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11/29/2017 Council Call-Up Request Page 1
To: Vail Town Council
From: Economic Development Office
Date: December 5, 2017
Subject: Council Call-Up Requests: Betty Ford Alpine Gardens & Vail Centre
Presentations for 2018 CSE Funding Allocations
SUMMARY
The Commission on Special Events presented their recommended funding allocations for 2018
cultural, recreational and community events and education and enrichment programming at the
council meeting on November 7th. A that time, the Town Council requested that Vail Centre and
Betty Ford Alpine Gardens attend a future meeting to present information about their requests,
including more detail about the programming and past year outcomes and benefits. Both
organizations have been invited to attend the December 5 meeting to make presentations and
provide additional informational as requested. In addition to the program presentations, staff has
included the following information in the packet, 2018 RFP applications, CSE funding allocation
list, and minutes from CSE Funding Meetings on 10/9 and 10/18
BACKGROUND
Betty Ford Alpine Gardens
Funding for the Betty Ford Alpine Gardens (BFAG) is shown below in the table; funding the past
few years has come from both the Town Council and the CSE.
Funding from Town Council
Year
Council Funding
Requested
Council
Funding
Granted
In-Kind
Value
Requested Notes
2015
Operating 75,000$ 67,000$ 300$ 2 designated parking spaces
Capital 500,000$ 500,000$
2016
Operating 69,010$ 69,010$ 1,100$ One Blue parking pass
Capital -$ -$
2017
Operating 90,000$ 69,700$ 1,100$ One Blue parking pass
Capital 30,000$ 30,000$
2018
Operating 71,791$ 69,700$ 1,400$ One Blue parking pass
Capital 19,000$ 19,000$
11/29/2017 Council Call-Up Request Page 2
Funding from Commission on Special Events
Vail Centre
The Commission on Special Events has supported Vail Centre with cash funding since 2014.
Below is a table that reflects the history of funding requested and actual funding allocated:
In addition, the Vail Centre has also requested in-kind use of Town of Vail facilities including
Donovan Pavilion and the Grand View meeting room. Last year the Economic Development
staff and Vail Centre staff met to review the large number of days requested by the Vail Centre
for use of the town’s facilities. It was determined that a partnership arrangement addressing
these requests and in-return offering the town some further benefits would be advantageous, in
summary it was an effort to provide benefits and value for each party through the exchange of
in-kind services. The obligations agreed to by each party are as follows:
Town of Vail was offered: 1) entries/registrations into Vail Centre’s leadership programs,
2) complimentary seats (16) to the annual Torch Awards produced by Vail Centre, 3) additional
marketing efforts, including logo inclusion, social media posts, and mention in event newsletters
and VIP recognitions. Educational programing included attendance at the following:
Community Leadership Academy - Level 100 & 200 (17 TOV registrants)
University Courses from Yale and Cornell (two TOV registrants)
Two tables at the annual Torch Awards (16 attendees)
Vail Centre was offered: 1) use of Grand View at discounted rates, 2) additional mutually
approved marketing efforts. Below is a table that reflects the history of in-kind requested, in-
kind granted, and actual in-kind used by Vail Centre.
Year
CSE Funding
Requested
CSE Funding
Granted
In-Kind
Value
Granted Notes
2016 $ 20,000 $ 15,000 na
2017 $ 20,000 $ 15,000 na
2018 $ 20,000 $ 15,000 na In 2018 Nurture / Explore / Discover at the
Gardens is a compilation of traveling
educational exhibits, interactive games and
activities, Intimate Evening at the Gardens
speaker series, and hand-on workshops
focused on conveying the importance plants
play in the health of our water ways. Betty Ford
Alpine Gardens is seeking funding to host two
traveling exhibits, five Intimate Evening at the
Gardens speakers, and five hands-on
workshops
Year CSE Funding Requested CSE Funding Allocated
2014 -$ 7,360.00$
2015 60,000.00$ 15,000.00$
2016 125,000.00$ 56,000.00$
2017 90,000.00$ 58,500.00$
2018 60,000.00$ 45,000.00$
11/29/2017 Council Call-Up Request Page 3
The use of Grand View for this programming works best during weekdays, Monday-Thursday;
the goal is to keep discounted use groups limited to this timeframe. In addition, there has been
an upswing of requests for use of Grand View on weekends. Moving forward the goal is to
ensure that hard costs (cleaning and staffing) are fully covered by nonprofit groups and
cancellation policies are fully enforced.
In summary, the table below reflects the estimated value that the Town of Vail allocates to Vail
Centre and the value in return the Town of Vail receives from Vail Centre. The obligations
outlined were not fully achieved and in some cases the requests were a bit optimistic by both
parties. It is suggested staff continue to evaluate a “working partnership” with Vail Centre for
the in-kind services requests in 2018.
ACTION REQUESTED
1. Confirm funding allocation of $15,000 for Betty Ford Alpine Gardens
2. Confirm funding allocation $45,000 for Vail Centre
3. Adjust funding allocations for one or both programs
If Town Council wanted to further review CSE event funding allocations for 2018, they may
consider “calling-up” other items as there is a sixty day window for “call-ups” which ends
December 18.
ATTACHMENTS
• 2018 RFP applications
• CSE funding allocation list
• Minutes from CSE Funding Meetings on 10/9 and 10/18
Year In-Kind Requested In-Kind Granted
In-Kind Value
Granted Notes
2014 N/A N/A N/A
2015 N/A N/A N/A
2016
24 Days
(4 x Donovan, 20 x Grand View)
24 Days
(4 x Donovan, 20 x Grand
View)8,300$
Non-Profit Rates:
Grand View Rate = $100/day
Donovan Rate = $1,575/day
2017
68 Days
(3 x Donovan, 65 x Grand View)
61 Days Total
50 weekday; 11 weekend
(61 x Grand View) $ 36,405
Grand View Rate = $600/day
* standard rate increased 3% and
was used as value for use of
room
2018
46 Days
(3 x Donovan, 43 x Grand View)
Pending
Propose a review of partnership
arrangement for 2018 TBD
Grand View Rate = $600
Donovan Rate = $3,000
* reservations would only be
allowed quarterly
TOV In-Kind Support $ 36,405.00
TOV CSE Support $ 58,500.00
Total Vail Centre Support to TOV $ 45,650.00
Total TOV Support to Vail Centre $ 49,255.00
2017 Partnership Agreement
Estimated Values of Benefits