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HomeMy WebLinkAbout1.a. 2017-04-05 CSE Minutes DRAFTCSE Minutes April 5, 2017 Page 1 of 7 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, April 5, 2017 @ 8:30am AGENDA: Meeting materials can be accessed at the following link: http://65.38.144.10/weblink/0/fol/371715/Row1.aspx CSE Members Present: Barry Davis Mark Gordon Kim Newbury Rediker Marco Valenti Alison Wadey Samantha Biszantz Rayla Kundolf TOV Staff Present: Laura Waniuk, Event Liaison Specialist Kelli McDonald, Economic Development Manager Ernest Saeger, Special Events Coordinator Others Present: Melissa Meyers, Bravo! Vail Becca Aliber, Vail Veterans Program Brooke Skjonsby, Vail Resorts Missy Johnson, Highline Euginnia Seyferth, Ski & Snowboard Club Vail Meg Stepanek, Can Do MS David McHugh, Sotheby’s / Vail Cascade Drew Graham, Cinebistro Megan Musegades, Vail Film Festival Lu Maslak, Vail Film Festival Mary Bochain, Vail Film Festival Kaye Ferry, Vail Film Festival Corinne Hara, Vail Film Festival Scott Cross, Vail Film Festival Sean Cross, Vail Film Festival Brian Butts, Solaris Development Steven Sendor, Solaris Development Pamela Lessing, Vail Film Festival Judith Landau, Vail Film Festival Brian Beelen, Vail Film Festival CSE Minutes April 5, 2017 Page 2 of 7 Suzi Carey, Vail Film Festival Liz Krezowski, Vail Film Festival Jim Krezowski, Vail Film Festival Ike Sheppard, Vail Film Festival Jake Sheppard, Vail Film Festival J.K. Perry, Vail Film Festival / High Five Media CSE Chair, Barry Davis , called the meeting to order at 8:31am. Administrative Items Approval of the Minutes of the CSE Meeting March 1, 2017  Motion to approve the minutes of the CSE Regular Meeting on March 1, 2017 as presented. M/S/P: Kundolf/Valenti Unanimous. The motion passed 7-0 Review financials: Refer to the spreadsheet. Waniuk noted Burton’s increase in NPS score from 50 in 2015 to 66 in 2017. Vail Brand Meeting: Thursday, April 20 – Grand View Room @ 12:30pm Davis noted that the calendar invite is for the 19th. Waniuk confirmed that it is the 20th and will resend invite. Reminder: $10,000 balance in funding allocation budget Waniuk noted she included inquiries from events requesting the $10,000 funding in the CSE packets. McDonald noted that the Vail Valley Partnership may have funds available for the golf course superintendent’s tournament. Rediker asked if Pioneer Weekend has submitted an interest. Wadey suggested that a one-pager RFP should be sent out. McDonald noted that Pioneer Weekend is not an open event. Rediker confirmed that the golf tournament isn’t either. Gordon agreed with Wadey saying that an RFP makes sense. Davis agreed. Waniuk is going to edit the current RFP. McDonald suggested that the CSE make a decision at the May 3rd CSE meeting. Gordon asked if new events can apply. McDonald said yes. Wadey agreed that we open it to current events and new events. Waniuk noted it will be posted on the Town of Vail website and through the event producer newsletter. Gordon suggested reaching out to Breck Create to see if they have contacts to send the RFP out to as well. Waniuk will have an edited RFP to send out on Friday or Monday. Gordon suggested to the CSE that the Vail Film Festival should present a recap to CSE. Kundolf agreed. Davis agreed as well. McDonald noted that the final ordinance regarding council call ups of CSE decisions was read at Town Council last night and has changed to 60 days from the previous 10 days. McDonald noted that October 18th is the CSE funding CSE Minutes April 5, 2017 Page 3 of 7 decision, November 7th is the funding decision presentation to council, and that December 18th would be the deadline for council to ask for a call up. McDonald noted that she believes that if council has a call up, it would be the November 7th council meeting. McDonald noted that the VEAC neighborhood report will include event questions asking which two events are best for business, are there any events that should be eliminated, and what events may we be missing. McDonald noted that these questions will be presented at VEAC on Tuesday, April 11th. McDonald noted that Waniuk will bring dashboards to discuss any specific data around events. Gordon asked if parking should be discussed. McDonald noted they presented to Town Council on April 4th. McDonald noted there will be a parking survey this summer by RRC. McDonald believes that the event survey and the Vail Local Marketing District survey should be separated from the parking survey. McDonald noted that Greg Hall may come up with some money to add for the parking survey. McDonald noted that one request was for event promoters to do a better job communicating to their attendees about parking. Gordon noted that the amount of days on Frontage Rd corresponds with the events in town. Event Recap: *motion to release final funding disbursement required Ski for MS Please see presentation for further details. Stepanek noted that they had a lot of people staying in local lodging but weren’t able to track it because they did not have a lodging partner. Davis asked for 2018 dates. Stepanek said February 24th is the tentative date and depends on the Burton US Open schedule. Wadey asked if they had a tent at the bottom of Gondola 1 again and asked if there was an increase in attendees to the tent. Stepanek said yes, there was definitely positive energy and an increase in merchandise sales.  Motion to approve the final funding distribution Ski for MS M/S/P: Rediker/Kundolf/Unanimous The motion passed 7-0 Event Recap: *motion to release final funding disbursement required Vail Veterans Program Please see presentation for further details. Aliber noted they are going to be adding an additional day to their January and March programs in 2018. Aliber noted that they have a goal of increasing their social media presence in 2018 as well. Biszantz asked what the goal is in regards to new attendee percentage. Aliber said that they began to start alumni program but have recently began looking to new wounded veterans. Valenti CSE Minutes April 5, 2017 Page 4 of 7 noted that the Vail Veterans Program should emphasize the number of days the event will grow during the 2018 RFP process.  Motion to approve the final funding distribution for Vail Veterans Program M/S/P: Rediker/Kundolf/Unanimous The motion passed 7-0 Event Recap: *motion to release final funding disbursement required U16 Rocky/Central Junior Championships Please see presentation for further details. Seyferth noted that they have 29 other days on the mountain outside of this event and utilize lodging partners throughout Vail during the entire winter season. Seyferth noted that downhill at this age is problematic and that kids should focus on the technical side of skiing. Seyferth noted that they want to continue to host this event but without the downhill races.  Motion to approve the final funding distribution for U16 Rocky/Central Junior Championships M/S/P: Rediker/Kundolf/Unanimous The motion passed 7-0 Spring Back to Vail Update: Please see presentation for further details. Skjonsby noted they are working with the Vail Chamber and Business Association for the RRR rewards. Wadey encouraged all businesses interested to participate. Waniuk asked if Vail Resorts plans to do more on social media as the event gets closer. Skjonsby confirmed that yes it is going to increase. Wadey asked for Town Council’s feedback in regards to the late request for additional funds. McDonald noted that council believes that this request needs to be done during the budget process. Wadey asked if they are adding it to their budget. McDonald said no, they positioned it that they should be looking at this request in the normal budget process and not out of cycle. Skjonsby noted that part of it is on Vail Resorts and they will follow the correct process in the future. Wadey asked if CSE can get in front of Town Council to ask for increase to their budget. McDonald noted that the new Town Manager may delay the current process. Waniuk noted that there has not been a request from the CSE to increase their budget but rather there was a 1% increase. Gordon said the council should give the $100,000 themselves and not through CSE. Wadey noted that in the past, council has directed they want this type of request to go through CSE. McDonald noted that at least two council members mentioned this was the second year in a row and that this needs to be addressed for future years. Kundolf asked if the CSE could treat this like the request for fireworks. Waniuk noted that the fireworks funding goes into the CSE budget permanently and is not part of the actual funding budget. Gordon asked if the CSE wants to make the case for an increased budget. Gordon asked when and if they will have this discussion. CSE Minutes April 5, 2017 Page 5 of 7 McDonald said she is going to ask the finance department and the reality is that our revenues are down this ski season so the timing isn’t great. Gordon noted the argument is that they would increase revenue through more events. Biszantz asked what the lodging projections are. McDonald noted that the last report was on March 15th which was just when the musical acts were released. McDonald noted the DestiMetrics retail report shows 30% - 38% for the weekend. Rediker noted that the Spring Back guest is not the demographic the Antlers is targeting. Biszantz noted that if the wealthy Mexican clientele is in town, her business wouldn’t rely on RRR for increased business. Wadey noted that it is a great opportunity to get your business name out there and to partner with Vail Resorts. Wadey noted that RRR is another great way for businesses to communicate that they are open after Spring Back weekend. Discuss CSE Five Year Strategic Plan Updates: Please see presentation for further details. Waniuk noted that the 2012-2017 five year plan is included in the packet. Waniuk noted that this should be reviewed with all CSE members and we do not see the need to create any type of sub-committee. Waniuk asked for continued feedback and edits from the CSE. Waniuk said this will be finalized by the end of 2017. Gordon questioned whether the highest priority is the strategy of driving destination guests to Vail. Waniuk noted that this is represented in the Town ordinance. Kundolf asked to include the mission statement in the introduction. Waniuk agreed. Waniuk noted that the special event categories will be removed from the introduction page and replaced with the mission statement. McDonald agreed and noted that page 7 details the priorities. Gordon asked if it is relevant to ask events to provide a recap to the CSE that are not funded. Kundolf and Davis agreed that they should be invited but does not need to be included in the strategic plan. Davis noted that during the RFP presentations, events do not provide information that is based on the criteria from the scorecard. Gordon asked if an environmental category was added to the scorecard. Waniuk noted that it is in the RFP. Gordon asked if they should add a specific ROI of events. Kundolf does not think that it needs to be added and it should be open ended. Waniuk added that it is more important to be strategic and not tactical. Gordon suggested getting rid of economic on page 16. Kundolf and McDonald agreed. Gordon asked if we want to continue with asking for recaps within 60 days. Waniuk said yes, it keeps the events accountable. Kundolf asked if surveys are required. Waniuk said it is required for the events that are surveyed. Waniuk said lets leave as is. Rediker asked who the staff is providing a calendar to. Waniuk said to the whole community, prospective guests, and internal groups. Davis suggested adding something from the Town Council’s environmental mission statement on page 22. Kundolf said that on page 19 the ‘residents and quality of life’ should be changed. Waniuk said she will change to community benefit. McDonald and Kundolf said positive impact on community. Valenti noted page 19 and page 22 recreation vs. recreational. Waniuk said she will make changes and send out to the CSE. Waniuk will identify when this will be presented to all user groups.. CSE Minutes April 5, 2017 Page 6 of 7 Event Liaison Marketing Update: Please see presentation for further details. Kundolf asked if King of the Mountain is back on schedule for promotion and logistics. Waniuk said yes we are working with him. New Business and Community Input: Davis noted that the CSE is going to release an official RFP process to request the additional $10,000 remaining for funding. Wadey noted that the Vail Yeti made the playoffs and their final home game is April 14th against Breckenridge and if they win the series they go to the finals in Las Vegas. Wadey noted that there is an open Vail Chamber and Business Association meeting Thursday morning at the Arrabelle at 8:30am. Davis noted that the CSE discussed earlier that they were going to invite the Vail Film Festival to give a recap if desired. Scott Cross noted they focused on women in film this year and that Julie Delpy and Christina Ricci were in attendance. Sean Cross noted they saw an increase in film submissions this year. Sean Cross noted they had a highly attended panel and they want to grow the educational aspect moving forward. Scott Cross noted they partnered with Bravo! Vail and Vail Jazz and have a desire to work with other community organizations. Kundolf noted that sponsorships are important to bring to the RFP. Graham, GM of CineBistro, said it was a focused event which drew 963 guests of which were 25% local. Sendor, Solaris Development, provided their company support for the Vail Film Festival. Bouchain, a local, sponsor, and business owner represents 23 businesses noted the Vail Film Festival reach was both local and international. Gordon asked which businesses she represents. Bouchain said she represents Kermit TDI and real estate brokers, breweries, and stock brokers. David McHugh, Vail Cascade, noted there was a petition that had close to 100 signatures to save the Cascade theater building and community support is needed. Butts, Solaris Development, noted his support of the Vail Film Festival and it is very important to have events at this time of the year to create revenue. Perry voiced his support stating that there is nothing like the Vail Film Festival any where else in the Vail Valley. Lu Maslak, a local, noted she is on the advisory board and asked for a full copy of the presentation of the CSE strategic plan. Maslak noted that guests arrive on Thursday and leave on Sunday which increases sales tax revenues. Maslak believes that the Vail Film Festival has great growth potential. Kay Ferry noted she was part of the original CSE which required representatives from all organizations in town. Ferry noted that the demographic that attends is the perfect fit for Vail and Vail Resorts. Corrine Hara noted she is part of the Vail Film Festival and is involved in bringing out local volunteers. Hara noted that the funding would allow them to make it a more well rounded event. Suzi Carey noted she is a local and volunteer and said that the film makers who travel to be here love the Vail Valley. Gordon said he has been attending for 14 years. Gordon noted that Julie Delpy and her family came early to ski and enjoy what Vail has to offer. Gordon noted that the CSE has given over $630k to the Vail CSE Minutes April 5, 2017 Page 7 of 7 Film Festival over 14 years. Davis noted that the $10K RFP will be released this month.  Motion to adjourn at 10:53am. M/S/P: Rediker/Valenti/Unanimous. Motion passed 7-0