The URL can be used to link to this page

Home My WebLink About1.c. 2014-12-03 CSE MinutesCSE Minutes Regular Meeting: Dec. 3, 2014 Page 1 of 4 MINUTES: COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers 8:30am Wed., Dec. 3, 2014 CSE Members Present: Mark Gordon Jeff Andrews Bobby Bank Barry Davis Rayla Kundolf CSE Members Absent: Nicole Whitaker Amy Cassidy Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Others Present: Laura Waniuk, Event Liaison Margaret Rogers, Vail Town Council Beth Pappas, Vail Recreation District Brooke Skjonsby, Vail Resorts Marketing AGENDA: Meeting materials can be accessed at the following link: http://www.vailgov.com/WebLink8/Browse.aspx?startid=48965&row=1&&&&dbid=0 CSE Chair, Barry Davis, called the meeting to order at 8:35am Administrative Items • Approval of the Minutes of the CSE Special Meeting Nov.12, 2014  Motion to approve the minutes of the CSE Special Meeting, Nov. 12, 2014, as presented. M/S/P: Kundolf/Andrews/Unanimous The motion passed 5-0 CSE Minutes Regular Meeting: Dec. 3, 2014 Page 2 of 4 • CSE appointments for terms beginning January 2015: Navas reported that the Town Council, at their evening meeting on Tue., Dec. 2, reappointed CSE members Barry Davis and Mark Gordon and appointed new members, Marco Valenti and Alison Wadey, to serve two year terms beginning in January 2015 and expiring Dec. 31, 2016. Navas expressed thanks to outgoing CSE members, Bobby Bank and Amy Cassidy, for their service to the community. • Meeting Dates for 2015 were included in the packets. The CSE discussed the appointment of Marco Valenti, one of the new 2015 Commissioners, and a potential conflict of interest regarding his employer, Specialty Sports/Vail Resorts. The board requested further investigation and guidelines from Matt Mire, Town of Vail legal counsel. McDonald will speak to Mire regarding the legal questions from the CSE. Davis mentioned that in the future it would be good to provide more specific guidelines when the request for new candidates goes out. Rogers commented that the Tier IV category needs further clarification. Andrews said the CSE will create an initial recommendation to town council for the Tier IV category criteria for discussion. More details and criteria are needed for candidates such as charities, donations and other types of events, including fundraisers. Review input received from the Town Council at their meeting on Tues., Dec. 2, and revise and/or approve final 2015 special event funding allocations in accordance with direction received. Davis gave a short update on what was covered in the meeting and the questions the council posed. Andrews said that it would be good to explain to the VLMDAC about some of the Tier IV recipients and how they might come together to create a more cohesive group. Navas mentioned that there are two additional large sporting events coming to town this summer, a baseball tournament in July and a soccer tournament the weekend after GoPro Mountain Games. Neither of these producers requested funding because they weren’t aware of the program at that time. Review Conditions of Approval for 2015 event allocations, and determine Tier designations for all funded events. Davis noted that larger funded events are responsible for providing the same information to the CSE as they are to their other large sponsors. The CSE will still implement its own survey. Andrews said that the CSE recap guidelines should state that TIER A events will include both data reports. CSE will provide independent survey services, but will expect that data to be augmented to the extent that all event follow-up information provided to major sponsors will be included in any event review documents CSE Minutes Regular Meeting: Dec. 3, 2014 Page 3 of 4 Bank raised the issue of the Cindy Eskwith Memorial Soccer Tournament and how the funding translated into a percentage of the number of room nights that would be directed to various participating communities. The producer proposed the “Stay and Play” concept for Vail. Discussion continued about the amount of funding and relative contributions from other towns. The producer came back and attempted to negotiate a higher dollar amount to guarantee how many rooms would be booked in Vail. Gordon stated the funding should remain at $5,000, but that their recap needs to be very detailed and include where rooms were booked and how many, what the contributions from the other sponsors were and what they received from the Soccer Club in return. Davis said that the benefit for the funding provided by the CSE should be more equitable when compared with the other towns’ contributions. Navas stated that Vail has more hotel rooms than any other location in the county and receives a strong benefit from the tournament as a result. Navas will communicate with the producer to explain what is requested of the producer for their event recap to the CSE. Tier designations were determined for all funded events, and the final funding list is attached to this document. Survey Proposal McDonald described the survey proposal. The majority of the survey questions are regarding economic impact to the town. McDonald requested a “snapshot” from RRC to be received 30 days after the event. This data will be provided to the event producer for their recap presentation. The VLMD also pays for a summer survey of guests in Vail. The Vail Resorts research team is used for the summer survey. Andrews asked if there are other opportunities to collect subjective data. McDonald can propose to event producers to work with RRC and add more questions to the survey, at their cost. Gordon requested an agenda item for a future meeting to discuss venues and challenges for event producers. The CSE may want to have Stan Zemler and Matt Mire in attendance to discuss Solaris venue requirements. Rogers mentioned the Town Council was discussing venues for future town planning. This is an opportunity for the CSE to provide a presentation or recommendations on existing venues. Final approval of 2015 CSE overall budget  Motion to approve the 2015 Event Funding allocations and conditions. M/S/P: Kundolf/Gordon/Unanimous The motion passed 5-0.  Motion to approve the overall 2015 CSE budget, as presented. M/S/P: Bank/Davis/Unanimous The motion passed 5-0. New Business and Community Input Jeff Andrews thanked Margaret Rogers for her contributions to the CSE as liaison from the Vail Town Council.  Motion to Adjourn at 10:01am M/S/P: Kundolf/Andrews/Unanimous The motion passed 5-0. CSE Minutes Regular Meeting: Dec. 3, 2014 Page 4 of 4 There will be a breakfast/coffee gathering to welcome new members in lieu of the January CSE meeting 8:30am, Wed. Jan. 7, 2015 Location TBD Next Regular Monthly CSE Meeting: 8:30am, Wed., Feb. 4 Vail Town Council Chambers Event:Producing Entity:2015 Dates: 2014 Funds Received 2015 Funds Requested: Grid Score 2015 Funding Allocated TIER Conditions: Big Beers, Belgians & Barleywines Festival Laura Lodge Jan 8-10 $10,000 $40,000 344 $9,500 B Pink Vail Vail Valley Medical Center 21-Mar $10,000 $25,000 Tier IV $5,000 C Tier IV Vail Film Festival Colorado Film Festival Mar 26-29 $35,000 $90,000 407 $50,000 B Show confirmed minimum add'l sponorship of $70K by 1/15 Taste of Vail Angela Mueller Apr 8-11 $37,500 $37,500 411 $35,000 A Spring Back to Vail Highline Apr 17=19 $35,000 $100,000 446 $40,000 A Vail Whitewater Race Series Alpine Quest Sports LLC Tuesdays: 5/12,19,26 + 6/2,9 $5,000 $10,000 316 $5,000 C Vail Valor Races; Valor Running & Fitness Expo Speckled Hound Consulting May 24-25 $10,000 $10,000 326 $10,000 C Go Pro Mountain Games Vail Valley Foundation Jun 4-7 $100,000 $110,000 504 $85,000 A King of the Mountain Volleyball Leon Fell Jun 19-21 $15,000 $15,000 409 $15,000 B Vail Kids Adventure Club Blue Creek Productions Saturdays: 6/20,27; 7/11,18,25; 8/1,8 $20,000 $20,000 360 $20,000 C Change name to eliminate confusion w/Kids Adventure Games Vail Farmers Market and Art Show Meadow Drive Partnership/Vail Farmers’ Market Sun: Jun 21-Oct 4 $35,000 $48,500 405 $35,000 B No Fri nt. markets, add 6 Farm to Table dinners Vail Lacrosse Shootout , & Colorado corporation d/b/a International Lacrosse Promotions Jun 27-Jul 5 $15,000 $20,000 441 $15,000 B Vail Arts Festival Eagle Valley Events Inc Jun 26-28 $10,000 $10,000 304 $10,000 C Vail Summer Bluegrass Concert Series Lakeside Stride: Ariel Rosemberg Jul 1,15,29 and 8/12 $50,000 $60,000 404 $50,000 B Vail America Days™Highline 4-Jul $77,500 $100,000 424 $45,000 A $30K from fireworks funding + add extra activation Kick It 3v3 Soccer National Championship North American Sports Group Jul 31-Aug 2 $40,000 $60,000 454 $55,000 B Vail Kids Adventure Games , / and Billy Mattison w/Vail Recreation District Aug 5-9 $35,300 $75,000 409 $44,500 B Date change possible The America Cup Fly Fishing Tournament: 14th FIPS Mouche World Youth Fly Fishing Championships John Knight Aug 10-16 $8,500 $25,000 428 $15,000 B Vail Rocks Love Hope Strength TBD-Proposed: 7/31- 8/1, 8/7-8, 8/21-22 $25,000 $30,000 405 $25,000 B Gourmet on Gore Highline Sep 4-7 $45,000 $75,000 425 $45,000 A Vail Oktoberfest™Highline Sep 11-13 + 18-20 $42,500 $85,000 394 $45,000 B Vail Automotive Classic Vail Valley Concours/Doug Landin 13-Sep $2,000 $2,500 355 $2,000 C Colorado Grand + LHMA Enhancements Tom Horan/Angie Getchel w/LHMA Sep 18-19 $7,500 $10,000 346 $10,000 C Combined Co Grand and LH Merchants Vail-Beaver Creek Restaurant Week Group 970 Sep 25- Oct 4 $14,000 $14,000 394 $14,000 B Vail Outlier MTB Festival The Greenspeed Project, Inc.Sep 25-27 NA $25,000 422 $25,000 B Top Shelf Harvest Eagle Valley Events Inc 26-Sep $20,000 $30,000 337 $20,000 B Vail Valley Cup: Cindy Eskwith Memorial Soccer Tournament Vail Valley Soccer Club Oct 2-4 $0 $10,000 357 $5,000 C Avon to match contribution (srn 11/18-waived: in-kind from Avon- 60% hotel stays in Vail) Vail Snow Daze Highline Dec 7-12 (tentative)$45,000 $100,000 458 $40,000 A Vail HoliDaze Highline Dec 16-21 and 31 $55,000 $90,000 388 $25,000 C $20K from Fireworks funding: event funding shall cover holiday tree lighting and ancillary events including torchlight ski down Fireworks funding -designated by Council TOV Jul 4 and NYE NA $50,000 TOTAL:$1,567,500 $850,000 $0 Event:Producing Entity:2015 Dates:Start Date: 2015 Funds Requested: Total: Grid Score 2015 Funding Allocated TIER Starting Hearts Lynn Blake/Starting hearts 2015 1-Jan $15,000 NA $6,000 Vail Living Well: Longevity Forum DiscoverWell Sept 10-12 10-Sep $10,000 $6,000 Vail Veteran's Program Vail Veteran's Program March 1-5 1-Mar $20,000 $13,800 Vail Symposium Vail Symposium Jan 1- April 10-Jan $45,000 $35,000 Applied Leadership Programs in Vail Vail Leadership Institute 2014 Programming $60,000 $15,000 Peak Wellness Retreat: Women's Weekend and 2 Comp-fit events Peak Wellness Retreat May-Oct 2014 $50,000 $15,000 Vertical Express Can Do MS February 21 21-Feb $10,000 $1,000 TOTAL TIER IV CATEGORY:$210,000 $91,800 Tier IV Funds Remaining:$0 $73,036 Amount Spent:Admin Funds Remaining: CSE/VLMD Event Liaison Laura Waniuk $20,000 Intercept/Attendance Surveys $49,900 $3,136 Administrative Budget Remaining: $0.00 $73,036 $1,014,836 2015 CSE Administrative Budget: $73,036 Meetings and other Miscellaneous Expenses TOTAL CSE SPENDING: CSE Special Event Funds Remaining: 2015 TIER IV Funding: Life Long Learning Tier IV Funds Available: $91,800 Attachment to CSE Regular Meeting Minutes Dec. 3, 2014: 2015 CSE Final Funding Allocations and Tier Designations