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HomeMy WebLinkAbout1.a. 2017-09-06 CSE Miniutes DRAFTCSE Minutes September 6, 2017 Page 1 of 6 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, September 6, 2017 @ 8:30am AGENDA: Meeting materials can be accessed at the following link: http://bit.ly/2itYQQ0 CSE Members Present: Mark Gordon Alison Wadey Barry Davis Rayla Kundolf (absent at 10:00am) Samantha Biszantz Kim Newbury Rediker CSE Members Absent: Marco Valenti TOV Staff Present: Laura Waniuk, Event Liaison Specialist Ernest Saeger, Special Events Coordinator Patty McKenny, Town Clerk Others Present: Missy Johnson, Highline Peggy Wolfe, Highline Angela Mueller, REN Events Molly Eppard, Town of Vail Brian Hall, Blue Creek Productions Ariel Rosemberg, Vail Summer Bluegrass Brooke Skjonsby, Vail Resorts Jim Soran, Vail Lacrosse Shootout Lauren Merrill, Alpine Arts Center Liz Gladitsch, Vail Resorts CSE Chair, Barry Davis , called the meeting to order at 8:30am. Administrative Items Approval of the Minutes of the CSE Meeting on August 2, 2017 CSE Minutes September 6, 2017 Page 2 of 6  Motion to approve the minutes of the CSE Regular Meeting on August 2, as presented. M/S/P: Kundolf/Biszantz/Unanimous. The motion passed 6-0 (Valenti absent) Review financials/Survey Results: Waniuk noted that she added sales tax per CSE dollar spent column. Waniuk noted the highlighted green section was requested from the VLMDAC to understand where guests are staying during events. Wadey noted that the sales tax per CSE dollar spent should not be a huge driving factor and that all statistics for events need to be considered during the funding process. Meeting Reminders: o September: RFP System Training for CSE, set up appt before 9/20 o September 25: RFP Due by 4:00pm MST o September 29: RFP + information provided to CSE for scoring o October 3: Work session with Town Council o October 4: NO REGULAR CSE MEETING o October 9: RFP Meeting #1 (The Antlers at Vail) – 7:30am-7:30pm o October 11: RFP Scoring due by 4:00pm o October 18: RFP Meeting #2 (The Antlers at Vail) – 8:00am-5:00pm o November 7: Presentation to Council of 2018 funding decisions o November 1: Regular CSE Meeting – 8:30am o November 14: CSE 2018 Allocations to be presented to VEAC o November 16: CSE 2018 Allocations to be presented to VLMDAC o December 18: Last day for Council call-up for funding decisions Application Deadlines and Interview Dates for CSE applicants: Interviews at Town Council Work Session on Tuesday, December 19. Deadline for letters of interest due to the Town Clerk, Patty McKenny, by Friday, December 8. o CSE members whose terms expire on December 31, 2017 are Rayla Kundolf, Samantha Biszantz and Kim Newbury-Rediker. Event Recap: *motion to release final funding disbursement required Vail Summer Bluegrass Please see presentation for further details. Rosemberg noted that he is still not committed to the Arrabelle as the location in 2018. Rosemberg noted that he has been receiving feedback to extend the Series past four nights. Kundolf said she would like to see it grow. Wadey suggested working with the Arrabelle GM in hopes of continuing their partnership.  Motion to approve the final funding distribution Vail Summer Bluegrass M/S/P: Wadey/Kundolf /Unanimous The motion passed 6-0 (Valenti absent) Event Recap: CSE Minutes September 6, 2017 Page 3 of 6 *motion to release final funding disbursement required Vail Community Arts Program Please see presentation for further details.  Motion to approve the final funding distribution Vail Community Arts Program M/S/P: Kundolf/Wadey /Unanimous The motion passed 6-0 (Valenti absent) Event Recap: *motion to release final funding disbursement required Vail America Days Please see presentation for further details. Wolfe noted that an initiative for next year is to improve overall safety for all. Kundolf said the feedback she received was that there were not enough floats and the theme needs to be stronger. Wolfe agreed and suggested choosing a better theme for 2018. Biszantz suggested offering an event on July 3rd for the guests that are in town. Gordon said July 4th is a day that Vail can show it is a real town and is not as concerned about the commercialization because it shows we have local businesses.  Motion to approve the final funding distribution to Vail America Days M/S/P: Kundolf/Biszantz/Unanimous The motion passed 6-0 (Valenti absent) Event Recap: *motion to release final funding disbursement required Vail Family Fun Fest Please see presentation for further details. Wadey noted that he could do a better job with marketing and collateral such as posters, rack cards, etc. Hall said he agrees and plans on hiring someone next year to help with this. Rediker noted that she believes this is a great ambient event but she has never had anyone stay at the Antlers specifically for this event. Hall agrees that the economic impact of $1.2M is questionable. Gordon suggested scheduling a discussion to dig deeper into RRC’s research and methodology in coming to this number. Davis said ambient events would be a good topic to discuss with Council to receive direction on budget.  Motion to approve the final funding distribution to Vail Family Fun Fest M/S/P: Rediker/Kundolf/Unanimous The motion passed 6-0 (Valenti absent) Event Recap: *motion to release final funding disbursement required Vail Lacrosse Shootout Please see presentation for further discussion. Wadey suggested additional options for the younger age groups including clinics. Soran agreed and plans to CSE Minutes September 6, 2017 Page 4 of 6 increase this. Waniuk suggested increasing the public transport options in their program next year. Waniuk noted that Soran should consider the comments regarding scheduling. Waniuk suggested in town events at bars/restaurants for the older demographic. Soran said they did have parties and will look more into this. Rediker noted that the Town of Vail and Vail Rec District are working on creating a ticketing system for the parking lot. Wadey noted that teams did a better job making reservations at restaurants but it should still be pushed and communicated. Wadey suggested communicating what parks are available for teams and groups to use to BBQ. Saeger noted that parks cannot be reserved and cannot be granted a liquor license.  Motion to approve the final funding distribution to Vail Lacrosse Shootout M/S/P: Kundolf/Wadey/Unanimous The motion passed 6-0 (Valenti absent) Vail Resorts Event Strategy & Update: Please see presentation for further details. Gordon asked if there will be any big concerts for Spring Back to Vail. Skjonsby noted that it would now be two weekends instead of one weekend. Gordon confirmed it would be less of a party. Skjonsby said yes and it would cater to guests that are in town already and that it would not be a closing weekend party. Gordon said he is concerned that two smaller concert weekends is setting up the late conversation about a large closing weekend concert such as the past. Skjonsby said it has become a local and Front Range party and that pond skimming would still be on closing weekend or the weekend before. Gordon confirmed that Vail Resorts is not proposing a big end of season concert. Skjonsby said yes and Vail Resorts doesn’t have the budget for a big blowout type Kid Rock, etc. concert. Kundolf said this should be discussed with Council on October 3rd. Wadey suggested working with local bars and restaurants on closing weekend to package it with pond skimming. Rediker noted that lodges had a difficult end of March in 2017 so the date change could help. Rediker also said not to compete with other events such as Taste of Vail, Pink Vail, etc. Wadey noted that the women’s hockey tournament is always on Martin Luther King weekend and suggested Skjonsby reach out to them. Saeger explained that ERC is considering a recommendation to Council on 9/19 that all concerts with an expected attendance of 500-1,000+ would be required to move to Ford Park parking lot. Davis noted that the CSE funded Snow Days for the weekend of 12/8-12/10. Kundolf said the change of date means that the reasoning for the event is changing. Skjonsby noted that they have found that people are not coming into town for Snow Days. Rediker said the philosophy is on target but the reality doesn’t meet this philosophy. Davis asked Rediker if lodges would benefit from the date change. Rediker said yes, last year bookings were down until 12/21. Rediker said it may influence travelers to book additional earlier days. Gordon confirmed we funded $40k for Snow Days in 2017. Mueller noted that Holidays dates are the 11th – 31st of December. Mueller is ok with the date change as long CSE Minutes September 6, 2017 Page 5 of 6 as Snow Days doesn’t infringe on Vail Holidays™ events. Davis confirmed that Mueller is ok with the date change. Mueller said yes if concerts at Ford Park but Solaris concerts interfere with Kris Kringle on the 16th and 17th. Skjonbsy said concert venues at Checkpoint and Arrabelle are too small and that Golden Peak liability is too high. Davis confirmed that Skjonsby is ok with moving Snow Days to Ford Park. Skjonsby said yes. Wadey said she would love to see Kris Kringle in Lionshead.  Motion to approve the Snow Days flexible event dates of either weekend; 12/8-12/10 or 12/15-12/17 and the flexibility of changing concert venue location as well as being mindful of Vail Holidays confirmed event schedule. M/S/P: Gordon/Rediker/Unanimous The motion passed 5-0 (Valenti and Kundolf absent) 2018 Funding RFP Updates & Evaluation Process: Please see presentation for further details. Waniuk noted that there a number of event promoters who cannot attend or call in and suggested they make a video. Waniuk confirmed that she believes there will be fewer than five call-ins. Wadey suggested spreading out the five videos throughout the day. Waniuk confirmed that call-ins or recordings are ok with the CSE. Wadey cautioned that this is not promoted as an option for presentation. Biszantz asked for there to be a time limit for them to return answers. Waniuk said it will be the next day. Discuss Agenda & Topics for Council Work Session on Tuesday, October 3rd: Gordon asked why the CSE is presenting the same information to the Council again. McKenny said she will ask the Mayor and Mayor Pro Tem to provide questions for the CSE. Waniuk noted that the October 3rd meeting is more of a conversation than presentation. Gordon suggested adding Town of Vail community survey results regarding events. McKenny suggested that the Mayor provide talking points during Matters for the Mayor at Council on 9/19. Davis suggested the CSE asks what they can improve through data driven decisions. Davis said they take direction from the Council and will continue to do so. Saeger noted that the concert venue conversation has been discussed for a long time. Saeger noted that the conversation was brought up again after the successful Spring Back to Vail concert at Ford Park parking lot. Saeger noted that the Ford Park parking lot venue is flexible and can accommodate crowds from 1,500 to 10,000. Saeger noted that the Event Review Committee has created a document identifying all concert venues in the Town of Vail and identifying each of their strengths and weaknesses. McKenny noted that the goal is to gain feedback from all groups including CSE, VEAC, businesses, property managers, homeowners, etc. Gordon asked if Checkpoint Charlie is still a concert venue option. Saeger said it is but event promoters have shown no interest in hosting a concert here. Wadey noted that some businesses like CSE Minutes September 6, 2017 Page 6 of 6 concerts in Solaris and that some businesses don’t. Wadey added that she believes if concerts are at Ford Park parking lot, concert goers will still come into town afterwards or beforehand. McKenny noted that we need to determine the right sized concert that can take place at Solaris. Gordon said he understands and respects life safety issues but also believes that there is an extent and balance between this and events. McKenny suggested that we are trying to come to a solution to create a threshold to hold events to concerning concert sizes. Gordon noted that the safe density per event determined by the Town of Vail is important but the calculation needs to be in line with national and other mountain town standards. McKenny noted that we will continue to receive feedback from all groups and that we may need to develop the plan over the next 6 months. Wadey added that the concert venue discussion may warrant a free flowing guideline to include direction and recommendations rather than creating a firm policy. Gordon asked if there is a maximum occupancy number at Ford Park parking lot for a concert. Saeger said no it is TBD based on the concert setup and infrastructure. Wadey said it is best to be more flexible than firm on the venue. McKenny said she agrees and that the goal is to give new or existing events direction on a concert venue based on expected attendance. Saeger noted the need to communicate blackout dates to Pink Pass parking holders prior to them going on sale October 1st. McKenny said that this would not be an adopted ordinance. New Business and Community Input: Wadey noted their charity golf tournament is next Thursday, 9/14. Gordon said that the Labor Day weekend events were awesome. Saeger added that GoPro Mountain Games will be aired on Outside TV this week.  Motion to adjourn at 10:54am. M/S/P: Davis/W adey/Unanimous. Motion passed 5-0 (Valenti and Kundolf absent)