HomeMy WebLinkAbout2012_05_02 DRAFT CSE MinutesCSE/Meeting Minutes May 2, 2012 Page 1 of 5
MINUTES:
Town of Vail: Commission on Special Events Meeting
Town Council Chambers
__________________Wednesday, May 2, 2012 @ 8:30 a.m .______________
CSE Members Present: Cali Adkisson
Jenn Bruno, Chairman
Bobby Bank
Joyce Gedelman-Viers
Sonny Kerstiens
Rayla Kundolf
TOV Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, TOV Economic Development Direct or
Pam Brandmeyer, Assistant Town Manager
Todd Oppenheimer, Public Works
Mike Vaughan, Fire Marshal
Mike Griffin, IT Department
Ron Braden, IT Department Director
Others Present: Margaret Rogers, Vail Town Council: Advisory Mem ber to CSE
Tony Landon, Human Movement Management
Beth Pappas and Jamie Gunion, Vail Recreation Dis trict (VRD)
Emmy Hoyt, Ski and Snowboard Club Vail (SSCV)
Leon Fell, King of the Mountain Volleyball
Jessica Stevens, Vail Valley Partnership (VVP)
Patrick Herbert, Lone Star Security
Kristie Buse and Steve Long, Vail Mountain Marketin g
Greg Schwartz and Kevin Dean, Highline Sports and Entertainment
Richard tenBraak, Vail Chamber and Business Assoc iation (VCBA)
Robin Litt, Vail Jazz Foundation
Sarah Paladino, Vail Valley Medical Center (VVMC)
Laurie Asmussen, Eagle Valley Events
CSE Chair, Jenn Bruno, called the meeting to order at 8:40 a.m.
Administrative Items:
• Approval of the Minutes of the meeting of the CSE meeting held April 4, 2012.
Motion to approve the Minutes of the meeting of Ap ril 4, 2012, as presented.
M/S/P: Kundolf/Kerstiens/Unanimous
CSE/Meeting Minutes May 2, 2012 Page 2 of 5
• Financial Report and Contract Status: CSE members reviewed the status of financial report and
contract status and no issues were raised.
• Navas and Rogers reviewed the Council’s discussion of the ACE initiative at their meeting held
on May 1. Rogers requested that this topic be put o n the CSE’s June 6 th meeting agenda so that
the CSE members could formulate a recommendation to the Town Council.
Event Recap: Rocky Central J3/Junior Ski Championsh ips: Emmy Hoyt, representing Ski and
Snowboard Club Vail, thanked the CSE for their supp ort of the event and stated that they had made an
extra effort this year to showcase the Town of Vail and bring more awareness of the event into the
community by moving their awards ceremonies into th e village. The event annually hosts 175 athletes,
their coaches and families for a full week of compe titions.
Due to some technical difficulties with the confere nce call to the Vail Film Festival, Tony Landon,
representing the new event producer, Human Movement Management LLC, gave an update on the
plans for America Days ; which will include the usual parade, themed “Team America” as a nod to our
Olympic athletes, beginning at Golden Peak and wind ing through town to finish at the western end of
the LionsHead Mall. Sam Adams will sponsor a festiv al/beer garden in Solaris Plaza with musical
entertainment featuring the 101 st Navy and Air Force Dixie Land Jazz and Rock ‘n Rol l cover bands in
full uniforms performing following the parade, and local/regional music acts throughout the afternoon,
leading up to the fireworks at dark. LionsHead will be the site of a kids’ activity zone following the
parade.
Navas then introduced the discussion of a new firew orks concept that would guarantee that a display
could happen. Given the high cost of the fireworks relative to the total event budget and citing the
current and expected severe drought conditions and high fire danger that will likely result in a state -
wide ban, the CSE was asked to consider committing to the use of “close proximity” fireworks, which
could provide for a more intimate scale and could b e shot off right from the center of the village. Mi ke
Vaughan, TOV Fire Marshal, confirmed that these fir eworks do not leave any combustible residue and
would be safe under the expected environmental cond itions. He added that if the decision was being
made today, he could not approve fireworks of the t raditional variety due to the extreme level of fire
danger. Landon explained that these fireworks are o f a smaller scale, more expensive than the
traditional variety and would need to be ordered wi thin the week.
Motion to approve the use of the non-traditional, close proximity type of fireworks for a 15-20
minute display on account of the potential for very high fire danger.
M/SP: Kundolf/Kerstiens/Unanimous
The Vail Film Festival update was again postponed o n account of technical difficulties with the
telephone.
Beth Pappas and Jamie Gunion presented a brief upda te on the Keen Vail Kid’s Adventure Race. They
explained that they had planned a two day event t his year, but due to the impacts of the gondola
construction, did not feel that they would be able to develop an adequate venue to provide a course
that maintains the standard of “adventure” that ha s been set. Vail Resorts has agreed to halt
construction for one day only, so that the event ca n use the lower portions of the mountain without th e
interference of construction traffic. The number o f teams is capped at 115, 25 more than last year, a nd
they have added a number of clinics on Saturday whi ch are attracting a lot of interest from “out of
towner’s.” Kid Sport is again a major sponsor, and will be the “check-in” site, with a “Strider Cup ” race
is being considered in conjunction. They stated tha t with the construction done, they are committed to a
2 day race event in 2013.
CSE/Meeting Minutes May 2, 2012 Page 3 of 5
Mojo Man Cancellation: The CSE considered three options for the $75,000 t hat had been allocated
for this event:
1. Issue a new RFP for events that will occur in 20 12. Events that have already received support
may apply, but will have to show specifically how t heir event will be enhanced with additional
funding. Staff recommended option.
2. Review 2012 events that applied for CSE funding, but did not receive the full amount requested
3. Leave the money unspent, and return in to the To wn’s General Fund.
Motion to allocate an additional $15,000 to Human Movement Management that will go
towards a 20 minutes fireworks display using the “c lose proximity” fireworks to insure
that the Town of Vail will have a fireworks display on the 4 th of July.
M/S/P: Bank/Kundolf/Unanimous
Motion to accept option #1, and issue an RFP with $60,000 available for Special Event
funding in 2012.
M/S/P: Kundolf/Bank/Unanimous
Vail Film Festival Recap was moved to the June meeting on account of techni cal difficulties with the
telephone connection.
Vail Valley Partnership: Group Sales Events Report: Jessica Stevens and Laurie Asmussen
informed the CSE that four new events had been recr uited as part of the Group Sales program of the
Vail Local Marketing District budget and are receiv ing some funding to support organizational
assistance and hard costs related to producing the events in Vail. These events include:
• Colorado Rocks!: July 13-14. Musicians, cancer survivors and suppo rters from all over the
United States will gather to hike Vail Mountain and conduct performances along the trail.
Renowned musicians that will be leading the musical trek include Brett Dennen, G. Love
and Cy Cumin of Fixx and others. Following the hike , there will be a free concert in Solaris
with the School of Rock and special guests.
• Season of Song: September 20-23. Songwriters and musicians from al l over the US gather
to celebrate music in Vail. Various locations, incl uding performances in the Amphitheater
and Solaris Plaza.
• Tour of Vail and USA Crits Final: Pro/Am Cycling Festival and Professional Criterium in
Vail Village. Test your mettle on the historic tim e trial course from Vail Village up Vail Pass
on Friday. On Saturday, ride one of the Vail Valley 's premier long distance road rides.
Sunday completes the weekend with a fast-paced road racing criterium on the streets of Vail
Village.
• GranFondo Cannondale Vail: "Gran Fondo" meaning "Big Ride" in Italian, are lo ng
distance, mass-participation cycling events -- not races -- that thrive across Italy. The
original GranFondo Series launches its inaugural ev ent in Vail: it's an authentic cycling
experience and will be the most challenging GranFondo USA destination yet! Choose
between two courses: a 118 mile Gran Fondo and a 60 mile Medio Fondo. The ride will
begin and end in Lionshead, and loop up towards Sta te Bridge.
Overview of Council Goals and Strategic Plan: Kelli McDonald presented a brief overview of the
Council’s updated mission, vision and goals, as doc umented in the meeting packets. Among the action
CSE/Meeting Minutes May 2, 2012 Page 4 of 5
items she highlighted included a meeting with the e vent producers to discuss how we can better
facilitate the production of special events in Vail , ironically coming up later on this agenda.
Ford Park Venue Improvements: Todd Oppenheimer presented preliminary plans for t he upgrading of
Ford Park that the voters approved as part of the b allot issue to determine how the funds collected as
part of the Conference Center tax will be allocated . He highlighted many of the improvements to both
the fields and the parking lot that will provide mu ch improved venues and facilitate the production of
events. He stressed that these improvements are not “building more” but focus on “ease of use”
considerations that have come out of several meetin gs with input from Greg Schwartz with Highline
Sports and Entertainment and Navas.
Meeting with Event Producers: How can we make it ea sier to produce events in Vail? Navas
kicked off the discussion by stating that the numbe r one issue that she hears about from our local eve nt
producers is the antiquated, paper and pencil metho d of filing the Special Event Permits. Ron Braden,
Town of Vail IT Department Director, affirmed that the Town’s system is capable of handling an online
submittal and filing system for Special Events. Mik e Richards has been designated to facilitate the
development of a new system and a central on-line c alendar.
Other comments included:
• Sarah Paladino: It would be a HUGE help just to ge t them (the special event permit
applications) to a place where they can be filled o ut electronically. Also, updated maps would be
helpful.
• Patrick Hebert: Lone Star Security has developed v enue maps of Vail that they would be happy
to make available.
• On-Line Calendar: Paladino asked how we can get ev ent producers to input their own data.
• Leon Fell: Aspen has an excellent example of on-li ne permit storage that allows you to go back
to last year’s permit and make changes to update th e new year’s event, and is then distributed
to every department directly.
• Reduce repetitive information on every attachment
• Greg Schwartz: A complete overhaul is preferred to “band-aides,” even if it will take more time.
He added that the info requested by the Town of Vai l is “pretty standard,” but the administration
end is very duplicative.
• How can we develop an email data base of businesse s within the Town of Vail that can be used
to facilitate notification efforts?
• Gedelman-Viers: It would be helpful to have a “fac ilities permit” with a “save the date” concept.
• Schwartz: We can’t dump beer, etc. into the storm water drains, but it has to go somewhere.
Public use drains, or accessible gray water disposa l sites would be helpful.
• ERC (Event Review Committee) should communicate th e event debriefing comments to the
CSE.
• Develop a method for assessing penalties for non-c ompliance. Ordinance?
Pam Brandmeyer stated that she would be responsible for providing a plan to implement both the on-
line calendar development and the development of an electronic special event permitting system at the
June 6 CSE meeting.
New Business:
Motion to release final funding installment to the Vail Film Festival.
M/S/P: Kundolf/Adkisson/Unanimous
Adjournment:
CSE/Meeting Minutes May 2, 2012 Page 5 of 5
Motion to Adjourn @ 11:55 a.m.
M/S/P: Kundolf/Adkisson/Unanimous
Next CSE Meeting:
Wednesday, June 6, 2012 @ 8:30 a.m.
Vail Town Council Chambers