HomeMy WebLinkAbout2012-06-27 CSE Minutes DRAFTCSE/Meeting Minutes June 27, 2012 Page 1 of 3
MINUTES:
Town of Vail: Commission on Special Events Meeting
Town Council Chambers
__________________Wednesday, June 27, 2012 @ 8:30 a .m.______________
CSE Members Present: Jenn Bruno, Chairman
Cali Adkisson
Bobby Bank
Barry Davis
Joyce Gedelman-Viers
Sonny Kerstiens
Rayla Kundolf
TOV Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, TOV Economic Development Direct or
Tammy Nagel, CSE Secretary
Others Present: James Deighan and Missy Johnson, Highline Sports and
Entertainment
Laurie Asmussen, Eagle Valley Events
Amy Phillips, Vail Valley Music Festival
Jennifer Mason, Vail Valley Foundation
Rob Levine, Vail Symposium
Jessica Stevens, Vail Valley Partnership
______________________________________________________________________
CSE Chair, Jenn Bruno, called the meeting to order at 8:30 a.m.
Administrative Items:
• Approval of the Minutes of the meeting of the CSE meeting held June 6, 2012.
Motion to approve the Minutes of the meeting of Ju ne 6, 2012, as presented.
M/S/P: Kundolf/Kerstiens/Unanimous.
• Financial Report and Contract Status: CSE members reviewed the financial report and
contract status and no issues were raised.
• The Eagle/Holy Cross Ranger District of the White River National Forest is soliciting
comments on several projects proposed at Vail Mount ain Ski Area, specifically with
regard to summer activity venues. Bruno will write a letter of support on behalf of the
CSE board and will send a draft to all members for their approval prior to sending it to
the Eagle/Holy Cross Ranger District. The correspo ndence is due July 6, 2012.
CSE/Meeting Minutes June 27, 2012 Page 2 of 3
EVENT RECAPS
• Bud Light Street Beat: Jennifer Mason, Vail Valley Foundation, provided a brief recap
of the Bud Light Street Beat concert series, statin g that although it has been successful
for over 10 years now, it is “not as hot as Hot Summer Nights.” There were nine
Thursday concerts from December 2011 through April 2012; seven shows were held at
Solaris, one show at Arrabelle and one show at Gold en Peak. Attendance for this event
has gone down in recent years, in large part due to the greater number of free concerts
that have been added to the events schedule, and th e average attendance this year
was 2,100 people per show. Mason stated the survey results showed more than 65% of
the attendees consider themselves to be a full time resident who also attends 3-4
concerts on the average, making this a very locally driven event. By moving the
concerts to Thursday, there was an increase in fron t range visitors and the start time of
6:30 was well received by both locals and guests. Mason stated the Vail Valley
Foundation is currently considering whether the ser ies will go away entirely or be
revamped and re-energized, but that presently there is no answer on what the decision
for next year will be.
Navas suggested that consistency in scheduling migh t help the attendance and that
they might consider starting in February following the Winter Teva Games with an
“every Thursday” schedule, skipping the bitter cold December and January dates; then
end the week before the last week of the ski season , so as not to double up with Spring
Back to Vail. All agreed that it is important to ha ve “something” to contribute to the street
vitality during the ski season.
Review of Late Year Allocations and Event Status:
• Living at Your Peak: Rob Levine, representing the Vail Symposium, spoke to the CSE
members about the late year RFP allocation of $10,0 00 that their event, “Living at Your
Peak,” received at the last CSE meeting on June 6, 2012 and that was designated to
support a free concert or public opening celebratio n. Levine stated the Vail Symposium
will be unable to use that funding for its original proposed plan of an opening ceremony
and/or entertainment in a manner that would complem ent the event appropriately.
Levine said that, if the CSE members are agreeable, the Vail Symposium would like to
use that funding towards the event as currently str uctured and the Town of Vail would
be designated as the “presenting sponsor.”
CSE members agreed by consensus that their allocati on was specific to creating an
opening celebration that would be open to the commu nity at large. Gedelman-Viers
encouraged Levine to look to next year to find a wa y to expose and extend the event to
a broader audience.
• Tour of Vail: Laurie Asmussen, Eagle Valley Events and speaking o n behalf of
Anthem Sports, explained to the CSE that the event is unable to obtain a permit from
Colorado Department of Transportation and the US Fo rest Service for the use of the
CSE/Meeting Minutes June 27, 2012 Page 3 of 3
Vail Pass bike path for the proposed Time Trial tha t the CSE voted to support. On June
6, 2012, the CSE allocated $15,000 from the late ye ar RFP allocation to the Tour of Vail
for a Vail Pass Time Trial, Coors Classic Legends R ace and Live Web Streaming.
Asmussen, Asmussen requested the CSE members consid er approving that the
allocation to be used for an “in-town” time trial which would start at Solaris, go through
the Vail Village, down the Frontage Road to the eas t and return via the bike path along
the golf course, ending back at Solaris.
CSE members felt that although this route does not have the “historical significance” of
the Vail Pass route, it would be much more spectato r friendly and keep people in the
village for the duration.
Motion to approve the new time trial route as pres ented.
M/S/P: Bank/Gedelman-Viers/Unanimous.
Review Event Funding Strategy and Criteria for the 2013 CSE Special Event Funding
RFP:
CSE members requested the following changes to the allocation and review process:
• Provide a rating grid “spreadsheet” that incorpora tes all of the events applying for
funding on one page
• Include ERC post event review input and level of c ompliance and cooperation with TOV
regulations for the CSE to review with the applicat ions
• Revise CSE Rating Grid by combining the “Leveragin g Value” and “Growth Potential”
categories for a total possible score of “10” and m aking the maximum score any event
can receive equal “100.” This action would also hav e the effect of further raising the
value of the “Increased Room Nights” category.
• Add the requirement for the inclusion of a “Media/Marketing” plan, tie compliance to the
payment schedule and incorporate a penalty for non-compliance. Incorrect use of the
Town of Vail logo will also result in a fine. This requirement will be applied to all events
that receive more than $5,000 in public funding.
• Request references and referrals from other commun ities from producers who do not
have a history of producing events in Vail.
Matters from CSE Not Currently on the Agenda: None
New Business: None
Adjournment:
Motion to Adjourn @ 10:35 a.m.
M/S/P: Kundolf/ Adkisson /Unanimous
Next CSE Meeting:
Wednesday, August 1, 2012 @ 8:30 a.m.
Vail Town Council Chambers