HomeMy WebLinkAbout1.a. 2015-04-01 Meeting Minutes Draft FINALCSE Minutes Regular Meeting: April 1, 2015 Page 1 of 3
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, April 1, 2015 @ 8:30 a.m.
CSE Members Present: Jeff Andrews
Barry Davis
Shenna Engleman
Mark Gordon
Rayla Kundolf
Marco Valenti
Alison Wadey
Town of Vail Staff Present: Kelli McDonald, Economic Development Manager
Others Present: Laura Waniuk, Event Liaison
Margaret Rogers, Vail Town Council
Ronald Delp, Lone Star Security
Morgan Landers, Can Do MS
Jennifer Lucas, Vail Veterans Program
Alan Himelfarb, Starting Hearts
Liz Gladitsh, Vail Resorts
AGENDA:
Meeting materials can be accessed after March 27 at the following link:
http://www.vailgov.com/WebLink8/0/fol/321725/Row1.aspx
CSE Chair, Barry Davis, called the meeting to order at 8:35am
Administrative Items
• Approval of the Minutes of the CSE’s Meeting on March 4, 2015
Motion to approve the minutes of the CSE Meeting, March 4, 2014, as
presented.
M/S/P: Kundolf/Valenti/Unanimous The motion passed 6-0, Wadey not present
• Financial/Contract Overview
• Attachment: Roles and Responsibilities of Town of Vail Staff and Contractors with
respect to Special Events
Review and discussion regarding specifics of each role occurred.
CSE Minutes Regular Meeting: April 1, 2015 Page 2 of 3
• CSE Invites:
• Review and Recap 2015 Alpine World Ski Championships at Town Council
meeting on April 21, evening session. Time TBD.
• Review and Recap 2015 Burton US Open Snowboard Championship at Town
Council meeting on May 19, evening session. Time TBD.
• ERC Meeting Notices: do members want to be included on the list?
o Response from CSE members is affirmative.
Event Recaps:
Can Do MS: Vertical Express: Morgan Landers
This is the 2nd year bringing the event back to Vail; they had additional national sponsors and a
17% growth in revenue. Vail is their home base, but they partner with other mountains to share
the website. Davis stated that the event overlaps a number of event categories; he asked
Landers about how she sees the event growing and evolving.
Landers said that the event will grow nationwide. There are two tiers of the event, fundraising
and an adaptive skiing component. The new program doubled the number of adaptive skiers
this year. The best attended event is in Vail. They updated the way they market registration,
they did not require fundraising to participate. There was some overlap of events that weekend
which may have impacted attendance at their event.
Vail Veteran’s Program: Jennifer Lucas
The first event was moved to December due to the 2015’s, the second event was held in
March. Family members attend as well as the hospital staff. They experience the town as a
family unit. There is no cost to any of the attendees.
The plan is to grow and survey the attendees on how to improve the program. They have
spoken with caregivers regarding the event producer’s plans to create a caregivers retreat.
This would be a separate program and held at a different time than the other events. There
would be a total of 5 events/programs; two events will be held winter and one summer golf
event, the caregivers retreat and a separate veterans program. There are lots of local
businesses involved and that benefit from these programs.
Motion to approve the final funding disbursement for Vail Veteran’s Program
M/S/P: Andrews /Valenti /Unanimous The motion passed 7-0
Starting Hearts: Alan Himelfarb
They completed a special event on February 20 at the Four Seasons called, “All You Need is
Heart”. They had 80 complete screenings and 200 guests. They had 8 citizens who were
discovered to have further need of medical attention. The screenings represent $1200 worth of
concierge medicine. Davis asked about growing the event, the plan for 2015 is to grow the
event to 600 attendees.
Tier IV Criteria:
Review final proposal and cover letter from subcommittee: Jeff Andrews
Final presentation will be to Town Council on Tuesday, April 21.
CSE Minutes Regular Meeting: April 1, 2015 Page 3 of 3
Rogers provided the background and history on how the funding was determined by the Town
Council. Andrews stated that the funding topic could be left out of this memo. Rogers stated
that perhaps it should be included to give a heads up, but don’t move too far from the original
intent of the revisions. Rogers stated that it may be better to present this proposal on April 21
to provide ample time before the budget process.
Discussion of Revised CSE Event Categories
Andrews wanted to ensure that the categories mapped to the memo. Change of category to
“Educational and Enrichment Events” from “Educational Events”. Next, the CSE reviewed the
ratings of the scorecard. Further discussion included category titles, weighting of scorecard
points. Revised documents will be distributed. These documents will include a
memo to the Town Council, Education and Enrichment Events scorecard, Recreation and
Cultural Events scorecard and the Event Category Definition document.
New Business and Community Input
Jeff Andrews and Allison Wadey will be absent from the May 6 CSE meeting.
Congratulate Kelli McDonald on being a finalist in the Vail Valley Partnership Annual Success
Awards as Tourism Professional of the Year.
Comments from Morgan Landers: she is glad that the CSE continues to analytically break
down the process, scoring, alignment and evaluation of events in the “Educational and
Enrichment” category.
Jennifer Lucas said that she didn’t see a category for revenue or ROI included in the criteria for
the “Educational and Enrichment” categories. Davis stated that the CSE is moving away from
evaluating strictly based on financial ROI for the “Educational and Enrichment” category
because some events do not contribute to financial ROI in the same way as others. Some
events do contribute to a brand affiliation/brand affinity. Landers asked which is weighted more
heavily, financial or brand, which is harder to quantify.
Motion to Adjourn at 10:16am
M/S/P: Andrews /Wadey /Unanimous The motion passed 7-0
Next CSE Meeting: Wednesday, May 6, 2015 @ 8:30 a.m.
Vail Town Council Chambers