HomeMy WebLinkAbout2.a. 2017-12-06 CSE Agenda Minutes DRAFTCSE Minutes December 6, 2017 Page 1 of 5
DRAFT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, December 6, 2017 @ 8:30am
AGENDA:
Meeting materials can be accessed at the following link:
http://bit.ly/2zObIaB
CSE Members Present: Mark Gordon
Alison Wadey
Barry Davis
Rayla Kundolf
Samantha Biszantz
Kim Newbury Rediker
Marco Valenti
TOV Staff Present: Laura Waniuk, Event Liaison Specialist
Ernest Saeger, Special Events Coordinator
Others Present: Martin Nieves, Vail Valley Foundation
Bryan Rooney, Vail Resorts
Owen Hutchinson, Vail Jazz
Christin Fergus-Jean, Vail Jazz
Melissa Meyers, Bravo! Vail
Mike McCormack, Outlier Offroad Festival
Bob Bandoni, Global Solutions Forum
James Kenny, Vail Jazz
Ali Kelkenberg, Eagle River Water & Sanitation District
Angela Mueller, Taste of Vail
Liz Gladitsch, Vail Resorts
CSE Chair, Barry Davis , called the meeting to order at 8:31am.
Administrative Items
Approval of the Minutes of the CSE Meeting on November 1, 2017
Motion to approve the minutes of the CSE Regular Meeting on
November 1, as presented.
CSE Minutes December 6, 2017 Page 2 of 5
M/S/P: Valenti/Kundolf/Unanimous. The motion passed 6-0 (Rediker
abstained due to absence on 11/1)
Review 2017 Survey Results:
Please see presentation for further information. Waniuk noted that the current
payback ration is $37.89. Waniuk said the sales tax payback ratio is $2.74 which
is significant. Waniuk said the survey data for 2017 is finished and RRC will
present the final statistics in February 2018.
Meeting Reminders:
o Dec. 8: Deadline for letters of interest for 2018 CSE Board Applicants
o Dec. 18: Last day for Council call-up for 2018 funding decisions
o Dec. 19: Interviews for 2018 CSE Applicants at Council Work Session
o January 10, 2018 Meeting. Waniuk noted that the breakfast will be the
second Wednesday of January. Gordon added that the breakfast is a
broad CSE discussion as opposed to a social meeting.
Application Deadlines and Interview Dates for CSE applicants: Deadline for
letters of interest due to the Town Clerk, Patty McKenny, by Friday, Dec. 8.
Interviews at Town Council Work Session on Tuesday, Dec. 19.
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 Jazz Festival
Please see presentation for further details.
Fergus-Jean noted they won the DownBeat Jazz Education Achievement Award
and the Hermes Creative Platinum Award. Hutchinson noted that over 60% of
their attendees have college degrees. Kundolf suggested they start marketing in
the Chicago area. Hutchinson said their target demographic is the 35-45 age
range and are working to further engage them.
Motion to approve the final funding distribution Vail Jazz Festival
M/S/P: Kundolf/Wadey/Unanimous The motion passed 7-0
Event Recap:
*motion to release final funding disbursement required
Vail Dance Festival
Please see presentation for further details.
Nieves noted that 93% of event attendees come to Vail for the event specifically.
Davis asked who performed their survey. Nieves said they hire Intercept to
manage the survey. Wadey suggested better communication to all schools in the
Vail Valley regarding the Youth Power 365 dance program. Nieves said yes,
they had 120 kids in the pop up camp and it sells out quickly. Wadey said it
CSE Minutes December 6, 2017 Page 3 of 5
would be great to allow new families the opportunity to participate. Biszantz
asked if they have considered changing their evening times due to dinner hours.
Nieves said they have but lighting is the main factor in timing. Nieves said they
usually have the request to move it earlier. Biszantz said the 7:30pm start makes
it hard for a lot of people to sit down for dinner prior to the event starting.
Motion to approve the final funding distribution Vail Dance Festival
M/S/P: Rediker/Kundolf/Unanimous The motion passed 7-0
Event Recap:
*motion to release final funding disbursement required
Vail Outlier Offroad Festival
Please see presentation for further details.
McCormack said they are looking into ideas on how to increase overnight traffic.
McCormack said they are going to trend toward more gravity style events in
2018. McCormack noted that the weather resulted in a number of expo vendors
not attending the event. McCormack said they are going to focus on kids’
events, women specific events, and offer a backcountry first aid certification
course. Davis asked if the demo could start on Thursday as opposed to Friday.
McCormack said they plan on starting the enduro on Friday in 2018 which would
draw more people to town earlier. McCormack said they can’t rely on lift service
on Wednesday or Thursday but could offer human powered rides. Kundolf
suggested adding a music element to the event. Rediker said the event does
draw heads into beds based on her experience at the Antlers. Wadey suggested
working with Arrabelle to move part of the demo to Lionshead. Valenti asked if
there are conversations with the vendors that did not come due to weather.
McCormack said yes and they want to be as persuasive as possible but want to
make sure they can continue their long term relationship.
Motion to approve the final funding distribution to Vail Outlier Offroad
Festival
M/S/P: Wadey/Valenti/Unanimous The motion passed 7-0
Event Recap:
*motion to release final funding disbursement required
Global Solutions Forum
Please see presentation for further details.
Bandoni noted they did not apply for CSE funding in 2018. Bandoni asked the
CSE if there is opportunity to come back for funding. Davis said they do have an
Education and Enrichment category that Global Solutions would fall under. Davis
noted as he recalls, the challenge of CSE supporting the event is the event’s
inclusiveness. Wadey suggested meeting with other organizations in the Vail
Valley like Youth Power 365 which would increase participation. Gordon
suggested utilizing Battle Mountain High School as a partner.
CSE Minutes December 6, 2017 Page 4 of 5
Motion to approve the final funding distribution to Global Solutions
Forum
M/S/P: Kundolf/Valenti/Unanimous The motion passed 7-0
Event Recap:
*motion to release final funding disbursement required
Pioneer Weekend
Please see presentation for further discussion.
Wadey noted that they added a Friday night event this year which drew people to
town earlier than the past. Gordon asked if Dobson was received as in-kind.
Wadey said yes but they paid for all other venues including Vail Resorts’ venues.
Davis asked if the CSE funds were used for venue rental. Wadey said the CSE
funds were used mainly for marketing and communications.
Motion to approve the final funding distribution to Pioneer Weekend
M/S/P: Kundolf/Rediker/Unanimous The motion passed 5-0 (Valenti and
Wadey abstained)
Event Recap:
*motion to release final funding disbursement required
Taste of Vail Fall Wine & Food Classic
Please see presentation for further discussion.
Mueller noted their NPS was 64 which is low, especially for her events, and
believes that the weather had a negative impact on this number. Wadey noted
that a number of Pioneer Weekend guests attended prior to their evening events.
Kundolf said yes it would be good for it to grow but would also like to continue to
see the elegance.
Motion to approve the final funding distribution to Taste of Vail Fall
Wine & Food Classic
M/S/P: Wadey/Kundolf/Unanimous The motion passed 7-0
Discuss Council Call-Up from 12/5
Kundolf noted that the Betty Ford Alpine Gardens presentation went very well.
Wadey said that Jen Mason’s comments regarding Betty Ford Alpine Gardens
not being able to pick up and move was appropriate. Waniuk said she believes
the CSE needs to do a better job educating the Council on the categories and
their goals. Gordon said he believes that Council is well educated. Gordon
added that they have made progress creating this category and believes that
Council has an issue with ROI not being included in the scorecard. Wadey said
the CSE needs to be proactive and not reactive with the Council regarding the
Education and Enrichment category. Davis suggested sitting down with Council
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and making a small presentation to show them how impactful these events have
been to our communities. Biszantz said there seems to be confusion on the
Council regarding Education and Enrichment. Rediker said it is a good idea to
communicate what the EE criteria is verbally through a presentation as opposed
to only a document in their packet. Davis said the CSE will make action items
regarding Education and Enrichment for the Council. Biszantz agrees with
Wadey to add funding discussions to the conversation which may help the
Council understand. Waniuk added that Council contributions and CSE funding
will be more parallel in 2018.
Review 2018 RFP Process
Kundolf suggested accessing staff comments to be easier. Rediker agrees that
staff comments should be more accessible. Wadey suggested some sort of alert
or pop up when comments are added or relevant to an event application. Wadey
added that she would like to see a 0 option in scoring. Wadey said the group
business scoring column still needs to be addressed and defined. Gordon
suggested making the staff info section more robust. Gordon suggested a
change in scoring population between the two sheets. Gordon said the back
arrow problem took him back to the top. Valenti agreed with the vote for 0, being
able to link the funding cell to spreadsheet, and a single key stroke to go back to
where he was working. Biszantz suggested the RFP being opened in a new
separate window in PDF form. Davis agreed with all comments. Waniuk said
she will ensure staff comments are added in 2018. Waniuk asked how the
interview day process was received. Kundolf said the timer was a challenge at
times. Biszantz asked about event promoters who had to present recap and then
come back later for RFP presentation. Waniuk noted this was the direction from
CSE due to fairness to all events but can be changed. Davis suggested
consolidating the two with recaps and then move into funding interviews. Wadey
asked that RRC does a better job of getting the sample size numbers up.
Waniuk said the CSE could allocate part of their budget for survey incentives.
Waniuk noted that she may not be able to make the February meeting due to her
Leadership class. Davis suggested either moving the RRC presentation to
March or change the February date. Waniuk said she will research having a
regular CSE meeting on January 10th and moving the February CSE meeting to
February 14th.
New Business and Community Input:
Wadey said VCBC holiday mixer is next Thursday, 12/14 at La Tour.
Motion to adjourn at 10:37am.
M/S/P: Kundolf/W adey/Unanimous. Motion passed 7-0