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HomeMy WebLinkAbout10_03_03 Minutes  Minutes Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Wednesday, March 3, 2010 @ 9:00 a.m. CSE Members Present: Bobby Bank Jenn Bruno Dave Chapin Meggen Kirkham Rayla Kundolf Bob McKown Heather Trub TOV Staff Present: Kelli McDonald, Vail Economic Development Manager Corey Swisher. Executive Assistant to the Town Manager Sybill Navas, Special Events Coordinator Others Present: Todd DeJong, Lone Star Security Katie Richardson, Vail Mountain Marketing Chad Young, Vail Recreation District, Youth Services Jamie Gunion, Vail Recreation District Jessica Stevens, Vail Valley Partnership Billy Suarez, Vail Chamber and Business Association Laurie Asmussen, Eagle Valley Events Tara Lane, Skating Club of Vail Chairman Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: (5 minutes) Motion to approve the minutes of the meeting of February 3, 2010, as presented. M/S/P: McKown, Bank, Unanimous Coordinator Report: Financial Report and Contract Status: no issues were raised Navas read the email from Ilene Rapkin into the record, updating the CSE on the status of Vail Restaurant Month. Navas reported that Rich tenBraak was unable to attend the meeting due to a previous commitment but that, in light of the downsizing at the organization, he requested she assure the CSE that the VCBA is moving forward with plans to produce both BBQ Bonanza and South of the Border Fiesta as planned. Introduction: Todd DeJong, the new owner of Lone Star Security, introduced himself to the CSE members and described his commitment to be an active participant in the community. He detailed a number of measures that he intends to implement that are designed to improve their service to the event organizers and to the business community, including direct phone line access to individual events and hiring trained EMT’s and retired police officers to staff the event security needs. CSE members approved the following proposed agenda items for the joint meeting w/VLMDAC on March 18: Discussion of the CSE’s criteria for determining event funding allocations and how it aligns with the VLMD’s strategies. Overview of the events receiving funding in 2010 In what ways can the VLMD help to market special events? Finalize Special Event Funding Allocations for 2010 Holiday Events: Event proposals eligible for consideration were discussed and funds were allocated as follows: Eagle Valley Events: Holidays in Vail/requesting $75,000 Motion to allocate $50,000 to Eagle Valley Events for the 2010 Holidays in Vail Event. M/S/P: McKown/Bank/Unanimous Highline Sports and Entertainment: Snow Daze/requesting $100,000 Motion to allocate $53,000 to Highline Sports and Entertainment for Snow Daze 2010. M/S/P: McKown/Bank/Unanimous Skating Club of Vail: Holiday Skating Show/requesting $7,000 Motion to allocate $5,000 to the Skating Club of Vail for the 2010 Holiday Skating Show. M/S/P: McKown/Bank/Unanimous Vail Chamber and Business Association: Savor the Season/requesting $3,950 No funding granted. Santa’s Workshops (in collaboration with the Vail Recreation District)/requesting $7,875 Motion to allocate $4,000 to the Vail Recreation District to produce 4 Santa’s Workshops in 2010. M/S/P: McKown/Bank/Unanimous Holiday Gift Wrapping/ requesting $4,450 No funding granted. New Business: (5 minutes) CSE Members agreed by consensus to issue an RFP for Intercept Surveys at Special Events in order to determine the financial feasibility of implementing a program that would provide objective, 3rd party data on publicly funded special events and that would allow for an apple to apples comparison of these events. The RFP will ask for bids based on three options: Intercept surveys, in a statistically valid number, for all events receiving more than $20,000 in public funds Intercept surveys, in a statistically valid number, for 10 events selected by the CSE as being of particular interest. Responders may also include a 3rd “other” option if they so choose. Responses will be discussed at the next CSE meeting on Wednesday, April 7. Bank suggested that the CSE consider multi-year funding agreements with allocations that diminish annually for events that request funding that reflects a “realistic” need. Navas clarified that there is a precedent for this concept with the Vail Lacrosse Shootout, but that the agreement must be contingent on annual budget approval, in compliance with Colorado State Law. Motion to adjourn at 10:25 a.m. M/S/P: McKown/Kundolf/Unanimous Next Meeting: Joint Meeting with the VLMDAC: Thursday, March 18 CSE: Wednesday, April 7, 2010 @ 9:00 a.m.