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HomeMy WebLinkAbout1.a. 2016-10-26 CSE Special Meeting Agenda Minutes DRAFTCSE Minutes October 26, 2016 Page 1 of 17 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, October 26, 2016 @ 8:30am AGENDA: Meeting materials can be accessed at the following link: http://65.38.144.10/weblink/0/fol/367497/Row1.aspx CSE Members Present: Barry Davis Mark Gordon Kim Newbury Rediker Shenna Richardson Marco Valenti Alison Wadey TOV Staff Present: Laura Waniuk, Event Liaison Specialist Kelli McDonald, Economic Development Manager Ernest Saeger, Special Events Coordinator Carlie Smith, Budget Analyst Patty McKenny, Town Clerk Others Present: Joel Rabinowitz, Vail Rec District Laurie Asmussen, Eagle Valley Events Angela Mueller, RCN Events Liz Campbell, Betty Ford Alpine Gardens Lorrie Cardwell, Betty Ford Alpine Gardens CSE Chair, Barry Davis, called the meeting to order at 8:37am. Administrative Items Approval of the Minutes of the CSE Special Meeting on October 19, 2016  Motion to approve the minutes of the CSE Meeting, October 19, 2016 as presented. M/S/P: Richardson/Valenti/Unanimous. The motion passed 6-0 Final 2017 CSE Budget: Refer to the spreadsheet Review financials: Refer to the spreadsheet CSE Minutes October 26, 2016 Page 2 of 17 Waniuk said we are waiting for a number of final event survey dashboards. Waniuk stated that Hot Summer Nights NPS was 71 and their payback ratio was $59.70. The economic impact was low but more than likely because majority of attendees are local. Reminder: Upcoming meetings: CSE 2017 Allocations to be presented to VLMDAC on Thursday, November 17 by Mark Gordon. CSE 2017 allocations to be presented to Town Council on Tuesday, December 6. McDonald asked if Gordon would like to be on VLMDAC agenda at 8:30am. Gordon said yes, thank you. Reminder: Application Deadline and Interview Dates for CSE Applicants: Interviews at Town Council Work Session on Tuesday, December 20. Deadline for letters of interest due to the Town Clerk, Patty McKenny, by Friday, December 9. o CSE members whose terms expire on December 31, 2016 are Barry Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna Richardson will not finish out her term (through 2017). Discuss RFP process timing for 2017, stay with October meetings or move back to November? Looking for decision to finalize 2017 meeting schedule: Waniuk described the two schedule options: RFP meetings in October vs November. Waniuk said the pro in October is more time to calculate data and work on presentations for VLMDAC and Council presentations. Waniuk noted that event producers are able to learn final funding earlier as well. Waniuk said the November schedule allows event promoters to turn in RFP later. Waniuk said the new software program may allow us to open RFP process earlier. Waniuk said the November schedule only allows 1 week before presentation to VLMDAC. McDonald suggested that the November schedule allows dashboard surveys to be back in time for event recaps. Gordon stated that Rediker is the only member guaranteed to be on CSE next year. Rediker said October worked fine in her opinion and has not experienced the November schedule. Gordon said he likes October and saw the only downside is the late dashboards. Gordon suggested we don’t cancel October 4th meeting and have event recaps then. Gordon said events that had to present and recap may have not have had time for both their presentation and event recap. McDonald stated that next year is a Council election year as well. Wadey suggested November is busy for all and October is better. Discussion: CSE members to review scoring summary sheet and finalize funding allocations for 2017 Cultural, Community, and Recreational (CRC) events and Education/Enrichment (EE) applications: Waniuk updated CSE with new Craft Beer Classic event name. Waniuk also updated dates for Divide Festival. Waniuk noted she left in Colorado Grand even CSE Minutes October 26, 2016 Page 3 of 17 though they withdrew. Waniuk noted the Bravo calendar to show any potential conflicts. Waniuk noted the in-kind sheet shows requests from both CSE and Council. Davis asked if it is granted or finalized. Smith said it is granted but will be finalized next week. Davis asked if any will change. Smith said Starting Hearts may change. Waniuk said CSE should decide on Fireworks budget. Davis said CSE should keep the percentage the same between 4th of July and New Year’s Eve. Valenti, Rediker, and all agreed. Waniuk stated CSE should decide which events should or should not be surveyed next year. Waniuk said she and McDonald will make recommendations to CSE. Davis suggested CSE moves through each event and write in tentative funding with a pencil. GoPro Mountain Games: McDonald noted the GoPro Mountain Games in-kind requests. Saeger described the requests of Donovan Pavilion for their volunteer party and potentially Dobson for a summer gear swap. Valenti noted he would have funded GMG higher if he did not fund International Folk Art Market. Richardson noted Deighan’s point that the CSE needs to continue to fund successful events to help them grow. Richardson asked will we get more from it by investing more into it. Gordon believes that certain events weening off of funding makes sense and others it may not. Richardson asked if weening is the goal for all events or some events. Davis said please put in $85,000 with a note to review. Taste of Vail: McDonald asked if they pay Walking Mountain Science Center. Valenti said yes they do. Wadey stated she did a great job with their sponsorship last year and believes she will continue to do even better. Davis asked to put in $30,000. Waniuk noted that Mueller said they use a majority of their funding for marketing. Wadey noted that she gets additional exposure from Vail.com. Kids Adventure Games: McDonald noted their in-kind request. Saeger described that all in-kind service requests are estimates since we do not have specific details from event promoters. Rediker noted that she has volunteered for the event and said they have been paying volunteers because it has been hard to get the number they need. Rediker noted that she has been looking at events with her hotelier hat on and this event actually brings people into town that stay in hotels. Davis said to pencil in $42,500. Gourmet on Gore: McDonald noted no in-kind request. Wadey believes that Highline can still produce a great product with $5,000 less. Wadey noted that they are going to charge more for vendor tent fees which should increase revenue. Waniuk noted their current vendor fees of $300 for 3 days and $150 for one day. Valenti stated it should be a requirement for events to discuss new revenue streams. Rediker stated she doesn’t believe in the weaning off but Highline is a company that can make up for the $5,000 less funding. Rediker noted that she does want them to make money but noted their agency fees and CSE Minutes October 26, 2016 Page 4 of 17 project fees. McDonald asked if they are going to move to the promenade. Richardson stated that they need funding to move to the promenade. Davis asked to pencil at $50,000. Taste of Vail South America Fall Tasting: Wadey believes it is going to be a great event. Valenti believes it is the right demographic. Davis asked pencil in $14,000. McDonald noted their in-kind. Vail America Days: Davis asked to pencil in $65,000. Davis said the CSE should discuss idea of moving this line item to the Council’s budget. Pink Vail: Rediker understands they want community support from the Town of Vail which should be through in-kind services. Rediker believes they can offer the same great product without funding. Davis asked for in-kind. McDonald said $1,000 for banner fees. Davis said that the Town of Vail should associate themselves with this great cause and event. Rediker said they do not bring people into hotels. Wadey asked if this is a business discussion or brand association. Davis asked to put in $10K. Gordon stated that they ask for the money for marketing purposes to bring more people to Vail. Gordon asked if they should give them more funding this year to see if it brings more people in. Rediker said they may be trying to stay in hotels but it is Spring Break in Denver and hotels are either already full or at a high rate. Outlier: Wadey asked if McCormack responded to question about expanding into both village base areas. McCormack asked to be in Lionshead this year but Vail Resorts declined to allow them there and was asked to keep the event in Mountain Plaza. McCormack said Lionshead expansion is 1-2 years away. McCormack said the Interim the goal is to host music in Lionshead. Davis said put in $25,000. Oktoberfest: McDonald noted their in-kind request of barricades, banners, and police. Davis said $55,000. Spring Back: Richardson noted the three funding options presented by Highline. Richardson suggested to fund it at 2016 level and ask Highline go back to Council for more. Wadey increased funding because she thinks the additional money will go a long way. Davis noted that they receive a lot of support from Vail Resorts. Wadey noted that closing weekend is very late in April. McDonald noted that the event is the week before closing weekend. Rediker noted that the Antlers never received hotel reservations. Wadey stated that this event helps restaurant and bars and that not all events fill up hotels. Rediker noted that the event dates conflict with Future Business Leaders of America Conference. Davis asked for $25,000 and a note. CSE Minutes October 26, 2016 Page 5 of 17 King of the Mountain: Wadey asked if athletic events truly bring people into town. Davis asked for $15,000. Valenti noted that he made his suggestions based on calendar dates. Vail Lacrosse Shootout: Wadey asked why they aren’t funded more through sponsorship. Rediker noted that sports events put the most heads in beds and are asking for a fraction of funding compared to other events. Valenti suggested that the sporting events should have a merchandise line item to increase revenue. McDonald noted they asked for in-kind use of Ford Fields. Gordon noted that $15,000 over two weeks is a good deal. Gordon asked for ROI. McDonald said economic impact is $2.7 million. Davis is penciling in at $15,000. Waniuk noted to look at the scorecard weights and that 25 percent is for heads in beds but all aspects need to be discussed. Farmers Market & Art Show: McDonald noted their in-kind. Richardson believes it is a great investment for our brand and it drives a lot to our businesses. Gordon looked at dinners and market as the same and increased total for 2017. Davis wanted to fully fund the market. Wadey wanted to put dollars elsewhere although she believes in the farmers market. Richardson asked Mueller why she split the funding request. Waniuk stated it was her request because they are two separate events. Gordon asked if the split shackles the promoter. Richardson asked if it is two separate permits. Waniuk noted that it is a ticketed event and is two separate permits. Davis asked if vendor fee is going up. Mueller said yes by $50 for 75 vendors. Wadey asked about Meadow Drive Businesses. Mueller stated it is $295. Davis asked for ROI from 2015. Waniuk noted that the economic impact is almost $14 million. Davis asked if dinners are break even. Mueller said it is totally break even. Rediker noted the farmers market receive a lot of in-kind. Waniuk noted that a majority of the in-kind is Walking Mountain Science Center staff and that the farmers market paid for flaggers themselves. Richardson noted it the funding equals $1,400 per Sunday and compared to an economic impact of $14 million is a heck of a deal. Davis asked for $35,000 with a star to discuss. Vail Summer Bluegrass: Davis funded at $0 because it is three 3 to 4 hour events that does not drive a lot of traffic to hotels and it is just a very cool event. Wadey noted the retail counts in Lionshead on the Wednesday nights are very large. Wadey stated that Rosemberg is committed to Lionshead. Wadey stated that she and Brian Nolan are working with Arrabelle to mitigate the liquor license issue. McDonald noted no in-kind requests. Rediker noted that the event does bring people into the Antlers. Rediker said that these people have come back and stayed outside of event. Valenti suggested a rebate if he does move and obtains liquor revenue. Richardson asked if there is an issue with Lionshead for event promoters. Waniuk noted the funding mainly goes to event talent. McDonald asked why the Arrabelle shares their liquor license with Highline. Wadey stated that they are not sharing that information. McDonald noted that it is the Arrabelle’s property but it does have an easement. Wadey noted that the CSE Minutes October 26, 2016 Page 6 of 17 Arrabelle did provide a break down of costs associated with events. Davis asked to pencil in $50,000. Vail SnowDaze: Rediker noted that 22% profit would be $86K of their budget. Davis asked to pencil in $35,000. Gordon asked if they should bring America’s Winter Opening into the conversation. Davis noted that an extra $5,000 could draw more people into town. Davis noted they do spend their funding on talent. Davis asked to pencil in $40,000. Wadey asked how much Vail Resorts gives Highline. McDonald said it is mid six figures. America’s Winter Opening: Davis stated he suggested funding because it is new and the energy from 2015 Alpine World Ski Championships could keep Vail in the discussion for future World Cup ski races. Wadey noted that SnowDaze is paying for the concert portion of the event. Richardson said it is hard for people to continue to take the shuttle from Vail to Beaver Creek and that 2015 AWSC was a different event. McDonald noted their in-kind is $3,000. Waniuk noted that the event would not take place in Vail if not funded. McDonald noted that Birds of Prey will take place no matter what. Wadey asked what else they are looking to do. McDonald noted that the Vail Valley Foundation plans on having beer garden, bib draws, awards ceremonies, and other activation. Wadey noted that the combination of SnowDaze reduces their budget needs. Richardson believes that it is tricky to combine the two events together. Richardson believes it is a confusing message. Gordon stated that he doesn’t understand what the America’s Winter Opening event is. McDonald noted that the VVF asked Council for funding for 2016 but VVF couldn’t make it work due to conflicts with Vail Resorts sponsors. Wadey asked if teams are staying in Vail. McDonald said no they are in Beaver Creek. Davis said he is penciling in $0. Vail Valley Soccer Cup: Davis noted that the local soccer club brought in a lot of people. Wadey noted that they are the local soccer club. Richardson believes it does a great job at bringing people into town at the right time. Waniuk noted that they try to add more teams each year but they cannot because of limited field space. Davis asked why they have increased their funding ask. Richardson noted that it was for better refs. Rediker said they filled the Antlers and that hotels are not giving comps as much. Davis asked to pencil in $10,000. Colorado Grand: Davis said mark it a $0. Rediker asked why they have decided to pull their funding request and cancel their Lionshead event. Waniuk stated the reasons including too frantic of a schedule for the car owners. McDonald noted that it was harder for them without the Cascade. Wadey noted that she believes they will come back in 2018 and also need to hire an internal person. Vail/BC Restaurant Week: Davis believes they don’t need a survey and believes that if they need it they can get restaurants to pay a participation fee. Wadey asked what the CSE policy is for events to have a survey. Davis said that in the past it has been events funded at $10,000+. Waniuk noted that agreements are CSE Minutes October 26, 2016 Page 7 of 17 not out yet and CSE can choose what events to survey, no matter what funding level. Davis marked $10,000 in funding. International Folk Art Market: Wadey stated that she believes in Highline and that they will deliver an extremely unique and out of the box idea that will improve the Town of Vail. Gordon noted Council’s request from the CSE for new events. Gordon said he would rather take it to Council and ask them to fund. Davis asked if it is a good event. Richardson said she is a millennial and would never travel for it. Richardson said she personally doesn’t get it and thinks her demographic would feel the same. Valenti noted the do good aspect and that people like to spend money on events/projects that are for it. McDonald noted that Council funds Burton at $400,000 and Bravo at $250,000. Rediker noted that Deighan has not presented to the Vail Rec District board to ask for the fields. Rediker said the VRD board has to listen to the community and that athletic events would be displaced. McDonald noted that staff directed him to get a letter from VRD board with permission and has not. Rediker stated that late September would be more amenable to the use of the fields and that there is only 2 ½ months for athletic events during the summer. Rediker also noted that athletic events are the first priority of VRD. Wadey noted the need event dates that the VLMDAC provided. Waniuk presented that the letter from VRD staff gave a letter that it is comfortable with dates and use of Ford Park but the Board of Directors will have extensive talks and conversations to finalize. Davis said they need to decide if they recommend this to Council. Wadey noted that this event is very attractive to the 1% and that it fits the Vail brand. Gordon noted that it is different than all other events that we have. Gordon noted we can’t only market to millennials and that some may be looking for this type of event. Wadey noted that tying the Vail brand with this event is great exposure. Davis asked Rediker if she believes in it. Rediker is not 100% sold on this. CSE members noted their belief in the event: Valenti yes, Wadey yes, Davis no, Gordon Yes, Richardson no. Davis noted that he does not understand the $500K price tag. Waniuk presented the event budget. Waniuk noted that the majority of expenses are $1.4 million for travel for the vendors. Gordon noted that he cannot wrap his head around the donation to local charities. Gordon asked if removing the $150,000 charitable contribution would bring the funding ask down to $350,000. Davis believes that this price tag is much better. Richardson noted that it is not CSE’s job to get them to lower their price, it is the event promoters. Richardson and Rediker do see how it could be a great event for the town. Wadey suggested they need full approval from VRD before presenting to Council. Rediker said they need community support and public input to approve the use. Rediker stated that the schedule is an issue and September is a better time. McDonald noted that Council will need an approval letter and more event details. Rediker noted the public input about Kaaboo was due to the public fields being out of service. Rabinowitz noted the idea of using three large tents to host the vendors instead of individual vendor tents. Gordon asked if Donovan field is big enough. Rabinowitz said no. Richardson asked what it is displacing. Rabinowitz said 52 local softball teams and other public use. Rabinowitz noted CSE Minutes October 26, 2016 Page 8 of 17 the frustration of locals who participate in sporting leagues on Ford Field when interrupted by events. Rediker noted that Kaaboo was displacing much more than the International Folk Art Market would. Gordon suggested Council should ask for staff time toward this event. McDonald said no that is the event promoter’s responsibility. Wadey stated that it is a great event and that we shouldn’t allow it to go to another mountain town. Richardson asked if it is $500,000 every year. Davis said yes, and noted Deighan said it is the same funding request every year. Richardson believes we can get a better price tag. Wadey suggested that should be the recommendation. Valenti asked if it is necessary to attach dollars to the recommendation. Davis thinks $0 because they need the money for their budget to fund all other events. Gordon noted he believes there is little difference between recommending with money or without. McDonald stated that the Council is looking for CSE direction and think it would be good to attach a dollar amount. Gordon asked if they can recommend with questions. Wadey said they need to ask the event promoters to answer questions before recommending to Council. Waniuk noted the VRD board meeting schedule and that there is one 10/27 and then one after our next CSE meeting on 11/10. Gordon asked if they could fund it with the caveat of VRD approval. Richardson asked if the CSE believes this event is worth displacing locals and rec leagues. McDonald said it is better to present with facts and details. Rediker suggested CSE could say that they recommend the event and schedule to VRD. Davis asked for $0 with a star. Ed Fest: Richardson noted the idea of comparing beer events and chose Ed Fest because it has happened and it’s locally grown with bigger music talent. Gordon noted it is only a one day event. Wadey noted that this is a marketing event for Crazy Mountain Brewery and it is going to happen no matter what. Rediker noted that it is a one day event and noted the lack of heads in beds from her past experience in Edwards. Gordon believes that $10,000 would improve an already great event that would include the Vail brand. Richardson noted that it does have strong growth potential. McDonald asked if they would rebrand the event name to include Vail. Waniuk noted that she’s not sure if they would rebrand with Vail included at a funding level of $10,000. Waniuk noted that 8/19 is his current date but is currently not available. Waniuk noted that the event is currently on for 8/26 and suggested that CSE suggests this date because of International Folk Art Market. Davis asked to pencil $10,000 with a date of 8/26 and that the funding should be used for marketing and talent, not lodging for sales reps. Vail Craft Beer Classic: CSE decided on the best dates of 6/16 – 6/18. Wadey believes December 2-4 would be a good backup date. Waniuk will suggest the June date to the event producer. Waniuk noted that this includes a music production and Big Beers did not. Davis asked if they need a concert. Rediker suggested that Vail Summer Bluegrass and Vail Craft Beer Classic could work together. Gordon suggested that a lower funding level would be ok to ask for a lower music production. Davis asked to put in $50,000. CSE Minutes October 26, 2016 Page 9 of 17 World Pro Ski Tour: Richardson believes it is an interesting idea in the spring and that is not the World Cup. Davis doesn’t believe that this type of event brings people out. Valenti believes date conflict with Pink Vail causes concern. Rediker noted that it’s Spring Break and hotels are already full and at high rates. Davis penciled in at $0. Melee in the Mountains: McDonald noted that they are asking for Dobson in-kind at $6,200. Waniuk asked if TOV has any days left to give out Dobson. Rabinowitz noted that Jared approved the dates. Waniuk noted they have to rent a sport court. McDonald said we can commit to giving them Dobson for one day. Davis asked to pencil in at $7,000. Vail Beer Week: $0. Davis said the proposed dates are too close to the Great American Beer Festival. Divide Music Festival: $0. Davis said that the calendar, funding amount requested, and camping aspect are detractors. Gordon stated that we are missing a popular music festival. Vail Whitewater Series: Davis asked to write in $6,000. Kick It 3v3: Davis stated that we did not get a great return on investment to make it a championship. Richardson noted that the funds are going outside of Vail towards other events and markets. Waniuk noted that Kick It and other athletic programs don’t sell merchandise as a revenue stream. Gordon believes that if they don’t fund it, it will go away. Waniuk noted their economic impact is $3 million and payback ratio is $72. Waniuk noted their net promoter score was 21 because the refs were bad. Wadey noted her dislike of the use of the funding out of market and would rather they use it towards refs and parking for the Vail event. Davis asked for participation in comparison to local soccer event. Rabinowitz said Kick It brings in almost 300 teams. Davis asked to pencil in at $40,000. Rediker noted that half of their budget is provided by CSE and that they are not getting sponsorship elsewhere. Gordon believes if we start taking away we will lose the event. Davis noted we’re fine with a downgrade from championship to regional and really just want a better product. Rabinowitz does not think the change to championship made a big difference. Valenti asked if the RFP says he will come back or not if not funded. Waniuk said they would not come back. Waniuk suggested they can fund with suggestions and restrictions. U16 Rocky/Central Junior Championships: Davis asked to fund $2,500. Prep Baseball Reports West Championships: Davis feels the event will happen either way and they can’t justify their funding request. Richardson does not believe their business model is affective and that CSE should not be responsible for making it profitable. Gordon noted that this doesn’t matter if they have a good CSE Minutes October 26, 2016 Page 10 of 17 ROI to TOV. Rabinowitz noted that it is hard to put on an event in Vail. Waniuk noted that their budget is used for marketing, umpires, equipment, lodging for umpires, and field rentals. Waniuk noted they are working on sponsors but haven’t had any luck. Waniuk said the event will happen but would be scaled back with fewer teams and no fencing. Waniuk noted Vail Valley Partnership funding of $2,500 was a one time thing for field rental. Davis suggested funding for field cost, fence, and opening ceremonies at $5,000. Vail Film Festival: Davis said that after 13 years he is not comfortable to support them at the level of their product. Richardson believes that the virtual reality might be able to save it. Davis does not believe in their production team to pull of the virtual reality plan. Gordon noted that they did not follow through on their Latin American theme in 2016 and questions whether they can follow through on virtual reality. McDonald asked if there is another promoter to produce a film festival. Davis feels that if Vail is the right market, someone would bring a film festival here. Valenti noted that celebrity power is needed to make it successful. Rediker noted that the per person cost is $300 compared to most other events at $50. Rediker noted that the Antlers gave a lot of comps and there were not many paid guests. Davis marked it as $0. Waniuk noted that they may still hold the 2017 Vail Film Festival without CSE funding. Vail Automotive Classic: Gordon stated that moving the whole event to Vail is a big move and an auction could be a great benefit. McDonald noted their in-kind ask from Walking Mountain Science Center. Valenti asked if they are asking for the clubhouse as in-kind. McDonald said no not at this time. Wadey believes that Vail needs a car event. Wadey believes that $7,500 is a small ask if an auction happens. Davis asked for $6,000. Vail College Soccer Showcase with Vail Select ID Soccer Camp: McDonald noted there was no in-kind request. Rediker believes it has huge potential and the perfect time to bring people into town. Rediker and Wadey noted it brings in college coaches and families. Davis noted their funding request is as much as the two other soccer events combined. Rabinowitz noted there is a big college showcase event the weekend before in Denver. Rabinowitz noted that college coaches can go elsewhere to see many more players. Rabinowitz noted the ID Camp is a way for coaches to make a little more money. Davis asked if we had the resources to host a large showcase. Rabinowitz said not in Vail but maybe valley wide. Richardson noted that weather is suspect. Davis said mark at $0. Rabinowitz feels it has potential but more homework needs to be done with list of coaches that would be attending. Vail Yeti Hockey: Wadey believes that the money will go far and it helps with our local culture. Valenti asked whether it is family friendly. Davis said it has become much more family friendly. Richardson believes it is a good environment that has potential to include local business partnerships. Davis said pencil in at $7,500. CSE Minutes October 26, 2016 Page 11 of 17 Vail Arts Festival: Davis noted that it will continue without funding. Gordon feels it is a great Lionshead event and event promoter said she could continue with reduced funding. Richardson noted the idea of comparing funding of similar style events. Wadey noted that this is an ambient event unlike International Folk Art Market which is a destination event. Rediker said it doesn’t bring in guests but they do enjoy it as an ambient event that definitely helps Lionshead. Davis asked to pencil in $8,000. Vail Farmers’ Market Farm to Table Dinners: Rediker believes that the farmers market could extend to the dinners on Sunday or Monday nights to drive hotel stays. Davis noted that Monday night would change her guest. Davis asked Mueller how many people come just for dinner. Mueller said 30% and it has been growing. Davis asked if Monday is a good idea at any level. Mueller said it is scary and that a lot of people don’t go out on a Monday night. McDonald said the event is used by VLMDAC as a marketing piece and receives a lot of press. McDonald said from a press standpoint the VLMDAC brings them in Thursday and sends them out on a Monday morning. Valenti suggested two dinners would cost $9,000 based on budget and funding ask. Davis said pencil at $9,000 which would be $3,000 per dinner. Zoppe Italian Family Circus: Davis believes this is a good new event. Richardson doesn’t like sharing events with other mountain town markets such as Snowmass and Winter Park. McDonald noted that animals in town could cause concern. Davis asked for $0. Vail Family Fun Fest: Wadey noted that it is good for Lionshead and that they have been a very good partner. McDonald asked if it fits the Vail brand. Wadey said yes and there were a lot of Latin Americans in attendance. Valenti noted that this is an ambient event vs. a ticketed event. Rediker said hotel guest feedback was that it was a good ambient event. Rediker noted that the hourly rate was $800 per hour but noted it is not taking into account 10-12 employees and setup/teardown. Davis asked to pencil $20,000. Slow Fashion Vail: Rediker liked the different and unique idea. Richardson said fashion turns over a lot and there are a lot of clothes wasted. Richardson said the production costs and time far outweigh how long the clothing is actually used which is a huge tax on the. Richardson noted that Vail is trying to become a sustainable destination and it is an interesting idea to get behind. Davis asked if this could be in the Education and Enrichment category. Wadey said she did not have confidence in the presentation and questioned what we were actually getting. Richardson noted that we are a ski town that makes money from people buying stuff and the event is actually promoting the opposite. Gordon stated he did like their ski clothes fashion and did say that they could take less and still have the event and they are new producers that are young local entrepreneurs. Richardson noted that they do have other sponsors. Davis asked if teepees will CSE Minutes October 26, 2016 Page 12 of 17 be allowed in town. Saeger said more details need to be provided. Richardson said we should support new producers. Gordon noted that a new sustainability event will be received well by Council. Waniuk stated that she will need to ask event how it will change at a different funding level. Davis penciled in at $5,000. Top Shelf Harvest: Davis noted it is hard to support a three hour event at $15,000. Wadey believes that it still could grow and get better with a lower price tag. Davis marked it as a $0. Davis noted the below events to recap funding levels. Farmers Market: Davis said fund at $35,000. GoPro Mountain Games: Richardson noted their goal to improve information communication, improving Lionshead activation, and waste removal. Davis suggested changing funding amount to $90,000 with an emphasis on environmental sustainability. Spring Back to Vail: Davis asked if CSE should add $5,000. Waniuk confirmed increase to $30,000. Davis said yes. Taste of Vail: Davis suggested add additional funding to help with the Rosé kick- off. Davis suggested to fund at $40,000. Vail Craft Beer Classic: Davis said they had penciled in $50,000 and asked to consider $60,000. Davis asked to confirm date of June 16-18, 2017 with event promoter. Wadey suggested looking back at Top Shelf Harvest. Davis said he cannot commit any dollars to that event. McDonald mentioned the idea of Vail Automotive Classic receiving more funding. Davis said he believes $6,000 is correct amount. Gordon asked if Melee in the Mountains needs more funding for Dobson rental. Waniuk asked if there is another day available from the Town if they have to pay for it. Davis asked to add $5,000. Rediker agreed. Davis said to fund at $12,000 with in-kind of Dobson rental for one day. Davis asked if everyone is ok with Ed Fest contribution. Gordon said yes. McDonald noted that Gourmet on Gore asked for more money. Valenti suggested increasing to $60,000 and CSE agreed. CSE Minutes October 26, 2016 Page 13 of 17 Rediker asked what Farm to Table dinners were funded at. Waniuk confirmed the suggested funding o $9,000. Rediker suggested adding more to ensure three days. Davis asked to increase to $14,000. Davis suggested that Vail Yeti Hockey Club is a point of conversation. Davis increased funding to $10,000. Richardson still believes that they should partner with local businesses and that this amount may detract them from searching for more funding/support. Davis asked if anyone wanted to discuss PBR West Championships. Davis suggested changing to $10,000. Waniuk noted that Holidaze is funded at $25,000 and had requested $26,000, the International Folk Art Market was currently funded at $0, and the Zoppe Italian Family Circus was currently funded at $0. Davis suggested splitting remaining funds, $7,290, between Oktoberfest and Vail America Days. Richardson asked if Vail Whitewater could use this money. Waniuk said it would be used for marketing. Waniuk noted that Vail America Days funding request increase is for insurance. Davis noted that Outlier is fully funded and doesn’t know if the additional funds would improve the event. Valenti suggested moving Oktoberfest to $60,000 and it was approved. Rediker suggested giving the remaining funds to U16 Rocky/Central Junior Championships because they had them funded at half of their request. Davis said add $2,290 to their event. Vail Centre Programming: McDonald noted they asked for $74,000 in-kind between days at Grand View and Donovan Pavilion. Gordon asked how much we have given them in the past. McDonald said they have received about half at $36,000 in in-kind. Richardson said they are requesting more in-kind and less funding. Gordon said they are asking for more in-kind because they are growing and adding more colleges providing courses. Waniuk noted their economic impact is low and 71% of attendees were down valley residents. Waniuk noted they received a 46 net promoter score. Waniuk noted their survey sample size was only 61. Richardson asked what other Education and Enrichment events receive as net promoter scores. Waniuk noted the average score is 76. Rediker noted the courses are limited to 20-24 people per class and maybe 2-3 people from out of town attend. Rediker said she supports education and their idea but this is supporting their operation as opposed to the event. McDonald noted that 28 in-kind request days are for community leadership academy and 20 or so are for the out of town college and universities courses. Richardson noted that Education and Enrichment events are not really to fill hotels and are more likely to make Vail a year long sustainable community. Wadey says this is marathon vs. a sprint through a cornerstone culture of education in the community. Valenti believes in their program but taking funding away from others is difficult to do. Wadey noted their partnerships with small business forums to provide best CSE Minutes October 26, 2016 Page 14 of 17 practices. Wadey noted that the money they receive is going back into the local community. Davis penciled in $60,000. Vail Veterans Program: Davis believes that it is a good brand fit. Davis suggested pencil in at $17,500. Wadey and Valenti suggested to increase to $20,000 and referenced that veterans are how Vail was started. Richardson noted it is doing very well on its own. Davis noted whether this should be moved out of Education and Enrichment which should be discussed at another time. Gordon believes that they are self sustaining. Davis asked to pencil in $17,500 with a star. Vail Symposium: McDonald noted no in-kind. Waniuk noted the difference is they have only asked for winter support in the past, not summer. Gordon noted a lot of their events take place outside of Vail. Davis penciled in $35,000. Global Solutions Forum: Wadey believes their assessment of growth warrants a little less funding. Waniuk noted their costs are mainly for speakers and they have been working on sponsorships. Rediker noted they work with six private schools across the country including Vail Mountain School. Richardson asked how many attendees were there. Saeger said in notes from their presentation, the promoter said 335 attendees and wants to get more local schools involved. Gordon believes that the money should be spent on other programs that do not limit who is able to participate and benefit. Gordon asked to table conversation. Betty Ford Alpine Gardens Programming: McDonald noted they are receiving $69,000 in operating expenses, $30,000 in capital funding, and a blue parking pass. Campbell noted they are open year round now. Campbell said their capital request is for water mitigation. Campbell noted they don’t have any year round open bathrooms in Ford Park. Richardson noted that whether double funding arts programs may hinder other arts and cultural events. Wadey suggested the median of $12,500. Valenti noted the pollinators are an attractive piece of programming. Starting Hearts All You Need is Heart: McDonald noted they are asking for $3,000 of in-kind for Donovan Pavilion. Davis said pencil in $6,000. Community Art Events for the Town of Vail: McDonald noted no in-kind. Waniuk stated they cannot determine venue until their funding is known and may come back and ask for in-kind. Davis asked if funding would offset ticket prices. Yes, it would lower them. Richardson believes this event reaches a broader demographic than others such as Betty Ford Alpine Gardens and allows attendees to walk away with tangible rewards. Davis said pencil in $10,000. Vertical Express Can Do MS – A Jimmie Heuga Memorial Event: Richardson noted their recaps and that believes it has not evolved over the years. Wadey believes they did turn it around this past year and made great strides. Waniuk CSE Minutes October 26, 2016 Page 15 of 17 stated that Thompson said Vail Resorts suggested Presidents Day Weekend. Davis asked to pencil in $4,000. Starting Hearts Heart Health Challenge: McDonald noted their in-kind request at Donovan Pavilion for their kick off event. Davis doesn’t feel there is great return. Waniuk noted Sole Power is still gaining traction in its 3rd year. Rediker doesn’t like the timing but loves the idea and promoter of the event. Wadey noted she did not see a clear plan or benefit either. Davis suggested pencil in at $0. Valley Tastings: Food for Youth, & Healthy Kids Colorado Survey: Rediker said the Eagle River Youth Coalition is a great cause but the event itself was disorganized. Rediker believes they should focus on Vail restaurants since it is held at Donovan Pavilion. Richardson asked if we’re funding because of the cause or the event. Wadey noted that we do want to consider brand alignment. McDonald noted they are asking for $3,000 in-kind for Donovan Pavilion. Davis suggested the in-kind is the support. Rediker said they may move down valley and it may be better for them with more support. Waniuk noted that there is still $6,500 available. Rediker noted what Global Solutions website says about their mission, program, and events. Rediker noted that her child is interested in similar programs and has never heard of it so if it is funded they need to do a much better job with outreach. Davis noted that Education and Enrichment events are to enrich our community and not a select few. Rediker noted that $15,000 is a lot for a few hour speaker that is normally sold out. Davis suggested $5,000 with a note that they need to add another public session and engage the local community. Davis suggested adding funding to Vail Veterans Programming totaling $18,000 and the remaining $1,000 to Betty Ford Alpine Gardens totaling $13,500. Rediker noted that Betty Ford Alpine Gardens touches an estimated 100,000 compared to 3,000 at Vail Centre and suggested taking their funding down to $56,000 and give $4,000 to Betty Ford Alpine Gardens. Gordon suggested $58,500 to Vail Centre and $15,000 to Betty Ford Alpine Gardens. Davis and Valenti agree. Wadey and Richardson disagree. Wadey believes they won’t get their in-kind they asked for and Betty Ford Alpine Garden receives a lot of support already. Richardson believes in the education going back into our community and the future growth and potential being bigger than Betty Ford Alpine Garden. Gordon believes it is fair to give Vail Centre more with more in- kind and match what was given to Betty Ford Alpine Gardens last year. Waniuk asked to review funding allocations before motion to finalize. Waniuk changed Farm to Table Dinners back to $9,000 based on budget. Richardson moves to award the funds to the following Community Recreation & Cultural events with the following conditions; see allocations spreadsheet. CSE Minutes October 26, 2016 Page 16 of 17 M/S/P: Richardson/Rediker/Unanimous. The motion passed 6-0 Richardson moves to award the funds to the following Education and Enrichment events with the following conditions; see allocations spreadsheet. M/S/P: Richardson/Rediker/Unanimous. The motion passed 6-0 Davis suggested moving survey funding discussion to November 2nd CSE meeting. Waniuk agreed. Davis asked the CSE if they are super passionate about International Folk Art Market happening. Wadey and Gordon said yes. Rediker noted she doesn’t understand the impact the event will bring to Vail. Wadey said it is a very large market that has a strong following of travelers and the community impact would be significant. Gordon noted that this festival brings an authentic cultural experience and has the ability to add food and world music. Gordon believes it could grow into seminars and include local organizations to make it a broader community event. Wadey believes it completely diversifies our portfolio and this is our opportunity to be trend setters. Valenti noted the experience of purchasing a cultural and unique product from an international vendor. Richardson asked how to ensure that the Vail event will be the event that people want to attend vs. other markets. Wadey believes the caliber of the Vail event will be the draw as compared to others. Davis does not feel comfortable recommending to Council at $500,000 and doesn’t feel comfortable saying it at another dollar amount either. Davis said Highline needs to address VRD questions and approval. Davis said that Highline has made this process more difficult than it has to be. Wadey asked if Highline knew about request to ask VRD for permission. McDonald said yes. Davis asked if Waniuk transferred their council contribution application to the CSE RFP. Waniuk said yes. McDonald said that Deighan is not faulted and this is a new process. Wadey said they need to go to Highline for answers. Richardson suggested that the letter from VRD contain specific information. Waniuk noted that Highline has suggested that the Farmers Market be canceled or moved on that weekend. Gordon suggested that the council doesn’t need to give Highline $150,000 toward local housing as a charitable donation; the town can support local housing themselves. Gordon would like them to refine their budget. Davis stated Highline needs to provide a VRD letter of approval, a plan to work with the Farmers Market and Solaris Plaza, and clarify their budget with the importance of $150,000 to housing. McDonald asked if it should be on agenda at November 2nd meeting. CSE said yes and Davis noted he will not be there. Rediker noted they cannot get in front of VRD before November 2nd. Davis said that the CSE supports the event and will recommend it to the VRD board and they need to get on the agenda for next board meeting on November 10. Davis said they would like to better understand their budget and would suggest removing the $150,000 charitable contribution. McDonald stated that the Council needs enough detailed information in order to make a CSE Minutes October 26, 2016 Page 17 of 17 good decision. Rediker asked Davis to give the event a grid score. Davis said he did not give them one because he did not understand it. McDonald said be ready to explain to Council why CSE did not give them any funding. Waniuk suggested they may be required to have a charitable contribution per the International Folk Arts Alliance. New Business and Community Input: Gordon asked what other topics are on the agenda for November 2nd. Davis asked if events can perform a digital recap. Waniuk is suggesting events under $10,000 submit recaps and not present to CSE at the meeting. Waniuk said there will be five members available until 9:45am on November 2nd. Richardson asked who is going to write letter of recommendation from CSE to VRD. McDonald said staff will provide. Waniuk noted that if Highline has a presentation Deighan needs to provide it by Monday, October 31. McDonald said if they cannot get all info completed by November 22nd for December 6th Council meeting, we will have to ask Kathleen for extension to December 20th Council meeting. McDonald said Highline will be required to get on VRD agenda on November 10th.  Motion to Adjourn at 3:30pm M/S/P: Richardson/Valenti/Unanimous. The motion passed 6-0