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Home My WebLink About01.a. 2018-1-10 CSE Agenda Minutes DRAFTCSE Minutes January 10, 2018 Page 1 of 4 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, January 10, 2018 @ 8:00a.m. AGENDA: Meeting materials can be accessed at the following link: http://bit.ly/2EMAQi5 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 Mia Vlaar, Economic Development Director Others Present: Peggy Wolfe, Highline Angela Mueller, REN Events Melissa Meyers, Bravo! Vail CSE Chair, Barry Davis , called the meeting to order at 8:02am. Swearing-in Swear in newly appointed and/or reappointed CSE members for terms ending December 31, 2019 (Samantha Biszantz, Rayla Kundolf and Kim Newbury- Rediker) by Tammy Nagel, Vail Deputy Town Clerk. Administrative Items Approval of the Minutes of the CSE Meeting on December 6, 2017  Motion to approve the minutes of the CSE Regular Meeting on December 7, as presented. M/S/P: Kundolf/Valenti/Unanimous. The motion passed 7-0 Review 2017 Survey Results CSE Minutes January 10, 2018 Page 2 of 4 Waniuk noted that RRC will be presenting the 2017 survey results at the CSE meeting on February 14th. Waniuk noted that the survey results have not changed since December’s CSE meeting. Meeting Reminders: • February meeting moved to 2/14 – with an 8:00a.m. start time • Joint meeting with Town Council Regarding Event Categories: March 20 (TBD) Davis welcomed Mia Vlaar, the new Economic Development Director to her first CSE meeting. Event Recap: *motion to release final funding disbursement required Vail Snow Days Please see presentation for further details. Wolfe noted that the challenges were mainly out of their hands noting the lack of snow. Wolfe noted they moved the expo village into Lionshead since Gondola 1 in Mountain Plaza was closed. Wolfe said that they are considering Lionshead as their expo village in the future. Kundolf said the Lionshead activation made the Village feel active and full. Waniuk asked when the act will be booked for Spring Back to Vail. Wolfe said there have been offers but nothing is confirmed. Davis asked how the talent search process works. Wolfe said there is a group of people that continue to work on this. Davis said the more the Boards and Council know the process the better it will mitigate any judgement. Wolfe noted the proximity of Vail to Denver which may inhibit and delay the booking process. Wadey said there needs to be better clarity as to what demographic we are booking bands for. Wolfe noted that it would be good to have guidelines from the CSE and Council for them to consider during the booking process. Rediker noted that Highline did a great job but said that if there was a year that this event needed to bring people to town it was this year but it didn’t happen. Rediker said she is not blaming Highline and they only have a limited budget. Kundolf noted that Snow Days used to have bigger bands and the concerts were held at Ford Park parking lot. Wolfe noted that the budgets were definitely larger in the past.  Motion to approve the final funding distribution Vail Snow Days M/S/P: Rediker/Valenti/Unanimous The motion passed 7-0 Event Recap: *motion to release final funding disbursement required Vail Holidays Please see presentation for further details. Mueller noted that the menorah lighting and tree lighting overlapped this year. Gordon noted that they will not overlap in 2018. Mueller said that all marketing approvals will need signatures next year to ensure they are correct. Waniuk CSE Minutes January 10, 2018 Page 3 of 4 noted that the Town of Vail worked with AIPP, Vail Public Library, and Vail Recreation District to create an all encompassing holiday calendar of events. Kundolf confirmed that CSE funded Kris Kringle market, the torch light parade, sweater run, and tree lighting. Mueller added that the ice skating and marketing were included in the funding. Davis noted that the full calendar made it easier for his family to understand the events occurring in town. Waniuk added that this is a community service that Angela graciously takes on. Kundolf said she is still looking for the wow factor for guests that are in town. Kundolf said the guests did not have any activities between December 17th and the torch light parade. Waniuk noted that the CSE needs to reflect funding in their allocation if there is a desire for additional Vail Holidays events. Saeger noted that Snow Days is a week later in 2018, scheduled for 12/14-12/16.  Motion to approve the final funding distribution Vail Holidays M/S/P: Biszantz/Valenti/Unanimous The motion passed 7-0 Discuss Meeting Agenda Topics for 2018 Vlaar noted that the season is off to a rocky start and that we have been asked to think creatively to respond to the current conditions. Gordon clarified that no current funding will change. Vlaar confirmed that they will not change and just need to be cognizant of future budgets. Waniuk noted that Wadey, Davis, Gordon, and Valenti terms are up and the end of 2018. Waniuk noted that there are three CSE meetings currently scheduled in October. Wadey asked if they can have event recaps in October without their survey results. Kundolf asked why the RFP was moved from November to October. Waniuk said it was for staffing and event promoter reasons including event promoters knowing their funding earlier. Waniuk noted the council approval is 60 days from the funding allocation meeting. Wadey said the CSE voted for the change due to busy November leading up to the ski season. Vlaar added that staff wants to make sure that we can make it as efficient as possible for the CSE. Biszantz asked when survey decisions are decided. Waniuk said February but she is moving forward with TEDxVail since it is in early February. Kundolf asked for a joint meeting with ERC. Saeger said we can tentatively plan for a joint meeting in May before the summer event season starts. Review Current Event Categories – Preliminary Discussion Kundolf asked if the scorecard should be loosened up and not as structured. Davis asked for clarification. Kundolf said these are tax dollars and the taxpayers should be able to see an ROI. Gordon noted that Tier IV (now Education & Enrichment category) was never meant to be an economic driver. Gordon said he was at first reserved about the CSE funding this category but now believes that the CSE if the correct place for these to be funded. Valenti noted that ambient events are very important to the NPS score for the Town of Vail and Vail Mountain. Davis said that Council needs to be on board with the CSE’s direction but does not believe that there needs to be too much tweaking. CSE Minutes January 10, 2018 Page 4 of 4 Waniuk noted that the Education & Enrichment events are surveyed and we do receive ROI but they are judged quantitatively and on their NPS. Davis noted that a balanced calendar is very important and these Education & Enrichment events round out the concerts and sporting events. Wadey said that the CSE needs to do a better job communicating the Education & Enrichment category to Council. Wadey noted that Council needs to be reminded what this category is and how it benefits the Town of Vail. Vlaar said the Council action plan focuses on categories including economy, community and that this touches both. Davis said the Education & Enrichment category enhances the desire to come and live in the Town of Vail. Gordon said the CSE is evaluating the programs and not the organizer as a charity. Biszantz asked why Pink Vail is not in the Education & Enrichment category. Davis said they used to be in this category but moved them to Recreational, Cultural, and Community events, and due to its growing size and the fact that it is not an educational event. Biszantz noted that Ski for MS and Starting Hearts seem similar. Gordon noted that moving Pink Vail was also a budgeting decision based on category availability. Davis said that as they look at the scorecard they need to define and/or change the group night score. Biszantz said that the sporting events need to do a better job reporting their group nights. Davis suggested creating another category for sporting events. Waniuk noted that the VLMDAC is funding $200k of the Colorado Classic. Vlaar noted that this was funded from their reserves and it puts their reserve budget below their 25% threshold. Saeger noted that the Vail Valley Partnership has a budget to fund field rental costs. Waniuk noted that this is a small budget. Waniuk suggested continuing this conversation in the February and March CSE meeting with a goal of meeting with the Council on March 20th. Davis said they should explain their direction to have a balanced calendar and that the Education & Enrichment category contributes to that. Wadey said the CSE should present their opinion and allow Council to change if they’d like. Kundolf suggested that the Education & Enrichment category improves health and wellness. Wadey suggested redefining or getting rid of the “group business” category on the scorecards. New Business and Community Input: Rediker asked if they need to re-elect chair and vice chair. Rediker suggested Davis and Gordon. Valenti second, passed unanimously.  Motion to re-elect Barry Davis as Chair and Mark Gordon as Vice-Chair of the Commission on Special Events at 9:32am. M/S/P: Rediker/Valenti/Unanimous. Motion passed 7-0  Motion to adjourn at 9:34am. M/S/P: Kundolf/Biszantz/Unanimous. Motion passed 7-0