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HomeMy WebLinkAbout2012_08_29 Regulatory Improvements Memo for Town Council FINAL To: Vail Town Council From: Pam Brandmeyer and Kelli McDonald Date: September 4, 2012 Subject: Improvements to the Town of Vail Regulatory Environment The Council Strategic Work Plan included the following item: IMPROVE THE REGULATORY ENVIRONMENT FOR DOING BUSINESS IN VAIL FOR EVENT PRODUCERS INCLUDING SPECIAL EVENT PERMITTING PROCESS, VENDOR PERMITS AND LIQUOR PERMITS. Following is an update as of September 4, 2012: 1. SPECIAL EVENTS • On-line Special Event Permit: Completion 4th Quarter of 2012 Worked directly with Greg Schwartz, one of our local event producers who is a top “on the ground” event director with Highline Sports, to rewrite the revisions. This was, as requested by our local event producers, a complete overhaul of the permit, not a “Band-Aid” approach. The new permit will allow on-line completion and submittal of the event permit, with auto-fill capability for duplicative information. It can be stored electronically as well, and will allow producers of events that occur annually to make “updates” to the permit from the previous year without completely starting from scratch. It will also allow the Event Review Committee (ERC) members to review permits on-line and forward questions and comments to the producers prior to the weekly ERC meetings, which will be a significant time savings for the staff. • On-line Calendar: Completion 4th Quarter of 2012 Working with TOV IT department on the development of a robust, complete calendar of events including description of the events, venues, times, link to the event website and contact information. There are both external (for public viewing) and internal (TOV Staff use) versions. The internal calendar will be fully comprehensive from venue, scheduling and permit requirement perspectives. The internal calendar may be easily sorted per need. Town of Vail Page 2 • Asset Inventory: Completion 4th Quarter of 2012 The VLMDAC is creating the most comprehensive online resource for information on the Town of Vail assets to be used by businesses, groups, residents and guests. This tool will convert all asset information into a searchable, exportable, dynamic online catalog and report generator to include image thumbnails, descriptions/details and URL of each asset. The system will be very easy to update, manage and scale and will be maintained annually. • Weekly Event Review Committee (ERC) meetings: Representatives from each TOV Dept. that are affected by events meet each Wednesday to review upcoming events and approve Special Event Permits. (Town Manager’s Office, Police, Fire, Public Works, Sales Tax, Transit/Parking, Economic Development, Town Clerk’s office, plus Ambulance District and often Lone Star Security) For all major events, the producers are invited to attend, both during the approval process and for a de-brief session following the event. • Updated maps for special event planning have been posted online. • Joint “Brown Bag Lunch” meeting between the CSE, the ERC and local event producers is held annually. Opportunity to share information on any policy or permit procedures that may have changed. Producers are encouraged to give feedback from their perspective. • VLMDAC: o Marketing and PR Summit for all producers of events in Vail o Provide “assets” such as logos, branding, photography, etc. • Special Event Express Bus Service: Provides free direct service between the LionsHead and Vail Village Parking Structures and Ford Park in a continuous loop whenever there are special events that take place that may drive overflow parking issues in the areas closest to active venues. For example, whenever there are major events in Ford Park, the express bus will serve all three destinations. If there is an event in either Vail Village and/or LionsHead, but none in Ford Park, there will be express bus service in a continuous loop between the two villages. • Celebrate Green! Program: Incentive based checklist of mandatory and voluntary green action items related to waste, energy, transportation, and promotion. Zero-Hero (ZH): waste, recycling and compost management provided through the Environmental Sustainability program and Public Works maintenance crew. Contract with the Eagle Valley Alliance for Sustainability to provide public education through volunteer staffing at ZH stations at major events, particularly those with a large culinary component. Town of Vail Page 3 • Special Business Promotions Permit: Specifically developed to be an easy application that allows individual businesses the opportunity to have their own limited “Special Event” up to 4 times per year outside of major Special Events, i.e. anniversary, grand-opening, special - promotion, etc. 2. LIQUOR LICENSING • Special Event Liquor Permits are now approved at the local level. This eliminates a two+ week waiting time for a non-profit to receive their permit. • Special Event Liquor Permits on-line with all required special event paperwork: Competition 4th Quarter of 2012. 3. SALES TAX • On-line Special Event Permit: Worked with Sybill and Greg Schwartz on a revised special event sales tax and licensing process, consolidating the paperwork into spreadsheet formats to make it easier for the event producers and the Town of Vail to follow-up on status of returns. • Have worked with producers to set a shorter “date due” deadline, about 2 weeks out vs. the 45 day requirement for the complete permit application, for the receipt of vendor information so as to maximize the opportunity to recruit sponsors and participating vendors. Have licensed vendors whenever possible, often as late as the day before an event. • Prepare a laminated license for all authorized vendors and exhibitors to post on site, authorizing sales at the event and making it easy for our CEO’s to see who is “legal.” All authorized vendors also receive a pre-prepared sales tax remittance form, which includes their contact information and the name of the event they have participated in. All they need to do is fill in the amount sold and sales tax due and send a check in the pre-addressed envelope provided to them. • Following the event, track payments and provide the information to the individual producers for follow-up. Another update will be provided upon completion of the action items in 4th quarter 2012.