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HomeMy WebLinkAbout3. Memo_CSE_Call-Up_Update_12_5_17 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