the Lionshead merchants with respect to this year's event schedule, she stated that there had not been a plan for a tree lighting in Lionshead because of the doubt surrounding the timing of the completion of Arrabelle and the construction in the mall. "Vail Winterfest," An Expansion of the Holidays in Vail: Kelli McDonald updated the CSE on the formation of a task force, at the direction of the VEAC, that has been charged with developing an expanded slate of activities and associated marketing efforts to stimulate business in Vail from Thanksgiving through New Year's. She explained that the extended time frame is designed to expand and enhance the holiday activities, but that, on account of limited funding, the marketing would be focused on December 1-15. Noting a real opportunity to "own" this time frame, as there is nothing similar in other communities, the CSE was asked to review the current plan, suggest additional activities that might be incorporated and to forward a recommendation to the Town Council for approval of a supplemental allocation that would enable the project move forward in 2008. Suggestions included the addition of a tree lighting in Lionshead as part of Snow Daze, working with AIPP on creating an event around Ice Sculptures and perhaps including a contest component. Additionally, the Police Department has an interest in promoting a family friendly, alcohol free I" Night Celebration. In reality, the cost could be anywhere from $0-$500,000 and the task force is working with VRI and looking at several funding options. Jeff Brausch and Laurie Asmussen explained that they have met in the last few weeks to discuss what roles their respective events will play in the new proposal and what additional components might be included in each. Both spoke in support of the concept and Laurie added that it will be important to identify opportunities for those businesses that want to be involved. While cautioning that the "Snow Daze" identity not be compromised, CSE members enthusiastically endorsed the concept and Sybill was directed to draft a letter of recommendation for support from the CSE to the Town Council. Meggen Kirkham suggested that the task force should research Queenstown, New Zealand, which plays host to a "huge" Winterfest. Sponsorship Development: Mark Santini, Account Director with Highline Sports and Entertainment, gave a presentation to the CSE focusing on the following: • Benefits to the community of a large event that has multiple sponsors and provides opportunity to leverage public dollars to a high degree. • Opportunities to develop sponsorships that would lessen the reliance of public funding for start-up events. Bobby Bank asked, "How do we transition an event from $50,000 in year one, to $5,000 in year 3T' Mark responded that the CSE should establish goals and parameters and then tie the event producers to specific benchmarks. Bobby then asked, " How do we get local events to seek sponsorships elsewhere?" This sparked the discussion of developing a "sponsorship seminar" for smaller event producers. A list of events could be developed that might be matched up with a list of potential sponsorships. Meggen Kirkham suggested including the Town's and VRI's strategic partners in the dialogue. CSE/sn Minutes: February 26, 2008 Page 3 of 4 Identification of Topics for Discussion with the Town Council: At last month': s CSE meeting, the members requested time to identify topics on which they would like to have'feedback from the Town Council. Coincidentally, at their retreat in January the Town Council expressed their desire to have discussions with each of the.town boards and commissions. It is likely that this meeting will be scheduled as a joint discussion including the VLMDAC early in April. Possible topics for inclusion: • Challenges presented by the.timing of budgets: The CSE has to prepare. it's budget for Council prior to knowing what the opportunities for the coming year will be. • Is there a point at which an event becomes "iconic," and, on account of the large impact on the CSE's budget, moves to the category of Council Contributions? Add events to the "Culturally designated".list or, conversely, • Should all of the Town's Special Event Funding be moved to the CSE for their oversight? • Should the CSE be providing "seed" money to support the start-up period of a new event, or maintain a "sponsorship" role established. events? • . How does the CSE maintain the cu..', ut'event calendar AND develop and attract new events without more significant budget increases? • Should we handle the mandated events differently: i.e. America Days, Holidays in Vail etc. In light of the lack, of time remaining for. discussion, it was decided to postpone this discussion to the CSE's March meeting. Kelli McDonald. offered to research the minutes of past Council meetings for the mention of any guidance that the council may have provided to the CSE over the lastcouple of years. New Business: No new business was discussed. Motion to Adjourn at 11:55 a.m. M/S/P: Robert McKown, Rayla Kundolf, Unanimous. Minutes taken and submitted by Sybill PC Navas, CSE Coordinator February 26, 2008, 2008 App.., Jed by Dave Chapin, CSE.Chairman Date: CSE/sn Minutes: February 26, 2008 Page 4 of 4 i ? Vail Town Council Evening Meeting Minutes Tuesday, June 6, 2006 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Pro-Tem Farrow Hitt. Members present: Farrow Hitt, Mayor Pro-Tem Kim Newbury Mark Gordon Kevin Foley Greg Moffet Not Present: Kent Logan Rod Slifer, Mayor Staff Members: Stan Zemler, Town Manager Matt Mire, Town Attorney The first item on the agenda was Citizen Participation. Joel Heath, Teva Mountain Games Owner/Organizer, reported the 2006 Teva Mountain Games at Vail were a huge success. Although spectator numbers had yet to be tabulated, participant registration had increased over 33% in a one year period. Heath was -also encouraged by far- reaching and comprehensive media coverage. He then thanked Council for their, support of the games and complimented town staff for doing an exceptional job of mitigating construction impacts. The second on the agenda was the Consent Agenda. a. Approval of 05.02.06 and 05.16.06 Minutes. Foley moved to approve the minutes without amendment with Moffet seconding. The motion passed unanimously, 5-0. The third item on the agenda was a Construction Update. Public Works Director Greg Hall reported construction continued on Gore Creek Drive, Vail Front Door, Vail Road, East Meadow Drive (One Willow Bridge and Sonenalp, streetscape and utilities) and the area ,surrounding the future Arrabelle at Vail Square in LionsHead, landscaping at the Tivoli Lodge, Lodge at Vail (deck), and Village Parking structure work continues (open by 06.23.06). Construction on the Four Seasons is pending. Recreation Path disruption is expected to continue through the summer. Hitt clarified there may be a chance East Meadow Drive would be close enough to completion to allow an early start for the Vail Farmers Market. The fourth item on the agenda was a presentation of the 2005 Audit Report. Camp introduced Michael Jinkens, partner with McMahon and Associates, the town's independent auditors. Jinkens provided highlights and an overview of the audit. The town received an unqualified/or clean opinion. "The numbers can be relied upon for /, decision making purposes." Hitt complimented' the town's finance staff for their accurate and diligent work. The fifth item on the agenda was an appeal, pursuant to Section 12-3-3, Appeals, Vail Town Code, of the Planning and Environmental Commission's denial of a variance from Section 12-6C-8, Density Control, and Section 12-6C-9, Site Coverage, pursuant to Chapter 12-17; Variances, Vail Town Code, to allow for a residential addition,. located at 1448 Vail Valley Drive/Lot 18, Block 3, Vail Village Filing 1. On July 25, 2005, the PEC approved variances from Section 12-6C-6, Setbacks, Section 12-6C-8, Density Control, and Section 12-6C-9, Site Coverage; pursuant to Chapter 12-17, Variances, Vail Town Code, to allow for a residential garage addition and elevator/entry addition. at 1448 Vail Valley Drive.' Planner II Bill Gibson reported Council "called-up" the PEC's decision at its August 2, 2005; public hearing. On September 6, 2005; Council upheld the setback variance and site coverage variance to accommodate the garage addition. However, Council denied the variance requests for additional site coverage and gross residential floor area to allow for the elevatodentry addition. The applicant reapplied for. site coverage and gross residential floor area variances for the same elevator/entry addition denied by the Council last September. On April 10, 2006, the PEC again denied the appellants' variance requests. The appellants subsequently appealed this decision. The appellant is now requesting Council grant a continuance (i.e. table) this item to June 20, 2006; so the appellant may appear at the hearing in person. Representing the applicant, Rick Pylman reported the applicants were unable to attend the hearing. Council clarified the plans/project was identical to the initial application. John Schofield, adjacent property owner, asked Council to continue the application.. Moffet moved to deny the application with Newbury seconding. The, motion passed 3-2, with Gordon and Foley opposed. Moffet then moved to uphold the decision of the -PEC, seconded by Newbury (both were amended). The motion passed 4-1, with. Foley opposed. Schofield disagreed with Moffet's motion, stating the application was not a request.for special privilege: Mire clarified the town did not wave any defense regarding Res Judicata as it applies to this application. .--M& . The sixth item on the agenda was Council out of cycle contribution requests for 2006 Budget and Financial Reporting Manager Kathleen Halloran explained the 2006 "out of cycle" contribution requests submitted to staff on/before May 24, 2006, for 2006 funding. -Staff requested direction from Council regarding proposed contributions. The purpose of the mid-year review is to provide an. opportunity for organizations that have newly identified projects or unforeseen changes to their budgets to come forward all at the same time. Council evaluates the various proposals based on their direct benefit to the entire community of:.Vail, fulfillment of the town's mission, and how this contribution will. affect our resort community's future health. Council's mission statement reads: In order to be the premier mountain resort community, we're committed to providing citizens and guests with a.superior level of environmentally-sensitive services and an abundance of recreational, educational, and cultural opportunities. A. Vail Valley Music Festival Bravo! Vail Valley Music Festival requested $50,000 to help, fund travel, administration, marketing, advertising and promotional expenses that will occur in 2006 for the 2007 Philadelphia Orchestra - Vail Residency program. The program was not finalized until after the deadline for the original 2006 contribution requests. Historically, the town has contributed funding toward the. Tier One New York Philharmonic / Vail program. Because this program was not finalized until after 2006 contribution requests, it falls 2 e within the criteria for "a newly identified project or unforeseen changes." Staff recommended funding this request based on the caliber of this group and the fact that the Philadelphia Orchestra, although not perceived to be quite at the level of the New York Philharmonic, also resides in this Tier One category. The cultural benefit to the town and the tourist attraction of this event are also factors in staff's recommendation for funding. Newbury questioned where the Orchestra would be housed during their residency. Gordon and Merv Lapin clarified it was Bravo!'s intent to house the musicians in Vail proper. Moffet moved to include the request in the next supplemental appropriation with Gordon seconding. The motion passed 3-2, Newbury and Foley opposed. B. Vail Chamber & Business Association (VCBA) The VCBA requested $12,560 to fund attendance at the 2006 Colorado Snowsports Expo in Denver. This event was part of the original request to Council for 2006 contributions but was turned down at that time. Staff did not recommend funding this event for the following reasons: 1) it was already turned down by Council, 2) it did not meet the out-of-cycle funding request criteria of "newly identified projects or unforeseen changes to budgets" as a reason for the request, and 3) Vail is already represented at this event with attendance by Vail Resorts in partnership with Vail businesses and lodges. Newbury said Council needs to stick to its out-of-cycle funding criteria. Gordon asked to discuss the criteria at a future date. Representing the VCBA, Kaye Ferry emphasized the importance of the VCBA's attendance at the show and explained the funding request was caused by the Expo's registration requirements being out of sequence with out-of-cycle funding requests. VCBA Board Member Richard TenBraak, encouraged Council to sponsor the VCBA's attendance. Halloran reported she had verified other local Vail businesses participated with Vail Resorts at the expo. Moffet moved to deny the request with Hitt seconding. The motion failed, 2-3, with Newbury, Gordon and Foley opposed. Gordon moved to include the request in the next supplemental appropriation with Foley seconding. The motion passed 3-2, with Moffet and Hitt opposed. C. Vail Valley Athlete Commission The Athlete Commission requested $5,250 to increase the town's overall contribution up to $10,000 (current contribution is $4,750 annually). The Commission would like to expand the 2006 program to include an additional ten qualified athletes for this winter season that were not anticipated at the time of 200.6 contribution requests. Staff recommended additional funding for this program in support of our athletes and for the international exposure for the town. Staff supported the planned expansion and would like to continue our positive partnership with the Vail Valley Foundation, Vail Resorts and the Beaver Creek Resort Company in this program. Camp clarified it was an expansion of the summer program. Moffet moved to include the request in the next supplemental commission with Foley seconding. The motion passed unanimously, 4-1, with Hitt opposed. D. Betty Ford Alpine Gardens The Alpine Gardens requested $10,000 in seed money to begin a renovation / replanting of the Meditation Garden. This is a capital project in addition to the normal operating budget. The Garden hosts thousands of visitors per year and has achieved world- premier status as a high altitude garden. Staff does not recommend funding this project because it is more appropriate for inclusion in the 2007 Contribution requests. It does i not fit the criteria of "newly identified projects or unforeseen changes to budgets". Moffet moved to deny the project with Foley seconding. The motion passed unanimously, 5-0. During a pause for public comment, Rick Scalpello asked for decorative flags that used to be displayed in Lionshead and,Vail Village to be displayed again. Hitt said town staff would investigate the possibility of the request. The seventh item on the agenda was the first reading of Ordinance No. 16, Series of 2006, An Ordinance Repealing Ordinance No. 5, Series- 2006, an Ordinance Establishing Special Development District No. 39, Crossroads, Pursuant to Article A, Special, Development (SDD) District, Chapter 9, Title 12 zoning Title, Town Code of Vail Mire explained on March 21, 2006, Council adopted Ordinance No: 6, Series of 2006, an ordinance establishing 8DD No. 39, Crossroads, (the "Crossroads Ordinance"). On April 27,"2006, and pursuant. to Section 5.4 of the Charter, the Town Clerk certified as SUFFCIENT a referendum petition seeking reconsideration of the Council's adoption of the Crossroads Ordinance, and if not so repealed upon reconsideration, that it be approved or rejected at a town election. Pursuant to Section 5.6(a) of the Charter, when a referendum petition has been finally determined sufficient the Council shall promptly reconsider the referred ordinance by voting its repeal. Foley moved to adopt the Ordinance. The motion failed for lack of a second. Merv Lapin encouraged Council to provide the public the courtesy to discuss the matter. The eighth item on the agenda was Resolution No. 9, Series 2006, A Resolution Calling a Special Election in the Town of Vail, Colorado Concerning Ordinance No. 5, Senes'of 2006, an Ordinance Establishing SDD No. 39, Crossroads; Pursuant to Article A Special Development (SDD) District., Chapter 9, Title 12, Zoning Title; Town Code of Vail Mire. explained on March 21, 2006, the Council adopted Ordinance . No. 5, Series of 2006, an ordinance establishing SDD No. 39, Crossroads, (the "Crossroads Ordinance"). On April 27, 2006, and pursuant to Section 5.4 of the Charter, the'Town Clerk certified as SUFFCIENT a referendum petition seeking reconsideration of the Council's adoption of the , Crossroads Ordinance, and if not so repealed upon reconsideration, that it be approved or rejected at a Town election. The Council has failed to repeal the Crossroads Ordinance, and pursuant to Section 5.6(b) of the Charter, it is necessary for the Council to set a special election. Gordon explained a belief that it may be to easy to recall Council decisions. Mire reported the town would eventually incur between $30-40,000 worth of expenses for matters leading up to and holding an election . Moffet suggested a charter amendment be pursued in the November election to make recall referendums more difficult. Anne Reilly. Bishop explained it was the right of the voter under the state constitution to repeal such legislation. Merv Lavin said what made Vail successful is the European alpine architecture, human scale, low density zoning in Vail Village and quality of skiing experience. Moffet stopped Lapin's comments as they were "campaign fodder." PEC Member Bill Jewitt said he looked forward to a vigorous and civil campaign. Andy Weissner suggested extraordinary steps be taken to appropriately identify the actual height of the proposed building. Robert Aikens asked if absentee ballots would be available. Mire answered yes. Brent Martin supported Gordon and Moffet's comments regarding making the referendum process more difficult. Tom Steinburg complained the Mayor Pro-Tem was biased in his allowance of comments and said Mr. Knobel threatened the town. Moffet moved to adopt with Hitt seconding. The motion passed unanimously, 5-0. . t r Vail Town Council Evening Meeting Minutes Tuesday, December 5, 2006 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Rod Slifer. Members present: Rod Slifer, Mayor Kent Logan Greg Moffet Kim Newbury Mark Gordon Kevin Foley Not present: Hitt, Mayor Pro-Tem Staff Members: Stan Zemler, Town Manager Matt Mire, Town Attorney Pam Brandmeyer, Assistant Town Manager The first item on the agenda was Citizen Participation. There was none. The second item on the agenda was the Consent Agenda, Approval of 11.07.06 and 11.21.06 Minutes. Moffet moved to approve the consent agenda with Foley seconding. Gordon asked that the reported per square foot cost of the East West Partners LionsHead redevelopment proposal of $1,400 be added to Item No. 1 of the Nov. 21 minutes. He noted that the Hillwood Partners' projected per square foot sales cost had been mentioned. The motion passed unanimously, 6-0. The third item on the agenda was the Town Manager's Report. Zemler reported the Urban Land Institute would be holding a panel seminar at the Cascade Resort during the upcoming week. He also stated Senator Salazar would be hosting panels in the near future related to beetle kill, bio-mass and other related topics. • Revenue Update Finance Director Judy Camp reported sales tax collections for year-to-date through October were expected to be $14.2 million, an increase of $1.0 million, or 7.8% over the same period last year. Expected revenue for the month of October was $599,605, an increase of $33,432 or 5.9% over last year. The year-over-year increase in the consumer price index for October is 1.3%. Construction permit revenue of $2.0 million year-to-date through Nov. 29 is up 38% from last year. This year's revenue includes over $1.2 million (61 % of the total) from 11 large redevelopment projects - Arrabelle, Forest Place, Front Door (The Lodge at Vail), Gore Creek Place, Lodge Tower, Manor Vail, Mountain View, One Willow Bridge Road, Sonnenalp, Vail Plaza Hotel, and Westhaven Condos. Major redevelopment projects accounted for just over $900,000 (also 61% of total) at this time last year. Construction permit fees include building, electrical, n would fall short of its goal. Foley clarified ambitious fundraising efforts were not made in expectation of cost overruns. Gordon made clear that the project was expected to be completed by July 1, 2007.Moffet and Foley thanked Riley and Kosloff for their efforts. Moffet moved to direct staff to proceed with design and construction contracts, in preparation of construction of the Seibert Circle improvements beginning in late April or early May 2007 with Gordon seconding. Council agreed to the understanding that the town would "backstop" any shortfalls in donations so as to allow the town to begin accepting the private contributions. Riley concluded his comments by saying, "There will be a big party at Los Amigos when that. fountain gets turned on." Moffet clarified all private funding would be completed before-construction actually began. Camp made clear that-donations could not be refunded. Reilly continually assured Council that all pledged donations would be collectable. The motion passed 5-1, with Newbury opposed. Newbury stated she had been opposed to the project'since its inception. The sixth item on the agenda was the first reading of Ordinance No. 29, Series of 2006, an ordinance making supplemental appropriations to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer Tax Fund, Heavy Equipment Fund, and Dispatch Services Fund of .the 2006 Budget for the Town of Vail, Colorado. Gordon clarified the town maintained adequate health insurance reserves. Moffet moved to approve the ordinance with Gordon seconding. Foley said the town would evaluate its construction fees and continue to pursue the most appropriate use for the Conference Center funds; which will most likely be placed before voters in November 2007. Zemler said he would report back in two-weeks with recommendations on a public process to develop a ballot issue for the conference center fund reallocation. The motion passed unanimously, 6-0. The seventh item .on the agenda was the First Reading of Ordinance No. 33, Series of 2006,. an ordinance amending Title 12, Zoning Regulations, Chapter 6, Residential Districts, Article E,' Residential Cluster (RC) District, Vail Town Code, to add .professional office" and "business office" as conditional uses to the District, and amending Title 12, Zoning Regulations, Chapter 16, Conditional Use Permit, Vail Town Code to add use speck criteria and, standards for business offices and professional offices. Chief Planner George Ruther stated that on November 13, 2006, the PEC voted 5-0-0 to forward a recommendation of approval of the proposed text amendment to the Zoning Regulations to add "business office" and "professional office" as conditional uses to the RC District. Moffet said this ordinance allowed businesses to apply for a conditional use permit (14 criteria must be met) for office space in an RC. Ruttier said," This is a very unusual property compared to other properties identified as RCs... This office use will always be ancillary to residential purposes." Moffet moved to approve the ordinance with Logan seconding. The motion passed unanimously, 6-0. The eighth item on the agenda was the second reading of the 2007 Budget Ordinance No. 28, . Series 2006. Moffet moved to approve the budget ordinance with Logan seconding. Gordon clarified the Commission on Special Events (CSE) budget was $750,000 and included staffing. Gordon then proposed an amendment to the motion to exclude staffing from the aforementioned $750,000 and add additional dollars for staffing elsewhere in the budget. Camp clarified the amendment would increase the General Fund budget by $48,000. Vail Valley Chamber & Tourism Board President -and Chief Executive Officer Michael Robinson thanked Council for their generous contributions to -the business community. Logan clarified the RETT Fund included resources for Vail Town Council Evening Meeting Minutes Tuesday, November 7, 2006 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Rod Slifer. Members present: Rod Slifer, Mayor Farrow Hitt, Mayor Pro-Tem Kent Logan Greg Moffet Kim Newbury • Mark Gordon Kevin Foley Staff Members: Stan Zemler, Town Manager Matt Mire, Town Attorney Pam Brandmeyer, Assistant Town Manager Moffet arrived at approximately 6:20 p.m. The first item on the agenda was Citizen Participation. There was none. The second item on the agenda arras a request for the determination of a similar use by the Town Council pursuant to Section 12-7B-5(B)(7), Permitted and Conditional Uses; Above Second Floor, Vail Town Code, to allow for a ski club with ski storage to be considered a use similar to a cocktail lounge and bar, located at 333 Hanson Ranch Road (testa Bahn Building)/Lot C, Block 2, Vail Village Filing 1. Town Planner Warren Campbell reported that on September 25, 2006, an application was submitted by the owners of the Vista Bahn Building to establish a ski club with ski storage on the third floor of the structure. The Commercial Core I zone district does not list a ski club with ski storage as a permitted or conditional use on any floor of a structure within the district. The applicant has requested Council review their proposal pursuant to Section 12-3-4, Determination of Similar Use, Vail Town Code, to determine if a ski club with ski storage is similar to a cocktail lounge and bar. Representing the applicant, John Durham, Maddux Design, explained the following: • Eating and drinking establishments are a conditional use above the second floor in CC1; • A private ski club was approved in this space as a "similar use" to an eating and drinking establishment; • Ski storage is an amenity and ancillary to the primary purpose of a social facility; • This facility is different than the "commercial ski storage" facilities in the village; • This is not a profit-oriented venture, allowing storage space to be minimized rather than maximized; permits. RETT 'collections of $3.9 million through September 27, 2006, are down $729,065 or 16% from last year. Last year's collections included $1'.1 million of tax from major transactions (over $10 million selling price) including; ,sale of the Chateau to the Four Seasons developer; sale of units at Crossroads to the developer; Vail Mountain Lodge'timeshares; Founders' Park Garage; and the Vail Marriott. Vail Valley Athlete Commission. Brandmeyer stated the Vail Valley Athlete Commission is composed of and funded by four ' partners: Vail Resorts, Inc., Beaver Creek Resort .; Company, the Vail Valley Foundation (VVF) and the Town of Vail: This commission allocates funding twice. annually to.winter and summer athletic competitors. The VVF approached. Council during the out-of-cycle funding contributions to , request-that along w/their partners, the town increase its annual, contribution from $4,750 to its original $10,000 (post-9/11). Those athletes receiving funding for the '06-'07 winter season are:. Nate Asoian, $1,000, Alpine Ski Racing; Claire Bidez, $3,000, Snowboarding/Half Pipe; Dylan Bidez, $2;000, Snowboarding/Half Pipe, Slopestyle and :Boardercross; Kevin -Hochtl; $1,500, Nordic Skiing;= Stacia Hookom; $2,500, Snowboarding; Julia Littman, $4,500, Alpine Ski Racing; Sarah Schleper;.$5,000, Alpine-Ski Racing; Hunter Schleper, $1,000, Alpine Ski Racing; Jonathan Stevens, $1,000, Mountain Running; and Zac Layman, $1;500, Snowboarding. This bump up in funding has made the individual allocations much more meaningful and this partnership has resulted in the four entities acting as one body to collectively assess these separate requests for funding. Newbury said she would like an explanation as to how the athletes are chosen. Moffet moved to direct the town , manager . to manage and award a contract for the Commission on Special Events handbook with Logan seconding. Hitt emphasized the project needed. to be completed and the past applicants should be re-interviewed. Zemler stated he would ensure there was integrity in the process. The motion passed 6- 0. The sixth item, on the agenda was Adjournment. Moffet moved to adjourn with Newbury seconding. The motion passed 'Unanimously, 6-0. Rodney E. Slifer, Mayor .ATTEST: Lorelei Donaldson, Town Clerk Minutes provided by Corey Swisher. Vail Town Council Evening Meeting Minutes Tuesday, October 2, 2007 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Rod Slifer. Members present: Rod Slifer, Mayor Greg Moffet Mark Gordon Farrow Hitt, Mayor Pro-Tem Kevin Foley Kim Newbury Not present: Kent Logan Staff Members: Stan Zemler, Town Manager Matt Mire, Town Attorney Pam Brandmeyer, Assistant Town Manager The first item on the agenda was Citizen Participation. There was none. The second item on the agenda was an Eagle County School District (RE50J) Update. RE50J Communications Director Brooke Skjonsby announced several newly hired school district officials, including Interim RE50J Superintendent John Pacheco, who explained he would be helping the district on a temporary basis until a new superintendent could be hired. He will also help the new superintendent transition into the position. He then thanked local residents for supporting a recent bond election. "Our students are learning and our teachers are teaching... Second language learners are continuing to pose challenges but progress is being continuously made." Moffet thanked Pacheco for coming before Council. Moffet then suggested the Red Sandstone Elementary School become a K-12 college preparatory school. The third item on the agenda was a Northwest Colorado Council of Governments (NWCCOG) Update. NWCCOG Executive Director Gary Severson explained the organization is a voluntary association of county and municipal governments who individually and collectively believe that working together on a regional basis provides benefits that could not be obtained without the association. "We can do more working together than we can do separately... We leverage dollars to make us players on a regional stage." Today, NWCCOG serves 28 member jurisdictions in a five-county region including the cities of Glenwood Springs, Steamboat Springs and Carbondale; Eagle County and the towns of By Colorado State Statute, each polling place must. have a minimum of three judges to assist with municipal elections. Staff requested the appointments of Vi Brown, Mary Jo Allen, Holly Cole, Mary. Caster, Mary Ann Best, Summer Holm, Earl Best and Kathryn Schmidt to be the Town of Vail election judges. Moffet moved to appoint the aforementioned individuals as judges with Gordon' seconding. The motion passed- unanimously, 6-0. The eighth item on the agenda was the Approval of the 2008 Vail Local :Marketing. District budget and operating plan, Resolution No. 24, a resolution adopting a budget and making appropriations .to pay the costs, expenses and liabilities of the Vail Local Marketing District for its fiscal year January 1, 2008 through December 31, 2008. Moffet moved to adopt the resolution with Newbury seconding. The motion passed 5-1, with.Foley opposed. Foley said he would prefer to see aline item in the VLMD budget to ?specifcally fund the Commission on Special Events (CSE). ? -" -The ninth item on the agenda was the Recommendations of the Parking Task Force for 2007-2008 Ski Season. Council asked the task force to look at adopting a tiered rate schedule and developing a business owner pass program. The committee looked at a tiered system and has made its recommendation. This was not unanimous among the committee members. Vail Resorts made its concerns known but were unable to attend the meeting. Based on the recommended tiered rate structure, pass prices affected by the new peak period rates were evaluated and changes were made. In addition, the shopper parking rate time frame was adjusted. The creation of. a discounted business owner pass was recommended. Council established` the Parking Task Force to provide direction .to, the Vail Town Council regarding parking operation policies for each year. The task force determined areas where attention was warranted. These areas include: 91 Rate increase to make up for the transit enhancements,put in place last year and cover operation enhancement cost. increases in parking in both winter and summer. • Significant increases in the- pass use in the lower tier passes (20-30%) resulting in crowding during peak periods. . Modify -the pass structure to be more in line with transit pass cost to encourage transit and carpooling. • Projected number of employees who will be in town early season, estimates are up to 800 more employees'working in town through mid-December. • Provide consistent use of the West Vail area on all peak days. • Parking ticket fines being more in line as a penalty. • Summer parking management. • Reverification of debit user classification. • The ability for employees and guests to access parking spaces in the 9:30710:30 a.m. period. The parking task force recommended the following changes to the parking policies for the 2007-2008 season as follows: • Rates and parking passes.are proposed to adjust per the attached rate structure. • . Expand use of the free peak period 'areas in West Vail during 'the 17 day holiday 4 r Vail Town Council Evening Meeting Minutes Tuesday, November 6, 2007 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Rod Slifer. Members present: Rod Slifer, Mayor Kent Logan Mark Gordon Farrow Hitt, Mayor Pro-Tem Kevin Foley Kim Newbury Greg Moffet Staff Members: Stan Zemler, Town Manager Matt Mire, Town Attorney Pam Brandmeyer, Assistant Town Manager Bill Jewitt Remembrance. Mayor Slifer opened the meeting and asked for a moment of silence to honor the passing of former Councilman Bill Jewitt. The first item on the agenda was Citizen Participation. Town Manager Stan Zemler presented the outgoing council members with a memento in appreciation of their service. Logan thanked staff for their efforts and diligent work in moving the town in a positive direction. Slifer stated, "It's been a pleasure." Tom Steinberg then thanked Slifer for his work as Mayor. Slifer then received a standing ovation from those in attendance. Vail Chamber and Business Association Executive Director Kaye Ferry announced that on November 29, from 5:00 to 6:30 p.m. in the Vail Town Council Chambers, an open house will be held with the Colorado Department of Transportation to discuss community preferences regarding the next phase of the 1-70 repaving work through Vail. The focus of the meeting will be to discuss the pros and cons of different paving methods; night versus day versus after Labor Day work; etc. CDOT has indicated it will follow the recommendations derived from this meeting. The second item on the agenda was the Consent Agenda. Approval of October 2, 16 & 30 Meeting Minutes. V. The sixth item on the agenda was an appeal, pursuant to Section 12-3-3, Appeals, Vail Town Code, of the Town of Vail DRB approval of an administrative approval, for a change to approved plans, pursuant to Chapter 12-11, Design Review, Vail. Town Code, to allow for a change to the configuration of retaining walls associated with driveway access, pursuant to Section 14-6-7, Retaining Walls, Vail Town Code, ocated at 1772, 1778, and 1788 Alpine Drive/Lots, 10, 11, and 12, Vail Village West Filing 1. - Warren Campbell informed Council that they could uphold, overturn, or modify the Town of Vail DRB approval of an administrative approval, of the change to approved plans application pursuant to Section 12-3-3, :Appeals, Vail Town Code:. On October 3, 2007, the DRB upheld an administrative approval of a change to approved plans application to change, the configuration of retaining walls associated with driveway access, for the new residences being constructed at 1772, 1778, and: 1788 Alpine Drive. Council "called-up" the DRB approval of an administrative approval due to concerns about the compliance of the retaining walls with applicable Town of Vail Zoning Code, provisions. Campbell clarified there was a portion of retaining wall sitting on the property line and did not meet the required 2-foot setback. Moffet moved to uphold with a condition the DRB approval with Foley seconding. Hitt ,expressed concern that the structure was not harmonious with the surrounding neighborhood. "l` believe with more landscaping that this. retaining wall can. be soften ed...I think we need to readdress our DRB process... The retaining, wall just doesn't look like it fits." Gordon and Newbury .said the next Council needs to readdress steep slope requirements. "Due to a personal interest in the site, Hitt recused himself from the item. The motion passed unanimously, 6-0. The seventh item on the agenda was a Teva Mountain Games Funding Request. Special Events Coordinator Sybil Navas explained that in August of this year, Untraditional Marketing (UM) was informed by USA Climbing that the Climbing Wall World Cup had been awarded to Vail. Originally, UM was going to ask the Commission on Special Events (CSE) for '08 cash funding of $110,000 ($90000 was awarded in 2007). Due to this additional award of the World Cup, UM requested another $50,000, bringing the overall cash funding between the CSE and Council -contributions to, $160,000, with in-kind of $9,500. The event proposal has now been seen and endorsed by the CSE, with a recommendation. Council provide the additional $50,000 in funding, for the '08 Climbing. Wall World Cup. At this time, the CSE average: contribution toward the TEVA Mountain Games is $95,000, which final action will be taken at their next regular meeting on November 27. When this was presented to Council in September, Council asked :to have a thorough review of the. merit of the Climbing Wall World Cup, and if needed, return to Council for '08 funding of this specific event. The CSE listened to the full funding request of $160,000 on October 23, but with over $1.3 million in special events requests, felt -they did not have the funds available to support- this additional event. Staff recommended funding up to $50,000 from Council contributions specific to the"08 USA Climbing Wall World Cup. Staff will continue. to work with both. the CSE and the Vail Recreation District (VRD) to establish a permanent climbing wall location, a requirement of a multiple year award of this event. Moffet moved to adopt the staff recommendation with Newbury seconding. Zemler clarified Council would have the ability to call up any CSE recommendation. The motion passed 6-1, Foley opposed. Hitt clarified a permanent location for a climbing was being explored. Foley said he believed the Vail Local Marketing District needed to directly fund more special events. The eighth item on the agenda was a Vail Resorts Housing Obligation Discussion. TOWN OF VAIL COMMISSION ON SPECIAL EVENTS March 14, 2008 Mayor Dick Cleveland Vail Town Council 75 South Frontage Rd Vail, CO 81657 Dear Town Council Members: At our meeting on February 26, the CSE reviewed a presentation on the Vail Economic Advisory Council's (VEAC) proposal to develop a " Winterfest" in Vail, which would focus on promoting the early ski season time frame from Thanksgiving to New Year's, enhancing the holiday activities as a means of creating economic vitality and energy, increasing early season business, and building a tradition that we would "own" and that would differentiate Vail from our competitors. Although the CSE's budget has been fully committed for 2008, the members enthusiastically recommend that you support the VEAC's supplemental request to develop this concept in 2008, with the intent of making it an annual part of Vail's event calendar. Sincerely yours, Dave Chapin, CSE Chairman CSE/sn 2008 Contracts and Payment Status CSE 2008 FUNDING ALLOCATIONS: CONTRACT AND PAYMENT STATUS 2008 Town Council Alkmmftn for Direct Event Funding: $765,200 Event: Producing Entity: date 2008 Dates: 2008 CSE Fundf Allocated: Contract Statue: >Camtva0 Hlghline Sports & Entertainment 24 February 3-5 $7,880 as of 211 The Session Mail Valley Foundation 217 February 7-10 $13,174 as of 211 Testa of Vail Taste of Will 412 April 2-5 $9,880 as of 2/15 Wit Film Festival Veil Film Institute 4/3 April 341 $89,100 as of 2/29 Spring Beck to Vail Highline Sports 8 Entertainment 417 April 7-13 $74878 as of 2/28 Two Mountain Games Untradltlonal Marketing 8M June 4-8 $04578 as of 2115 King of the Mtn Volleyball King of the Mountain Volleyball 6/13 June 13-18 $7.8110 as of 2/29 Vail Farmers' Market (Sundays) Meadow Drive Partnership 8118 Jun 18- Sep 7 $84,178 Pending Ambient Street Entertainment! Resort Events 8120 June 20- Sep 1 $60,238 as of 2/11 680 Bonanza Vell Chamber and Business Association 8/21 21-Jun $9,880 submitted 3119 Lacrosse Shootout Colorado Lacrosse F ., ., , one! 8/28 June 28- July 6 $10,000 submitted/ 3/24 America Days Eagle Valley Events 7/4 4-Jul $80,236 as of 2/8 ;Fdday A , .. .. n Club Lionsheed Merchant (croup 7111 Summer 2008 $14,775 )-Jammin' Jazz Nights (Thursdays) Veit Jazz Foundation 7/31 Jul 31-Aug 28 $20,898 sent 1/30 ;P,ft* Mountain Antkwe Festival Moon River Ranch 8/1 August 1-3 $3,448 Kick-It 3v3 Boom Tour Team Championships International 8/1 August 1-3 $30,000 submitted 3120 Vail Arts Festival Eagle Valley Everts 8/8 August 8.10 $111.223 as of 2/8 Gourmet on Gore HIghtine Sports d Entertainment 8/29 August 29.30 $44,328 submitted 3124 Olds'.. `: , Wilghline Sports Hlghline Sports a Entertainment 915 Sep 5-7,12-14 $81,283 as of 2115 Colorado Grand Colorado Grand 9/19 Sept 19- 20 $1463 b-Licnahead Chili Cook-OR Vill RestsurantAssoc iallon 9/27 27-Sep $4,928 Snow Daze Hlghline Sports 8 Entertainment 1211 December 1- 7 $84,028 as of 2115 Holidays In Vail Eagle Valley Events 12119 Dec 19.31 $34480 Pending TOTAL CSE ALLOCATIONS: - - _ --- -- - $765.331 "CSE Funds Remaining: - ($81) -- '3rd year of 3 year contract with Colorado Lacrosse Promotions "Deficit in allocated funds will come out of the 2008 CSE : ,::hg expenses $7,880 $13,174 $9,880 $19,700 $24,826 $33,575 $2,880 $25,238 $16,901 $6,223 $27,283 $21,342 REVISED: 3124/08 Funds Paid Out: Total Fund's A Amount Still Out. Owed: $7,8110 so $13,174 $0 $8,880 $0 $19,700 $39,400 $19,700 $24,828 $49,280 $24,828 $30,000 $63,878 $30,000 $2,800 54280 $2,800 $0 $84,178 $25,235 $24000 $0 $9,880 $0 $10,000 $16,901 $33,334 so $14,778 $0 $26,898 $0 $3,448 so $30,000 $4223 $12„000 $0 $44,328 $27263 $54,000 so $2,463 $0 $4,928 $21,342 $42,03 so $34460 $285,373 $479,968 CSE/sn Winterfest Update: 3/24/08 "Winterfest" Update : (Need Event Title: Ideas?) Preliminary Proposed Schedule of Evi."L and Activities: November 21- December 5: Christmas Decoration Competition for local businesses and Decorated Holiday tree/wreath Silent Auction (Colorado Ski M..,+ ,am) November 21-13..,.-ber 31: Official Vail Festival of T,*., ,4 . -ent sale (Colorado Ski Museum) Saturdays Nov 22- Dec 13: Holiday Market • Christmas w.,Wring stations as fimdraiser for local schools Fri/Sat Nov 28-29, and Wednesdays Dec 3, 10 and 17Parade of Lights: (think Disney World and Denver Parade of Lights) November 28- December 31: ' • Vail Ice Art Championships and "Ice Crawl" (HSE) • Live Saturday con c.r la: Free of Charge (HSE) • Winter Wonderland: S,-.:?JReindeer/Elves (Holidays in Vail) • Entertainment Hot Chocolate, Hot Cider and Coolie Stations • Face Painting November 28- D-.r:,..iber 25: Roving Carolers on Fri/Sat: (Holidays in Vail) December 1-7: Vail Snow Daze (HSE) Sat, December 6: Christmas Cookie Baking Contest (similar to BC Choc Chip contest: winning recipe would be made and handed out in town Dec 13-31) December 3: LH Tree Lighting (HSE) Rail Jam? (as jv. - of Snow Daze? Date?) December 8-18: Vail Dine Around (VCBA, need marketing $$?) Sat, Dec 20 (?): Ch, ...., , gne toast./tasting booth or tent December 19- 24: Holidays in Vail featuring W Tree Lighting and Parade of Lill.: on December 19 and ,.. Jing in both villages December 20-24 December 31: • Torchlight Ski Down Celebration (Holidays in Vail w/ VRI) • Youth New Year's Bash at Dot v." (VRD?) • Young Adults Party at Dobson (HSE?) • 1 st Night Family New Year's 'Eve Celebration at Arrabelle Square (Holidays in Vail, PD?) VISION - MISSION - VALUES Town of Vail Vision To be the premier mountain resort community! Mission We will provide the citizens of Vail and our guests superior services, outstanding environmental stewardship and an abundance of recreational, cultural and educational opportunities. Values Respect - Trust - Integrity - Innovation - Collaboration Commitment To provide vision, leadership, efficiency, transparency and accountability in a fiscally responsible manner. Event Review Committee Vision To be the premier mountain resort community! Mission To facilitate safe, fun, economically viable special events while maintaining a quality experience for resid-4..,, guests and event prom.'.W.4 s. Values Integrity - Collaboration - Accountability - Respect Commission on Special Events Mission The mission of the Vail Com..,' ..*ion on Special Ev,.6y (CSE) is to support street entertainment and e1.a Lx for economic viltay, year-nxmd fun, sense of community and increased quality of experience for gc.,*6 and residents. Request The request is that the CSE adopt the same values as the ERC: Integrity - Collaboration - A...,..intability - Respect and fold those into the funding allocation criteria. 1 for: A? Specially E Repo' Created TOO OF hin Recap TOV Commission on Special Events EVENT GOALS/OBJECTIVES • Attract additional Vail Visitors, Locals, Regional Guests (Front Range) and Destination Guests (with emphasis on Dallas, Chicago markets); • Attract incremental Vail spending $$$ (Lodging, Food & Bev, Merchandise, Lift Tickets, Rentals, Etc.) EVENT OVERVIEW - Overall, the event was a major success. Some of the highlights are as follows... • An estimated 10,000 attendees celebrated Mardi Gras Vail style Marketing and PR campaigns were very successful - major coverage generated over $100,000.00 in value ad millions of impressions. • Media included television, radio, print, new media and more • Strong sponsorship for the event - with room to grow - Sponsors included Vail Mountain, Town of Vail, Aquafina, Coors Light, Volvo, Captain Morgan, Verizon and Outside Magazine. • The Pride of New Orleans ...Henry Butler was bringin down the house! • In-town events included Fat Tuesday Parade featuring the renowned Vail Lawn Chair Drill Team; Vail Street party and the very popular Mask-erade party at The Arabelle at Vail Square. • On-mountain events included the World's Highest Low Country Crawfish Boil and the Funky tunes of Little Hercules. BUDGET ? Detailed event budget, including all revenues and expenses as of 3/21/2008. ' ACTUAL REVENUES: 420 Sponsorships $65,000 420.5 CSE Funding 7,880 n 422 F&B Sales 4,382 Total Revenues $77,262 EXPENSES: 510 Event Ops - misc $3,921 1 517 Entertainment/ Bands 11,750 519 Event Promotions/Advertising - 520 Event Merchandise - 525 Event Supplies 8,868 526 F&B Expenses 2,707 527 Equipment Rental 2,814 ' 530 Portable Toilets/Dumpsters 700 533 Prize Money / Appearance Fees 1,750 535 Public Relations 1,500 538 Venue Rental / Site Fees - 543 Wardrobe/Uniforms 550 Event Insurance 4,800 555 Equipment Repairs - 617 Bank/CC Charges 620 Auto Expense 537 ' 626 Pre-press/Design 2,055 627 Licenses and Permits 417 628 Printing and Reproduction 3,095 630 Office/Computer Supplies 46 ' 631 Office Expenses 314 636 Postage & Delivery 27 638 Web Site / E-Mail 247 ' 640 Event/Sales' Travel 317 641 Meals/ Entertainment 271 642 Lift Tickets - ' 643 On-Mountain Dining - 644 Event Lodging - 646 Sponsor Ground Transfers - ' 669 Contract Labor 2,231 670 Payroll Expenses 7,498 671 Commission Expense 8,576 672 Event Management 9,500 Total Expenses $73,939 Net Income (Shortfall) $3,323 MARKETING/PR OVERVIEW See Media Coverage and Public Relations Media Highlights EVENT RESULTS • Estimated total event attendance: 10,000 • Estimated Incremental Room Nights and Revenue Generated by CarniVail. The numbers below are final estimates for the 2008 event. Incremental Room Nights Estimated attendance: Those who came just for the event: Those staying in Town of Vail lodging: ' Average nights stay in Vail: Total Incremental Room Nights: Incremental Spending Estimated attendance per day: Average amount spent: Event Days: Subtotal spent on event days: Average lodging price per person per night: Incremental room nights: Subtotal spent on lodging: Number of days in Vail not for event: Number of people staying additional days; Average amount spent per day: Subtotal. spent on non-event days: Total Estimated Incremental Spending: 10,000 40% 70% 4 11,200 5,000 $300 2 $3,000,000 $200 11,200 $2,240,000 1.0 3,500 $300 $1,050,000 $6,290,000- 2008- Town of-Vail ROI Town of Vail CSE Event Investment $7,880 Total Value of Media, Public Relations and Event Related Impressions for a top-tier Presenting Sponsor (such as the Town of Vail) (measured by Event Industry-accepted means). This number is based on the projected PR and marketing for this event. $100,000 Return on Investment through Media, PR and Event Related Impressions alone: 12-to-1 Est..Incremental Room Nights Generated 11,200 Subtotal spent on event days: $3,000,000 Subtotal spent on lodging: $2,240,000 Subtotal spent on non-event days: $1,050,000 Incremental Spending Generated: $6,290,000 TOV Tax Receipts (Sales - 4%, ST Lodging-4%) $251,600 TOV Return on Investment through Incremental Spending 32-to-1 POTENTIAL FOR GROWTH AND DEVELOPMENT FOR SPONSORSHIP AND MEDIA EXPOSURE Huge potential! We now have a tried and tested foundation in place from which to continue expanding the reach of both sponsorship and media coverage for CarniVail. HOW DID THE EVENT IMPACT VAIL'S "SENSE OF COMMUNITY"? CarniVail does an amazing job of impacting Vail's sense of community. The event, especially the Fat Tuesday Parade and Street Party, really create a space and place for bringing the community together during the mid-point of the ski season. EV44 olvew,;tw CarniVail, a spicy taste of New Orleans, visited Vail February 3-5, 20081 featuring three full days of Mardi Gras merriment complete with all the Cajun fixin's... not to mention beads, beads and more beads! New Orleans-style celebrations at select local establishments kicked off the revelry featuring the Big Easy's signature drink, the Hurricane. Monday, Eagle's Nest hosted the World's Highest Low Country Crawfish Boil and the funky tunes of Little Hercules. A Mask-erade Party at The Arrabelle at Vail Square immediately followed. On tap were custom drink specials, make-your-own-mask stations, and music by "The Pride of New Orleans" Henry Butler. The infamous Fat Tuesday Street Party & Parade got. rollin' with a lively king cake-eating contest, music and bead giveaways. Colorful floats and costumed revelers made their way through the crowd-strewn streets of Vail Village as the King and Queen's royal float marked the end of the parade and the lively event. ?M 0 W, 04 s s POW _ _ ;o% r4 r R I IL--&- so - • 27,345 beads distributed throughout three days of festivities • $1,750 in prize money offered to the winning floats • 2 dinner coupons for Zach's Cabin awarded to the King and Queen • 390 feathered, satin, and self-decorated masks worn by revelers and staff • 18 extravagantly decorated floats and enthusiastic foot walkers in the Fat Tuesday Parade including lawn chairs • $1,000 awarded to the 1 st place float winner Vail Mountain Yellow Jackets • 3 minutes king cake-eating winner consumed his multi-colored cake • 1 person known as the "Pride of New Orleans" musical guest, Henry Butler • 504 CarniVail hurricane glasses distributed throughout the event • 6 lucky individuals hand-selected for the CarniVail Court and featured in the Fat Tuesday Parade M1=1 111111111111M M M M r M rr M r Town of Vail's Integrated Sponsorship Assets Print CarniVail was promoted via national, regional and local publications. A 4- color ad promoting the event and a corresponding contest was published in national print magazine Outside. Additionally, an extensive advertising campaign included ads on the Front Range of Colorado via the Denver Post, Westword and Rocky Mountain News and in the high country's Vail Dailv. PR Multiple Press Releases were sent to local, media outlets to garner exposure, increase participation and ultimately continue to elevate the awareness and interest of CarniVail. 5? - , ?1' 0 04/6w?tw Town of Vail's Integrated Sponsorship Assets Event Collateral Collateral materials were distributed throughout the Rocky Mountain region. Materials included 24x36 and 11 x17 four-color posters, base signage, on- mountain signage, event window clings, mini handbills, and more. Direct Email Permission-based emails and online newsletters featuring CarniVail were sent out by Outside Magazine, Vail Resorts, the Westword., Vail Valley Partnership, and Highline Sports to a qualified database highlighting event offerings. The emails referred to event schedules, upcoming float entry and CarniVail Court voting reminders, and other CarniVail activities. st? OTown of Vail's Integrated Sponsorship Assets Television Multiple live television interviews aired on RSN affiliate KVBA TV8. Event features were broadcast throughout the Vail Valley, including KVBA TV8 and Plum TV Channel 16. Event management mentioned the Town of Vail multiple times throughout the campaign. Radio Eighty (80) radio spots, thirty (30) live reads, and five (5) live call-ins from the Fat Tuesday Street Party & Parade promoted CarniVail and its sponsors, including the Town of Vail. An extensive radio buy was made on Vail's KZYR The Zephyr 97.7 FM. «?•z 10 Town of Vail's Integrated Sponsorship Assets Event Announcer The event's professional announcer mentioned the Town of Vail multiple times throughout the event. Online CarniVail.net featured event information, Town of Vail logo, entry forms, and much more. CarniVail also received features and hyperlinks on popular sites including vail.com, outsidemaa.com, 9news.com, westword.com, kzvr.com, vaildailv.com, and visitvailvallev.com. Town of Vail's Integrated Sponsorship Assets Siana ee The Town of Vail's logo was included on one (1) double-sided 4x 20' town banner positioned one week in Lionshead and one week in Vail Village. On-mountain, CarniVail window clings, posters and a-frame signage were prominently displayed at base areas, Eagle's Nest and Mid-Vail, Vail Ski School and more. Custom printed hurricane glasses were produced and available to consumers at a set price with a free hurricane beverage. The CarniVail glasses were offered at the Mask-erade Party and Fat Tuesday Street Party & Parade. In Denver, the Westword street team distributed giveaway bags featuring custom CarniVail bag toppers. The street teams visited multiple locations leading up to the event. 0 40 Dt4,v,4 Aaa P,,?A Aot nab Mkt P? Aol II. Apres liar Parties Norld's Highest Low Cowitry Crawfish Boil Fat'lliesday Street Party& Parade V AJ. 601", plow Ado R C)Ak R ` r? ?r it r r rr r r rr r r? . . r r r r r r J.Oe?M,t9.?New,jN44 AOI 8 r r r r r r r r r r r r r rs r r r r r v.,d nom, NA ad4 R r? r r rr r ?r rr ?r ?r r r r r ?r ar rr rr rr r FAT TUESDAY PARADE vA2DAj,y Pti;44 Ak R r r r r r r r r r r r rr r r r r r r r 6 K r, . ?1?e x, " t 2436 m.d 11 vP P4i4w ei" %.- Captain Morgan & Pepsi - ` Hurricane - Hurricane Glass - Coors/Coors Light - Aquafina - a R R,ut?aA.we4" General Radio Soot Bourbon Street becomes Bridge Street... it's CARNIVAIL, February 3-5th. It's a spicy taste of New Orleans right here in Vail with all the Cajun favorites --- don't miss the crawfish, hurricanes, decadent floats in the Fat Tuesday Parade, and the sweet tunes of "The Pride of New Orleans" himself... Henry Butler. Not to mention BEADS, BEADS and more BEADS! It's three days of Mardi Gras merriment with a CarniVail Court, Mask-erade Party and King Cake Contest. Paint the town purple, green and gold with CarniVail. Laissez les bon temps rouled CarniVail is yours thanks to Vail Mountain, Volvo, Aquafina, Town of Vail, Captain Morgan, Verizon Wireless, Coors Light, Outside Magazine and is sponsored in part by Vail Daily, KVBA-TV8 and KZYR-The Zephyr. Visit www.CarniVail.net, for more information.