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HomeMy WebLinkAbout2006 CSE Minutes MINUTES: (amended) Town of Vail: Commission on Special Events Meetine Town of Vail: Vail Town Council Chambers Tuesday, January 24, 2006 at 8:30 a.m. CSE Members Present. Robert Aikens, Ian Anderson, Clint Huber, Scott Stoughton, Richard tenBraak and Chairman Dave Chapin. CSE Member Absent: Stephen Connolly Others Present Included. Lorelei Donaldson, Pam Brandmeyer, Brian Hall, Dan Conway, Suzanne Silverthorne, Jamie Wilson, Diane Johnson, Rod Slifer, Bob Isom, Amy Phillips, Diane Moudy, Kristin Kassolis, Amy Phillips, Andrea Feldman, Terry Brady, Paul Witt, Laurie Asmussen, Kaye Ferry, Rob Levine, Charlie Alexander and Sybill Navas Chairman Dave Chapin called the meeting to order at 8:35 a.m. Vail Town Clerk, Lorelei Donaldson, swore in 3 of the newly appointed CSE members: Robert Aikens, Clint Huber and Scott Stoughton. Stephen Connolly was not present and will be sworn in at the next meeting on February 21. All of the new appointees will serve terms ending December 31, 2007. Motion to approve the minutes of the meetings of November 22 and November 30, 2005, as presented. M/S/P: Rich tenBraak, Ian Anderson/Unanimous Coordinator Report: • Sybill presented a spreadsheet outlining the current financial report and the status of the allocation contracts for 2006. Approximately half of the contracts have been finalized. The 2006 CSE budget shows an unallocated fund balance of $3750. • CSE members accepted the CSE meeting schedule for 2006 as proposed, but agreed by consensus to change the start time of the meetings to 9:00 a.m. • The joint meeting with the Vail Local Marketing District has been scheduled for Wednesday, March 8 at 8:30 am. at a location TBD. The agenda will be discussed at the February CSE meeting. Update: Convergence Festival: Sybill reported that the e-mail poll of CSE members indicated that all members except Dave Chapin, who did not reply, and Stephen Connolly, who voted in opposition, had agreed to extend the deadline for the acquisition of a title sponsor to March 1, 2006. She added that Zaring/Cioffi has returned their signed contract committing to the new date. CSE members requested that they provide a formal, written progress report in time for the February CSE meeting. Holidays in Vail: Review of 2005 event and plan for 2006: Laurie Asmussen and Dan Conway gave an overview of the event's components in 2005. Dan reported that in response to comments that there had been embarrassingly little participation from the ski school in the last couple of years, the threat of cancellation seemed to be the incentive for the participation of over 200 ski instructors in the New Year's Eve torchlight parade. Laurie added that Stan Zemler had doubled CSF. ;snC:ADocuments and Settinussybill navas MN Documcnts'Ncw CSG M[ STING INFO',Minutes',06 Minutcs`.060124 Minutcs.doc Pauc 1 0 f r ' the fireworks budget from $5,000 to $10,000; and stated that it would be important to maintain the level of display next year. At least 2500 people were estimated to have been in attendance at Golden Peak. Also, at the request of the Vail Police Department to put some closure on the evening, there was a "mini- display" of fireworks, lasting only 3 minutes at midnight. Laurie elaborated on the problems of holding two separate tree lightings and providing photos with Santa for a month of weekends within the limited budget. The Lionshead event on Thanksgiving weekend has had very poor attendance the last couple of years. Lionshead merchants felt that lack of advertising was part of the problem. Kaye Ferry added that the huge tree lighting event in Beaver Creek on the Friday of the same weekend has developed a history which has taken time to develop and parallels the expectation that the holiday celebration in Vail will take place on the weekend before Christmas. She added that the separation of the lightings between the two villages has not proved successful and encouraged the CSE to recommend returning to a single tree lighting/holiday celebration that brings together both ends of town. Ian Anderson added the historical perspective that President Ford has been the main attraction- we need a new VIP, and that the carriage parade between Lionshead and Vail Village had been a successful part of the event when the VVTCB was the producer of the event. Mayor Rod Slifer encouraged the CSE to consider keeping the event closer to Christmas when there are more people in town and noted that there had been a pretty good crowd in Vail this year, with Jack Ford representing the former president's family and their long term commitment to Vail. He also recommended that the Town should use white lights on all the trees- so that they can be left up through the entire season without seeming "dated." Additional comments from the public were made by: Jeff Jacobs who agreed with the white lights proposal, the later date for a single tree lighting closer to Christmas when people are here, encouraged fewer Santas and more music and asked about the possibility of a fireworks display in Lionshead. Diane Johnson stated that people need a reason to come beyond the throwing of a switch and encouraged the concept of free activities for children. She referenced the program that she had coordinated for Millenium Bank, which incorporated Santa and workshop type activities over 5 weekends for the purpose of bringing people into the bank. Kaye Ferry added that the problem of too many Santas contracted by multiple businesses would only go away if he would be established in a real Christmas "home" - and that without an increased budget a significant enough experience isn't possible to make that happen. Resort Entertainment/ Plan for LH Summer Street Entertainment: After clarification from the CSE that the $30,000 allocated for street entertainment next summer was designated to be spent in Lionshead, Diane Moudy explained her proposal to create a "Busker Village" within the Lionshead Mall area, which would include "Cirque de Soleil" type entertainment as well as a traveling "activity" tent where one might learn to juggle, ride a unicycle or acquire some other related skill. Lionshead merchants reiterated their desire for a plan that would encourage people to move all the way through the mall, and that would provide on -going entertainment, as opposed to a one -time event. Kaye Ferry reported on the results of the meetings with the Lionshead merchants that the Vail Chamber and Business Association has facilitated. The ideas that have been embraced include: 1. Finding a place within the mall and subsidizing Charlie Alexander's climbing wall 2. Busker Village 3. A consistent, predictable activity with a specific destination that encourages traffic to move through the mall. CSE snC:Documents and Settings,sybill navas`My Documents Ncvti CSE M11" I ING INEO,Minutes�06 Minutcs`,060124 Minutes.doc Pauc ? ot'3 { • Paul Witt, representing Vail Resorts Development Company, gave an update on the expected construction impacts for this summer, including streetscape activities in the mall from April 23- June 23 and stated that by next winter streetscape and snowmelt within the mall will be 90% in place. He assured the Lionshead merchants that the ramp access to the gondola will be maintained throughout the summer. Brian Hall gave a brief overview of the activities that his company has planned within the Kidstruction zone and stated that outside activities will be welcome and accommodated. Ian Anderson reiterated that the $30K allocated by the CSE for summer ambient entertainment had been earmarked for Lionshead and that he supports combining the funds with the $50K available from the Town of Vail for construction mitigation activities. Paul Witt reminded the CSE that the TOV's $50K was intended to be spent throughout the town, not just in Lionshead. CSE members requested additional discussion at their next 2 meetings. Strategic Plan: Sybill explained that the current goal is to present the final plan to the Town Council for their comments and approval sometime in March and for the CSE to formally adopt it at their March or April meeting. The draft document has been on hold since September because the council's funding allocation to the CSE did not mirror the goals specified and the CSE felt it would be important to include any additional insights from the up to 5 new appointees to the CSE expected in December. The CSE agreed to form a committee to review the draft for a final time and to bring back a proposal for the entire board for review at the meeting on February 21. Volunteers for the sub - committee included Clint Huber, Scott Stoughton and Dave Chapin. Diane Johnson encouraged the CSE to keep small community events in the plan, stating that they are an important part of the community structure that would otherwise be lost in the shuffle. Terry Brady commented on the critical value of the success measurements in determining what an event contributes to the community and stressed the importance of intangible benefits such as vitality and fun. The difficulty in the measurement process lies in how to accurately determine these indicators. New Business: There was no new business discussed. Motion to adjourn at 10:30 a.m. M/S/P: Rich tenBraak, Robert Aikens, Unanimous. Minutes taken and submitted by Sybill R Navas, CSE Coordinator January 24, 2006 Approved b • ' Date: Z / PP y airman, Commissi6n on S cial Events CSEisn E:'0601-4 Nlinutes.doc Page 3 of 3 MINUTES: Town of Vail: Commission on Special Events Meeting Town of Vail: Community Development Conference Room Tuesday, February 21, 2006 at 9:00 a.m. CSE Members Present. Robert Aikens, Ian Anderson, Stephen Connolly, Clint Huber, Scott Stoughton, Richard tenBraak and Chairman Dave Chapin. Others Present Included. Lorelei Donaldson, Amy Phillips, Diane Moudy, Andrea Feldman, Laurie Asmussen, Kerry Donovan, Kristin Kassolis, Pam Brandmeyer, Jamie Wilson, and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:00 a.m. Vail Town Clerk, Lorelei Donaldson, swore in newly appointed CSE member Stephen Connolly for a term ending December 31, 2007. Motion to approve the minutes of the meeting of January 24, 2006, as amended. M/S/P: Robert Aikens/Richard tenBraak/Unanimous Coordinator Report: • A copy of the current financial status was distributed. Unallocated funds remain at $3750. Most of the event contracts have been finalized. There has been no communication with the race organizer for the Avon -Vail Triathlon; it is possible that this event may not take place. • The joint meeting with the Vail Local Marketing District has been scheduled for Thursday, March 9 at 10:00 a.m. at the Evergreen Lodge. CSE members suggested that agenda items for discussion might include: • Feedback from the VLMD on their role as defined in the new CSE Strategic Plan • Clarification of the VLMD's "target" demographic • Leveraging opportunities for marketing and promoting events supported by the CSE • On -line calendar of events • In response to a query from Stephen Connolly, Sybill stated that the Special Event SNAPSHOT that was sent last week requesting volunteers for an event in the Dobson Arena was the result of a miscommunication with the town's IT department. There was consensus among CSE members that the SNAPSHOTS should not be used as a recruiting tool, but for the distribution of event information only. • Sybill reported that she had received a call from Mark Gordon indicating that he is considering raising the issue of changing the TOV Noise Ordinance to allow for more extended hours and that he had suggested that the CSE might facilitate the community meetings with regard to this subject. • Sybill reported that she had attended the Beaver Creek Food Challenge, which was held at the Vilar Center and that although the cake decorating was somewhat slow - moving, the results were spectacular and the event seemed to offer significant media value. C:ADocuments and Scaings wbill navas`,Mv Documents CSFNEETING INFONinutcs \06 Minutes \060221 Minutes.doc f" • Sybill informed the members that she attended mediation last Friday at the courthouse in Eagle between Johann Drolshagen, producer of the 2003 Food and Wine Festival, and several of the remaining creditors. The purpose was to develop a viable payment plan to which all of the creditors might agree in exchange for some resolution to the criminal and potential civil charges. The CSE is not considered a victim in this case, as the terms of their contract with Johann Drolshagen were met satisfactorily. Convergence Festival: Copies of the e-mail update from John Zaring were distributed to the CSE members. There was consensus that it does not seem likely that the event will take place in 2006 and that the March 1 deadline for the acquisition of a significant sponsor is firm. Additional discussion ensued regarding how CSE contracts with event promoters might be improved to minimize the risk of default. Matt Mire will be invited to speak to the CSE on this subject at a meeting in the near future. Holidays in Vail: Laurie Asmussen distributed a final budget review of the event and expressed thanks to by Stan Zemler for the additional $ I OK that the town provided for the fireworks and to Bill Jensen for his efforts in guaranteeing a spectacular torchlight parade. In response to the comments of the Lionshead merchants at last month's meeting, Laurie also provided copies of the media placements which were all paid for out of the event budget. The on -going dilemma remains that the event as structured requires the budget to be stretched out over more than a month of activities, with Santa visits and photos consuming over 40% of the operating expenses. She also remarked that she has become increasingly aware that the VVTCB historically augmented the budget to provide a broader celebration in a way that the current allocation does not provide for. Pam Brandmeyer stated that Stan feels confident that the "back has been broken" of the bad years (referring to the success that the curfew and special event district on New Year's Eve have had in mitigating the wild behavior of crowds in past years) and that the town may have some additional funding to contribute to new components to enhance New Year's Eve entertainment, i.e. an additional Street Beat concert or similar activity. CSE members suggested that the following changes be adopted: • Cancel the Santa/photo component and encourage the VCBA to work with the business community to schedule the privately hired Santas in the most beneficial manner. • Apply the savings to more local media exposure • Create a single, spectacular tree lighting event in LH and VV and connect the two ends of the community with some type of holiday parade which will be scheduled on a date close to Christmas, when there are a large number of visitors in town. • Recruit a new dignitary who will attract a large audience Laurie was asked to return in September or October with the detailed plan for the 2006/07 event and Sybill will write a letter of thanks to Bill Jensen for lending his support. Resort Entertainment/ Plan for LH Summer Street Entertainment: Jamie Wilson and Rich tenBraak reported that the joint proposal from Resort Events for a Buskar Village and Charlie Alexander's climbing wall was well received by the Lionshead Construction Mitigation Committee when they met last week to review proposals for summer activities. The committee had asked for more information on how the Buskar budget meshed with the CSE allocation of $30K to Resort Events for summer entertainment in Lionshead and had also requested more information from Charlie regarding how best to manage charging a small fee for using the climbing wall that might be subsidized by the business community buying tokens and C:ADocuments and Settings' navas`My Documents New CSE MEETING INFO�Minutes \06 Minutes \060221 Minutes.doc distributing them in a promotional fashion. Of the $50,000 available, approximately $1 OK was allocated to a marketing proposal from KZYR, and the Meadow Drive Merchants and Charlie Alexander were asked to revamp their proposals for further discussion. From the conversation, it seemed likely that there would be about $20K remaining of the Town Manager's funds for the Buskar concept. This committee will be meeting again on March 2 to review the updated information. As described by Diane Moudy, the Buskar Village might include performers in Lionshead, activity "tents ", set and lighting type decor to enhance the mall during times of inactivity and costumed "wanderers" on buses and throughout the town who would entice people to come to Lionshead at scheduled performance times. CSE members endorsed the proposal and asked Diane to present two options at the March CSE meeting: 1. A budget and schedule for a Buskar village based on the $30,000 CSE funding 2. A 2 nd budget showing what could be done with the added $20,000 from the Town Manager's funds. Diane added forthrightly that no concept would work in Lionshead without the cooperation of the businesses there and that they must be open during times of activities or the investment would not show any return. In response to CSE questions about Derek McAlister, the ` Buskar" who has been performing his comedy and juggling act in various locations around the village over the last weekend, Sybill gave a brief overview of the Street Entertainer permit process. Dave Chapin gave an enthusiastic review of his performances and added that it appeared that parents were leaving their children to be entertained while they took a few minutes to shop- which is exactly what the program is supposed to achieve. Strategic Plan: Dave Chapin thanked the sub - committee for their hard work and successful efforts in editing the last draft, resulting in a more concise and easily understood document. Ian Anderson suggested that the economic development emphasis of the CSE was absent from the mission statement, and all agreed to this addition. Questions were considered regarding the definition of the VLMD's "target" market, which is slated for discussion at the joint meeting in March, and with regard to whether the "year round" approach to event scheduling is the correct focus. After a brief discussion resulting in some minor changes, it was decided to present the document to the council for their input at their meeting on April 4. Topics for discussion at this meeting will include: • CSE Budget: Do we maintain the existing event calendar or try to entice new events? • Surveys and Event Evaluation • In -Kind Allocations • Special Event Handbook Additionally, CSE members requested that Stan Zemler be invited to attend a meeting later in the spring to help gain an understanding of the challenges facing the CSE prior to the town's budgeting process. Richard tenBraak left the meeting at 10:45 a.m. New Business: Pam Brandmeyer reminded the CSE members that they are invited to attend the CIRSA training session with the Council, DRB and PEC being held from 1:00 -3:00 this afternoon in the Council Chambers. C:�Documcnts and Smings' navas \My Documcnts'.NeNv CSFAIFETING INF0\Mi11utes \06 Minutcs1060221 MinUTCS.doc CSE members discussed the format for a March CSE allocation procedure of the $50,000 which will be available if Zaring/Cioffi Entertainment is unsuccessful in securing a sponsor for a 2006 Convergence Festival by March 1. It was agreed by consensus to consider only the applications which were submitted as part of the RFP in the fall and which meet the following criteria: • Received a Special Event Rating Grid score of 33 or better, and • Were under funded or unfunded, and • Are proposed to take place after May 1, 2006. • The original request may not be increased. The Lacrosse Shootout and the Kick -It 3v3 Soccer Tournament will not be reconsidered, as these are turn -key events with signed contracts. Event promoters that would like to have their applications reconsidered will be asked to make a 5 or 10 minute presentation based on their original application and to explain how the additional funding will be used to enhance the event. John Zaring will be asked to attend the April CSE meeting and present his plan of action for the remainder of the year, whether that be for producing the inaugural event in August of 2006 or pursuing sponsorships for a 2007 event. Motion to adjourn at 11:50 a.m. MIS/P: Robert Aikens/lan Anderson/Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator February 21, 2006 Approved by• r Date: airm Co is n on Special Events C:',Documcnts and Settings \sybill navas'My Documents 'New CSF�MEFTING INFO\Mi11utes \06 Minutes \06022 I Minutes.doc MINUTES: ' Town of Vail: Commission on Special Events Meeting Town of Vail: Community Development Conference Room Friday, March 24, 2006 at 9:00 a.m. CSE Members Present: Ian Anderson, Stephen Connolly, Scott Stoughton, and Chairman Dave Chapin. Others Present. Jeff j`'Brausch Chairman Dave Chapin called the meeting to order at 9:05 a.m. Reconsideration of Selected 2006 Funding Requests due to Convergence Festival Postponement: Highline Sports and Entertainment/Due to scheduling conflicts with the regular March CSE meeting time, Jeff Brausch has requested this special meeting to present his proposals for Oktoberfest and 14 Days of Vail. BACKGROUND: At the last CSE meeting, the members agreed that all RFP's submitted in October which received an average rating grid score of 33 or higher and in calendar order from the TEVA games forward would be eligible for re- consideration. The Soccer and Lacrosse tournaments have already agreed to contracts and will not be reconsidered. Presenters will be allowed 10 minutes each at the CSE meeting on Tuesday, March 28 to explain how the additional funds, not to exceed the original request, would be used to enhance the event. Event producers for the following events, which match the criteria, are seeking reconsideration of their original request: • TEVA Mountain Games • Vail Farmers' Market • Taste of Vail/Summer • Holidays in Vail • Oktoberfest • 14 Days of Vail (a.k.a: ReviVail) America Days and Gourmet on Gore did match the criteria, but the producers are not seeking reconsideration at this time. Dave Chapin welcomed Jeff Brausch of Highline Sports and Entertainment and requested that Brausch discuss how additional funds would benefit the Highline events beyond what they have already been funded. Brausch first addressed the Commission regarding Gourmet on the Gore, stating that Highline would not be seeking funds for 2006 due to the timing of the CSE offer for reconsideration. At this point, it could hard to gather sponsorship support. Brausch also stated that it might be hard to get the level of support needed from the restaurant community because the Taste of Vail is staging an event the weekend prior to the Labor Day weekend proposed by Highline. Chapin expressed his desire to have Highline resubmit Gourmet on the Gore for 2007. Brausch proceeded to request an additional $10,000.00 in funding for Oktoberfest. The additional funds would fund a second stage at the top of Bridge Street and to augment the music line up for the Vail weekend. Merchants have requested the venue in Seibert Circle be changed form a children's area back to a music venue. Regarding the augmentation of the music line up, form a children's area back to a music venue. Regarding the augmentation of the music line up, Scott Stoughton asked if the bands would be top tier with name recognition. Brausch replied that that would be the plan. If a big act were secured, the venue would be Ford Park. He further stated that they would maintain the traditional "om pah" bands appealing to all age groups during the day and seek a more popular band appealing to a younger audience for an evening event. Stephen Connolly asked if a bigger name band would carry a ticket. Brausch replied most definitely and the price would be based on the name. A brief discussion on the changes in the music industry ensued. Acts that were affordable for Vail in past years are now increasing dramatically. Chapin commented that he would be interested in additional funding if it was to secure a name act. Ian Anderson suggested that the $10,000.00 would go future if used to secure more less expensive traditional acts. Anderson went on to state that when the Tourism Bureau managed the event, it would rotate acts throughout Vail Village and LionsHead as opposed to having them play just one stage. He further stated that his biggest concern for Oktoberfest was to improve the LionsHead portion of the event. Connolly asked if there were any retail or restaurant tie -ins. Brausch responded that there are advance beer stein sales through retail shops wishing to participate. The conversation then shifted to the actual LionsHead venue with the consensus being that Oktoberfest must take place in LionsHead and not on West Meadow Drive as it did last year. Connolly suggested that Highline and members of the CSE meet with Mike McGee, Vail Fire Department, and walk the venue to see if there are better ways to locate the event. Brausch then proceeded to discuss Fourteen Days of Vail (originally presented as "ReviVail" ). Chapin asked if everyone present had heard the discussion with Ian Arthur, Vail Resorts, during the joint meeting of the LMD and CSE earlier in the month. Arthur had stated that VRI was 100% behind the event and had funded it to a greater degree than Spring Back To Vail. Expectations were that Fourteen Days of Vail would do for the beginning of the season what Spring Back does for the end. The event remains fundamentally the same as previously presented, but the dates have shifted to December 4 through 17. This will allow the vent to be exclusive to Vail as the World Cup in Beaver Creek ends on December 3. The event contains in town bar and restaurant promotions, on mountain activities and popular music components. Connolly encouraged the inclusion of a restaurant Dine Around. Anderson requested a balance between on mountain and in town activities. Brausch stated the advertising and marketing planning were in progress, VRI is completely committed to the project and an airline partnership is very likely. Connolly asked if the LMD could help to promote the event and if there was flexibility with lodging rates during the first half of December. Anderson thought the timing precluded participation by the LMD and that lodges would be able to offer attractive early season rates. Brausch concluded by thanking the CSE for making a special time available for his presentation. The CSE thanked Brausch for his time and efforts. Motion to adjourn at 9:35 M/S/P: Stoughton/Anderson/Unanimous kb m e Minutes taken t to Connolly, CSE Member, March 24, 2006 Approved by: Chairman, CSE Date: MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, March 28, 2006 at 9:00 a.m. Members present. Robert Aikens, Ian Anderson, Stephen Connolly (arrived late), Clint Huber, Scott Stoughton, Richard tenBraak and Chairman Dave Chapin. Others Present. Kaye Ferry, Joanne Moore, Rick Scalpello, Joe Blair, Pam Brandmeyer and Sybill N Chairman Dave Chapin called the meeting to order at 9:05 a.m. Motion to approve the minutes of the meeting of February 21, 2006, as presented. M/S/P: Richard tenBraak, Robert Aikens, Unanimous. Motion to approve the minutes of the special meeting held on March 24, 2006, as presented by Stephen Connolly - typographical errors noted. M/S/P: Robert Aikens, Richard tenBraak, Unanimous. Formal Adoption of the 2006 -2009 CSE Strategic Plan: Sybill reported that she and Stephen Connolly had presented the plan to the Town Council at their work session on March 25. The council indicated their approval of the plan and directed that the next discussion with the CSE include looking at multiple year contracts for larger events such as the TEVA Mountain Games and Oktoberfest. Sybill stated that there seemed to be support for moving forward with the Special Event Handbook, particularly with the use of a 'Web -based format, and that some council members suggested the possibility of seeking mid -year funds in June for the project. CSE members requested that this item be put on the April agenda for discussion and development of an RFP. Kaye Ferry offered that the VCBA might be able to do some of the work on the project during the months of May and June. Stephen Connolly arrived during the report. Motion to adopt the 2006 -2009 Commission on Special Events Strategic Plan, as presented. M/S/P: Stephen Connolly, Scott Stoughton, Unanimous. Coordinator Report: • Financial Report: Sybill distributed the latest spreadsheet showing the status of all funding allocations and contracts and noted the balance of undistributed funds is $53,750, due to the fact that postponement of the Convergence Festival until 2007 has returned $50,000 to the budget. • Sybill reminded the members of the meeting w /John Zaring on Friday, March 31 at 10:00 am in the TOV Small Conference Room. The purpose of the meeting is to discuss how the remaining $25,000 funding allocation for the Urban Convergence Festival of Fashion and Music will be used to develop the event for August of 2007 and to receive an update on the progress of sponsorship acquisition for the event. • Terry Brady of the Vail Valley Foundation has requested time on the next agenda to present an overview and possible funding request for a major Cycling Event which the Foundation is pursuing for September of 2007. CSE members agreed by consensus that they would like to hear the presentation, but that any request for funds would only be considered during the regular fall funding process. • Mery Lapin has requested an opportunity to talk with the CSE about sending a group from Vail to the Harbin, China Ice Festival, scheduled for Jan 5 -Feb 15, 2007, to evaluate the possibilities of a similar event in Vail. He is tentatively scheduled to present the idea at the CSE meeting on April 25. Conference Center Funds: Pam Brandmeyer, assistant town manager, kicked off a discussion about how the Town should reallocate the remaining funds from the conference center tax. and distributed a summary describing the Town's efforts to gain public input regarding reallocation of the Conference Center tax proceeds. So far, the town council has provided direction that the money should be allocated to achieve two goals: one, to increase occupancy in Vail's lodging community and two, to support overall economic activity in Vail. According to Pam, approximately $5.1 M was collected from the lodging tax and $5.4 M was collected from the sales tax. $2.5M was spent on research, design, planning and financing, leaving $73M in the fund. She stated that an affirmative vote of the people is a requirement prior to any use of the funds, including the interest on the balance, although there is no time limit on how long the funds can be held if they are not expended. She invited the CSE members to attend the next public meeting on April 3, and encouraged them to submit any suggestions they might have on the forms provided. LH Mitigation Funding Applications and Summer Street Entertainment: BACKGROUND: Vail Town Council members voted unanimously at their meeting on March 7 to approve the recommendation from the Construction Mitigation Group as follows: • $16,000 to Resort Events Inc. for Busker Village activities in LionsHead (and elsewhere where feasible) to be augmented by $30,000 awarded by the Commission on Special Events for LionsHead - specific busker events. • Up to $12,000 for local radio advertising (KZYR, KTUN, KSKE and JACK) with specifics to be determined by the Construction Mitigation Group radio subcommittee. $27,000 income guarantee to LMG Inc. for free climbing wall activities in LionsHead with a minimum of $5,000 returned to the town via merchant participation. • Additionally, the Construction Mitigation Group requests Council's support in recommending consideration by the Commission on Special Events for additional funding of the Busker Village activity to disperse the event more fully throughout Vail. • Efforts are continuing to finalize a location for the Climbing Wall in LionsHead Sybill reported that the Lionshead Construction Mitigation Committee had directed that the CSE manage the entire $46,000 contract with Resort Events to provide busker entertainment in Lionshead this summer. Since Diane Moudy was not present and had not submitted an updated budget and program plan, the CSE was unable to review the proposal from Resort Events. CSE members did agree that these funds are earmarked to provide entertainment in Lionshead and that using "teasers" in Vail Village to encourage people to go to Lionshead was probably not a concept that would be well received by the businesses in the village. Sybill was asked to see if Diane could be available to attend the special meeting on March 31, after the conversation with John Zaring. Vail Film Festival: $400 request for bus shuttle service from Cascade and Crossroads theaters to /from the welcome party at Donovan Pavilion on Thursday evening, March 30. No one was present to represent the request from the Vail Film Institute; therefore the CSE did not consider the request. 1 ) ; 1 ? o1'4 + Reconsideration of Selected 2006 Funding Requests due to Convergence Festival Postponement: BACKGROUND: At the last CSE meeting, the members agreed that all RFP's submitted in October which received an average rating grid score of 33 or higher and in calendar order from the TEVA games forward would be eligible for re- consideration. The Soccer and Lacrosse tournaments have already agreed to contracts and will not be reconsidered. America Days and Gourmet on Gore did match the criteria, but the producers are not seeking reconsideration at this time. Presenters will be allowed 10 minutes each at the CSE meeting on Tuesday, March 28 to explain how the additional funds, not to exceed the original request, would be used to enhance the event. Event producers for the following events, which match the criteria, are seeking funding based upon their original request in the amount that they were underfunded: • TEVA Mountain Games (original request $80,000): $6250/ Joe Blair distributed a budget showing that increased funding would be used for additional signage, information staff and registration staff. • Vail Farmers' Market(original request $15,500): $5500 / Rick Scalpello stated that the funds would be used to advertise the market in the Summit Daily News and also for radio spots in an attempt to capture the "drive -by" tourists passing through on I -70. • Taste of Vail/Summer (original request $40,000): $10,000 / Although Amy Phillips had indicated that they would like to have their funding request reconsidered, no one was present to represent the Taste of Vail and no proposal was submitted. In light of this fact, the CSE agreed not to consider additional funding for this event. • Holidays in Vail (original request $40,000): $15,000 /Joanne Moore distributed an overview and budget for the event which incorporated the changes that were suggested as part of the event review in January. The 2006 event will have a single tree lighting ceremony near Christmas, when many guests will be here, which will feature a high level of entertainment and link Lionshead and Vail Village with a "parade" of lights and/or carols. Santa visits will no longer be part of this event and it is hoped that the VCBA can work with the business community to coordinate "private" Santa's in such a way as to create as little overlap as possible. Pam Brandmeyer confirmed that Stan Zemler does not intend to contribute an additional $10,000 toward fireworks on New Year's Eve next year- and that this year's contribution from the Town was offered as a reflection of the support that VRI and Bill Jensen had committed to insure a strong torchlight parade participation from the ski school. Joanne reiterated the importance of a strong fireworks display- and also that they had provided, at the request of the Police Department, a "period" to the festivities with a mini- display of fireworks at midnight. • *Oktoberfest(original request $80,000) $10,000/ In reviewing the discussion from the special meeting on March 24, CSE members agreed that additional consideration regarding how Oktoberfest will work in Lionshead in light of all of the construction activity is required. The question on the table is, "If the event's presence within the mall cannot be improved from last year, should the event be moved or cancelled ?" Ian Anderson suggested that historically the event was successful utilizing roving musicians and that perhaps doing without the "2 tier" band in the evening and returning the event to its 11 am- 6pm core would make it viable in Lionshead. Sybill was asked to schedule a conversation with Highline Sports for the April or May meeting to address this issue. • * 14 Days of Vail (aka: ReviVail: original request $50,000) $30,000/ Dates changed to Dec 4 -17. CSE members who had been present for the presentation from Jeff Brausch on March 24 reported that VRI has committed to a high level of partnering on this new event which is intended to kick -off the season in as festive a manner as Spring Back to Vail provides to the closure. Stephen Connolly suggested the addition of a "Dine Around" component. CSE members noted the lateness of the confirmation of the bands for Spring of I Back to Vail and commented on how important it is to lock in the entertainment earlier in order to gain the full marketing value for the event. Sybill will ask Jeff to give some background to the Commission with regard to how bands are booked when he comes to discuss the Oktoberfest issues. *Due to scheduling conflicts with the regular March CSE meeting time, Jeff Brausch presented his proposals for Oktoberfest and 14 Days of Vail at a Special Meeting on Friday, March 24. During discussion, some members felt that consideration should be given to holding back dollars to move forward with the Special Event Handbook in the current year. Motions for increased event funding ensued as follows: Motion to approve an additional $5000 for the TEVA Mountain Games for signage and information services as noted on their request. M/S/P: Richard tenBraak, Clint Huber, Unanimous. Motion to approve an additional $5500 for the Farmers' Market for the purpose of additional radio and newspaper advertisements. M/S/P: Richard tenBraak, Robert Aikens, Unanimous. Motion to approve an additional $10,000 for Holidays in Vail, which is earmarked for the Fireworks display and subject to the submittal, no later than the September CSE meeting, of a revised total event budget based on a $35,000 allocation. M/S/P: Richard tenBraak, Scott Stoughton, Unanimous. Motion to approve an additional $10,000 for Oktoberfest, conditioned on further discussion and resolution to the issues surrounding the Lionshead venue and entertainment line -up. M/S/P: Stephen Connolly, Ian Anderson, Unanimous. Motion to approve an additional $15,000 to 14 Days of Vail, subject to further discussion with respect to the musical entertainment and a clear understanding of the components of the event. M/S/P: Stephen Connolly, Clint Huber, Unanimous. The remaining balance of unallocated 2006 CSE funds is $8250. New Business: Question: "When will the RFP process for 2007 CSE event funding happen ?" Answer: The same time as the last 2 years. The RFP will be available by mid - August, applications will be due approximately the I" of October and funding decisions will be made in November. The CSE cannot move the dates up significantly because no funding allocations can be made until the council formally approves the Town of Vail budget, which usually does not happen until the last meeting in October or the first meeting in November. Motion to adjourn at 11:45 a.m. M/SP: Richard tenBraak, Robert Aikens, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordina or March 28, 2006 Approved b Date: an, o s n W ecial Events t�t ,n �I'ltikit, tii 1!':I1 '[;USA I'8L'c'1 Kt1 �l MINUTES: Town of Vail: Commission on Special Events Special Meeting Town of Vail Municipal Building: Administrative Conference Room Friday, March 31, 2006 at 10:00 a.m. CSE Members Present: Ian Anderson, Stephen Connolly, Scott Stoughton and Chairman Dave Chapin Others Present. Pam Brandmeyer, Jamie Wilson, John Zaring, Kaye Ferry, Diane Moudy, Andrea Feldman, Kristin Kassolis and Sybill Navas Chairman Dave Chapin called the meeting to order at 10:15 a.m. Urban Convergence Festival of Fashion and Music 2007 ( UCFFM): In light of the postponement of this event, which was originally scheduled for August of 2006, John Zaring of Zaring/Cioffi Entertainment discussed with members of the CSE how the CSE's 2006 funding allocation of $25,000 will be utilized for the development of sponsorships for a 2007 event. John opened the discussion by informing the CSE members that VRI had offered a significant sponsorship if the event were to be held in December. He also stated they have been in negotiations with PepsiCo regarding the presenting sponsorship and is 80% confident that they will have a positive answer for a sponsorship in the $750,000 range within the next six weeks. The UCFFM fits nicely with Pepsi's "smart spot" program which promotes a number of healthy life style brands, including Tropicana, Aquafina and Frito Lay. He added that PepsiCo is also the largest sponsor of America on the Move, another healthy lifestyle promotion. Zaring/Cioffi has also been pursuing Virgin as an alternate or additional major sponsor. John pointed out that philanthropy has become part of Virgin's company policy and feels that there is a strong fit with the UCFFM for their support. He stated that the goal is to have the festival officially titled, "Pepsi Smart Spot Urban Convergence Festival of Fashion and Music at Vail, presented by Virgin," and is hopeful that he will not be coming to the CSE for additional funds in the fall. After some discussion of a winter or possible Labor Day alternative date, there was consensus to stay with the currently scheduled date of August 22 -26 for the following reasons: • Vail's outdoor venues are available and appealing in late summer • Ideal time to attract the target demographic, which John described as: • "Urban Industry" community • Public from around the country attracted to that culture: 20's /30's No Kids • Front Range ": especially in the 02-3 2 -3 years as the event develops • Fills the seasonal "hole" in the event calendar • Precedes the NY and LA Fashion weeks • Allows a full 18 months lead time to put together a first quality event John explained that their strategy includes solidifying support from the "Urban Culture," and that they are actively pursuing commitments from the stars in the industry (Andre from Outcast, Samuel L Jackson, Big Boy 3000 by way of example) to lend their names to the event as "Founding Stars" and then they will go back and ask for participation. The UCFFM will be CSE /sn Minutes: Special Meeting 03/31 /2006 Pagel of 3 positioned as a chance for these artists to "give back" and expects that he will be able to create enough of a "cause" that they will be willing to play for free. John added that in pitching the event to the artists, they have stressed that the event isn't about the "hood," rather it is about who buys the music and fashion- the event must be programmed to appeal to a large mainstream demographic or it will fail. He felt confident that it should be possible to confirm a headliner act approximately 10 months out from the event. There was some discussion of what venues would be needed, and John identified the following: • Ticketed Events: John stressed that he acts as a "producer, not a promoter" and that ALL ticket sales will go to charities. • Big Concert: Fields at Ford Park- Saturday and Sunday • Smaller Concerts: Amphitheater- Thursday and Friday. • Check Point Charlie: multiple nights from Wed -Sun for free concerts Additionally, there have been active negotiations with the Marriott to act as the host hotel. It was agreed that John will provide regular follow -up progress reports to the CSE, at approximately 6 week intervals. LH Mitigation Funding Applications and Summer Street Entertainment: BACKGROUND: Vail Town Council members voted unanimously at their meeting on March 7 to approve the recommendation from the Construction Mitigation Group as follows: • $16,000 to Resort Events Inc. for Busker Village activities in LionsHead (and elsewhere where feasible) to be augmented by $30,000 awarded by the Commission on Special Events for LionsHead- specific busker events. • Up to $12,000 for local radio advertising (KZYR, KTUN, KSKE and JACK) with specifics to be determined by the Construction Mitigation Group radio subcommittee. $27,000 income guaranteed to LMG Inc. for free climbing wall activities in LionsHead with a minimum of $5,000 returned to the town via merchant participation. • Additionally, the Construction Mitigation Group requests Council's support in recommending consideration by the Commission on Special Events for additional funding of the Busker Village activity to disperse the event more fully throughout Vail. • Efforts are continuing to finalize a location for the Climbing Wall in LionsHead Diane Moudy of Resort Events distributed a final budget and Busker Village program proposal for the CSE's review. The concept is to book one high end act per day, and to augment with roving entertainers who would create an ambience of activity throughout Lionshead. CSE members expressed their concern that promotion would be the key to success and identified the following as means to let people know what is going on: • Radio program supported with the Lionshead Mitigation funds • VCBA: weekly ads • Updating hotel concierges • TOV "Happenings" signs • Cross promote at other events: TEVA and Hot Summer Nights. Diane volunteered to check with the Vail Valley Foundation as to whether they would agree to have buskers entertain at the first 2 Hot Summer Nights concerts, and that she would provide an estimate for the cost to the CSE for their consideration at the April meeting. CSE members directed that some of the days expected to be slow be eliminated, and the money saved should be spent to market the activities. They also expressed their preference for "quality over quantity" in the level of entertainment. CSE /sn Minutes: Special Meeting 03/31 /2006 Page 2 of 3 Finally, it was decided by consensus that the entertainment begin Friday, June 23, to coincide with the opening of the gondola, and be scheduled every Friday and Saturday through Labor Day. Additionally, there will be entertainment on Thursdays from July 4- August 15. The meeting was adjourned at 11:40 a.m. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator March 31, 2006 K 0 I f 35 Approved by: � � Date• an, mmi sion pecial Events CSE /sn Minutes: Special Meeting 03!31/2006 Page 3 of 3 MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, April 25, 2006 at 9:00 a.m. Members Present: Robert Aikens, Ian Anderson (9:15 a.m.), Stephen Connolly, Clint Huber, Richard tenBraak, Scott Stoughton (9: IOam) and Chairman Dave Chapin Others Present. Diane Moudy, Andrea Feldman, Mery Lapin, Danita Chirichillo, Kaye Ferry, Laurie Asmussen, Amy Phillips and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:00 a.m. ➢ Motion to approve the minutes of the meeting of March 28, 2006, as presented. M/S/P: Stephen Connolly, Richard tenBraak, Unanimous ➢ Motion to approve the minutes of the special meeting held on March 31, 2006, as presented. M/S/P: Clint Huber, Stephen Connolly, Unanimous Harbin, China: Ice Festival/Jan 5 -Feb 15, 2007: Mery Lapin suggested that the CSE send a delegation to see the Ice Festival in Harbin, China next year to make contacts and gather information on the possibility of developing a similar event in Vail. He stated that over the many years that he has traveled to China with the junior hockey team from Vail, he has seen this festival grow from a few sculptures in ice taking up the area of a small plaza to an internationally recognized festival that spans an area the size of the whole Town of Vail from Ford Park through Lionshead, in a city where there would be nothing else going on were it not for this festival. He informed the members that he will be taking a local group of "parents' next year in mid - January on a two -week tour of China which will include a few days in Harbin, at a cost of approximately $5500 per person. July 15 is the deadline for signing up. CSE members thanked Mery for coming, and agreed to give the idea consideration. Coordinator Report: • Financial Report: Sybill distributed a spreadsheet reflecting the current financial status and reported unallocated CSE funds in the amount of $8250. Responding to a question regarding the status of events which have not yet signed contracts, Amy Phillips reported that they have strong initial support from potential sponsors and stated that she fully expects the Taste of Vail: Summer to be held in spite of the CSE's denial of funding for the tents. Ian Anderson stressed that the CSE will be very disappointed if the event does not move forward, and was assured that a firm decision would be made within the next couple of weeks. She received confirmation from CSE members that the dates should remain August 18 -20. Sybill added that contracts for the other events will be sent out within the next couple of weeks, and that no one is expected to back out, with the possible exception of the Avon to Vail Triathlon, which is still under negotiation. • The draft agenda for the next CSE meeting was accepted with a request for the addition of a few minutes to recap Spring Back to Vail issues and some minor changes in timing. Update on the Avon to Vail Triathlon and negotiations with Bill Burke of Premier Event Management. Danita Chirichillo, Special Events manager for the Town of Avon presented the CSE with a $27,500 proposal for a turn-key event from Premier Event Management (PEM) that had been received only the day before. She stated that Premier Event Management, based in New Orleans, is a well recommended producer of triathlons with a great deal of experience, but that she had not had time to go through the proposal carefully to consider all of the ramifications of the offer. Avon has $16,000 in its budget for the event but expects to "break- even" with income from registrations. The CSE allocated $3000 in the fall, and Danita suggested that if the CSE would consider an additional contribution of $5000, Avon might respond to PEM with a return offer of $24,500, contingent upon all of Avon's and Vail's concerns regarding the production of the event being met after a more careful consideration of the contract proposal. The event would require 450 -500 registrants for a true break even at this price. There is no money allocated to promotion of the event in this budget, but Danita felt that a grassroots marketing effort through e-mail could be accomplished. Additionally, she stated that PEM does have some "built -in" sponsors that accompany every event they produce, including Gatorade and Boudreaux's Butt Paste. She also offered her assistance in securing some additional local sponsorship. Scott Stoughton inquired as to what Avon's goal is with this event? Danita replied that they would like to develop it into a "world class level triathlon." From all feedback, the event appears to have great potential, with a beautiful course, the only event in the mountains that includes a true "lake" swim and a strong population base of athletically inclined individuals. Sybill added that the Sonnenalp Casual Classic had been scheduled for Sunday, August 27 and that she was concerned about loading the Vail Pass Bike Path with a competitive event at the same time as an organized ride, and therefore recommended moving the triathlon to Saturday, August 26. CSE members agreed by consensus that a return of registration fees to the Town of Vail was not expected as part of the funding agreement, but that the CSE's support would be conditioned on the race finishing in Vail Village. Ian Anderson moved to allocate an additional $5000 toward this event, but the motion died for lack of a second. It was agreed by consensus to hold off on the funding decision until the end of the meeting. Consideration of an additional $3000 allocation to Resort Entertainment for the purpose of hiring two buskers to perform at each of the first two Hot Summer Nights concerts as a promotion for the Lionshead Busker Village. Diane Moudy stated that they had received approval from the Vail Valley Foundation for 2 buskers to perform at the entrance to the amphitheater during the first 2 Hot Summer Nights concerts. After some discussion, there was consensus that one busker per evening would be adequate for the purpose, and that a sandwich board sign describing the Lionshead activities should be included. Sybill noted that the Vail Valley Foundation had requested that no flyers be distributed, as they just "end up in the river," and will follow up with Suzanne Silverthorn about having a sign made. Scott Stoughton made a motion to approve $1500 for 1 busker to perform at each of the two performances, but the motion died for lack of a second. The CSE agreed to revisit the allocation at the end of the meeting; after all other proposals had been presented. CyF: sn 1imitc"; 'u()z, I'.i u : ol, -I Discussion and development of an RFP for a Special Event Handbook: Sybill reported that she had met with a local graphic designer to get a sense of the cost and next steps in proceeding with the project. After that meeting, it was apparent that the design work is likely to be a minor component of the cost and that the work required both in gathering the data to be included and writing the text will be largest part of the project. CSE members requested that Sybill consider whether she would be willing to take on that part of the project and to provide a bid for her efforts. Sybill agreed to consider it and to talk with representatives from the other Town departments at the next Event Review Committee (ERC) meeting concerning the level of priority they would be willing to give to developing their contributions to the handbook. Both she and Stephen Connolly reported that the council had appeared to endorse the project when the Strategic Plan was presented to them at their meeting on April 4, and they both felt encouraged to return with a request for supplemental funding for the project in June. ➢ Motion to make a supplemental request from the Town Council in June for the purpose of proceeding with the development of a Special Event Handbook. Sybill will research timelines and costs involved and the CSE will determine the amount of the request at the May 23 meeting. MIS/P: Stephen Connolly, Clint Huber, Unanimous ➢ Motion to allocate an additional $5000 (for a total of $8000) to the Town of Avon for the Avon to Vail Triathlon, with the following prerequisites: • The race will take place on Saturday, August 26, 2006. • The race will end in Vail. • The Town of Avon will allocate additional resources to regional promotions for the event. MIS/P: Ian Anderson, Richard tenBraak, Unanimous. Preparation for the discussion of the CSE's 2007 budget issues with Stan Zemler, who has agreed to attend the CSE meeting on May 23. The following discussion topics were identified: • Policy issues regarding the recruitment of new events vs. the need to provide funding for successful existing events within the constraints of the budget • What types of new events should be sought out? • Multi -year contracts with the large established events per the Council's direction and how would this affect the CSE's budget allocation from the council. • Input from Stan regarding the status of next year's budget and what additional dollars, if any, might be available. ➢ Motion to allocate $1500 in additional funding to Resort Entertainment to promote the Lionshead Busker entertainment at the first 2 Hot Summer Nights concerts. M/S/P: Scott Stoughton, Stephen Connolly, Unanimous New Business: No new business was discussed. Richard tenBraak stated that he would be out of town for the next meeting on May 23. C'S1, so ➢ Motion to adjourn at 11:05 a.m. M/S/P: Richard tenBraak, Stephen Connolly, Unanimous. Minutes taken and submitted by Sybill R. Navas, o April 25, 200 PP Y G — Approved b : C L Date: ✓ ��� hairman, 6 Special Events Next Meeting: Tuesday, May 23, 2006 at 9: 00 a.m. �%. CSE /sn Minutes: April 26, 2006 Page 4 of 4 MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, May 23, 2006 at 9:00 a.m. CSE Members Present. Ian Anderson, Stephen Connolly, Clint Huber and Chairman Dave Chapin CSE Members Absent. Robert Aikens, Scott Stoughton, Richard tenBraak Others Present. John Dakin, Amy Phillips, Matt Mire, Stan Zemler, Pam Brandmeyer, Bryan Rooney, James Deighan, Joel Heath, Diane Moudy, Andrea Feldman, Kristin Kassolis, Zoe Layton, Kaye Ferry, Joe Blair, and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:00 a.m. Motion to approve the minutes of the meeting of April 25, 2006, as presented. M/S/P: Ian Anderson, Stephen Connolly, Unanimous Board Member training session and discussion of CSE release of funds contracts with event promoters: Town Attorney Matt Mire stated that he had reviewed a sampling of contracts for CSE funding which are currently in place and that he is comfortable with the way they are drafted. Noting that each one is slightly different reflecting the variety events and unique characteristics of each, he added that if the CSE is concerned about non - performance with unfamiliar promoters and /or whether an event will or will not happen, additional language might be added stating that: 1. Nonperformance on the part of the promoter constitutes an immediate obligation to repay the dollars granted 2. The event promoter will no longer be eligible for future CSE funds 3. The addition of a promissory note In response to a question as to whether every contract should contain a non - delivery clause, Matt expanded his comment by noting that failure to produce an event does not always constitute non - delivery, but that it comes down to the terms under which the funds are given. He stressed the importance of crafting very specific motions on the record which list the conditions as part of the motion. Additionally, he pointed out that it is against the law to give public dollars to individuals or companies unless there is an identified public purpose and that therefore, it is the CSE's responsibility to meet the due diligence requirement. Moving on to the discussion of roles and responsibilities, Matt informed the CSE members that as an appointed board they are shielded against personal liability only as long as their conduct is appropriate. He followed with an overview of the rules of conduct expected from publicly appointed board members, which include: 1. No ex parte communication: conduct all business in official meetings and on the record: avoid even the appearance of impropriety. 2. Conflict of interest: if you stand to make any money from an activity, recuse yourself and leave the room 3. Conduct of meetings; a. Keep accurate records of the proceedings: including tapes and approved minutes b. Treat people respectfully and fairly r c. Always take care to make explicit findings CSE /sn Minutes: 5!232007 Page 1 of Coordinator Report: • Sybill presented the current status of the CSE budget, with $1750 left in unallocated funds. Remaining event contracts and administrative costs are on target to meet current expectations and budget allocations. • The Town of Avon has contracted with Premier Event Management (PEM) of New Orleans to provide the operations management of the Avon to Vail Triathlon for $24,500. The Avon Town Council has voted to approve up to $20,000 in additional funding for the event to cover costs not included in the management contract with PEM, including the development of a dedicated website and regional promotion, as well as other hard costs related to the race. • Special Event Handbook: Sybill reported that the idea of moving forward with the handbook was met less than enthusiastically by the Town of Vail staff at the Event Review Committee meeting for the following reasons: 1. Venue descriptions and characteristics are changing significantly with all of the construction activity and they felt it is premature to document site characteristics and capacities 2. As a result of the intensity of construction activity, most of the staff do not presently have time to devote to another project Also, the CSE was advised by the Town Manager's office that it would not be appropriate to seek mid -year funding from the Town Council in June, as this funding period is intended to consider new and/or unforeseen needs. Sybill indicated that she does not currently have time to devote to the handbook either, and suggested that it be included in the CSE's 2007 budget request for the council's approval, and if forthcoming, the project could be undertaken next winter. Discussion with Stan Zemler regarding the CSE's 2007 budget request and possible mid- year allocation from the Town Council. Stan opened his comments by confirming his recommendation that the CSE not seek mid -year funding from the council in June. Regarding multi -year contracts with selected events, he stated that the CSE should choose events in a way that guarantees that we keep the ones that are important to the community here, and added that some events are important for reasons not entirely economic, but for reasons of "community." Provisional language must be crafted to meet the requirements of the Tabor amendment: that nothing in the contract can guarantee future year funding, and that it must be re- appropriated each year. Based his impression of the council's direction to the CSE, Stan recommended that the budget request be developed with the following things in mind: 1. "Fence yourself in a bit-" A solid foundation has been built: focus on 5 specific events that are critical to the community 2. Go after one significant new event 3. Focus on which events are important to the Town- even if that means fewer events are supported CSE members thanked Stan for his time, and agreed to identify a process for selecting the major events at the June CSE meeting. Additionally, it was suggested to investigate opportunities for event partnerships and funding assistance from other entities within the county. September 2007 Bicycle Event/Vail Valley Foundation: John Dakin presented the CSE with a handout describing the proposed 2007 Colorado International Cycle Classic. He highlighted Vail's historic role in hosting the Coors Classic, which still enjoys a storied legacy within the international cycling community, and the World Mountain Bike Championships which were held in Vail in 1994 and 2001. The VVF has submitted a date request for the second weekend in CSE /sn Minutes: 5%232007 Page 2 of September, 2007 to UCI for their approval at the World Championships in September - thereby giving the Foundation time between now and then to assess whether the level of interest exists to make the event viable. "Colorado" is in the event title to help create statewide ownership of the event and to aid in seeking partners and sponsors. The event proposes 4 stages, which will take place throughout Eagle County: 1. Time Trial on Vail Pass 2. Circuit Race in Beaver Creek 3. Criterium through Vail/Vail Village 4. Citizen's Race along the Colorado River Road CSE members asked what level of support was being sought from the Town of Vail. John responded that presently it is unknown, but that they want the event to be done in a way that reflects people's expectation of events produced by the Vail Valley Foundation. By way of creating a context, he referenced the current budget of the Birds of Prey event at about $1.8 million, and that significant in -kind support would be sought to support the Vail Village and Vail Pass races. CSE members expressed support of the concept, especially given the rich history of cycling in the Vail Valley and requested that a more specific proposal be presented prior to their budgeting process, so that the 2007 CSE budget request to the council could accurately reflect the need. Lamb Cook -off Final Event Report: Amy Phillips distributed a written summary of the Taste of Vail and the Lamb Cook -off and stated that the purpose of the event is to gain media coverage for the restaurant community. She stated that the marketing for the Lamb component will always be entwined with the larger event and that they are considering looking to other samplings to increase the potential for additional revenue and /or sponsorship. She added that they intend to move the event to the last week of the season next year, since Easter falls on April 8 and the first week in April is no longer the slow time for the restaurant community that it once was. They are also considering moving the Lamb Cook -off from Wednesday to Thursday, as the set -up has been very challenging with the Street Beat concert using the space on Gore Creek Drive and the lamb event becoming so successful that the Bridge Street venue is too small. She reported that the attendees seem to be about 1/3 Vail regulars, 1/3 locals and 1/3 skiers who just happened to be walking by. Update on Taste of Vail/Summer Event: Amy informed the CSE members that she fully anticipates that the new board of directors of the Taste of Vail will formally approve going ahead with the summer event at their meeting next week and that there is a plan in place, in spite of the CSE's decision not to fund them, to purchase 15 -20 "Taste of Vail" tents because they will be needed for the Lamb Cook -off next year anyway. The event is slated to begin on Friday, August 18 at noon with food and wine sampling, followed on Saturday with a key event similar to the Lamb Cook -off. She added that they have been negotiating with Colorado Beef to sponsor this component. Also in the discussion is a possible martini or other alcohol based competition based on the Bridge Street Shuffle, where attendees would purchase a punch card which would entitle them to sample the various bars' entries. The intent is again, as with the Taste of Vail/Winter Event, to focus on a competition and the development of a "press worthy" event. Ian Anderson inquired as to when the promotion would begin and Amy replied that would happen immediately after the approval of the agenda item next week. Highline Sports and Entertainment: Oktoberfest/LH format: Bryan Rooney reported that he and Stephen Connolly had toured Lionshead last week and that they had received positive feedback from many of the businesses who indicated that are willing to give up display space and have windows blocked if it will facilitate bringing the event into the mall area. He stated CSE /sn Minutes: 5 - 1 007 Page 3 of 4 that, although they have not had the final word from the Fire Department, it will most likely not be possible to site a real "stage" within the mall, but that they are considering the North Day Lot as a possible site for a "Munich - style" tent with organized entertainment that could result in a "trickle- down" effect as people would flow through the mall to arrive at the venue. The ultimate goal is to bring the event into the mall area with the addition of food and roving entertainment. Bryan also stated that due to the space constraints within the mall, their intent is not to allow "cross- village" vending. CSE members requested that they be kept in the loop as to the decisions that are made. Snow Daze (previously titled 14 Days of Vail/ReviVail) Event Plan: James Deighan announced that the event is now officially titled "Snow Daze" and distributed a schedule of concerts and activities for the event. He stated that the purpose is to create a national buzz that Vail has snow in early December and added that the event is built on the Spring Back to Vail model of building business in what would otherwise be a slow period by having a series of concerts, both on Gore Creek Drive and in Ford Park, complemented by a number of zany, fun activities that will stimulate media coverage, such as building the world's largest snowball, or the world's largest birthday cake made from snow. He reported that Vail Resorts is "as much or more" invested in the event as they a have been in Spring Back to Vail, and have committed a $50k marketing budget, dining and ski school discounts, as well as a mandate to their departments to develop lift ticket/ski school/lodging packages. Stephen Connolly suggested the addition of a "Dine Around" program. James said they would consider that, adding that they intend to challenge the business community with participating and that they will organize a roundtable discussion with the local merchants to get them involved. New Business: Pam Brandmeyer informed the members that Stan has given direction to the town's department heads to incorporate the in -kind costs incurred for special events into their 2007 budget requests. CSE members indicated their desire to include the Special Event Handbook in the 2007 budget request of the Town Council. Sybill added that next month's meeting should include time for discussion of which events should be considered for multi -year contracts. Stephen Connolly suggested that the CSE request a link to the Town of Vail website and the marketing district's web site from the website of each event that is funded. Motion to adjourn at 11:55 a.m. M/S/P: Ian Anderson, Stephen Connolly, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator May 23, 2006 / il 0� Approved by: f Date• rman, Commission T Special Events �. Next Meeting: Tuesday, June 27, 2006 at 9:00 a.m. CSE /sn Minutes: 5/23/2007 Page 4 of 4 Minutes: Town of Vail: Commission on Special Events Special Meeting Town of Vail: Administrative Conference Room Monday, June 19, 2006 at 2:00 p.m. CSE Members Present:: Robert Aikens (at 2:30), Ian Anderson (at 2:20), Stephen Connolly and Chairman Dave Chapin. Others Present: Pam Brandmeyer and Sybill Navas. At 2:30: Tom Armstrong, Mike Warner, Mike Friery, Paul Ferzacca. Amy and Susan F arrived at 2:45. Chairman Dave Chapin called the meeting to order at 2:10pm, and noted the lack of a quorum. 2:00p.m.- 2:30p.m: Members present reviewed the Taste of Vail /Summer application submitted on October 14, 2005. Sybill affirmed that a contract was sent on April 28 to Amy Phillips for release of the funds allocated by the CSE last fall to the Taste of Vail for their summer event, and that it has not yet been signed or returned. As of this date, no funds have been released to the Taste of Vail for the proposed 2006 summer event. CSE members expressed concern that, should the event be cancelled, it would leave a significant "hole" in the late summer calendar. All expressed concern that it would be difficult, if not impossible, to pull off the quality of event that was proposed in the application submitted to the CSE in October with only 2 months of preparation time remaining. Pam Brandmeyer stated that, should the CSE decide to rescind the funding for this event and that no new event meeting the CSE's criteria be forthcoming at this late date in the year, the funds could be rolled over into the 2007 budget. Dave Chapin noted that the quorum requirement was met with the arrival of Ian Anderson at 2:20 and Robert Aikens at 2:30. At 2:30 board members of the Taste of Vail arrived to discuss the status of the summer event. They informed the CSE that they had only learned of the CSE's funding of the event within the last 10 days and that therefore almost nothing has been done to date to produce the event for this summer. They stated that Amy Phillips was no longer employed by the Taste of Vail and that their primary concerns are two -fold: • Not to damage the high quality reputation of the winter event that the Taste of Vail has developed over the last 15 years • To maintain a positive relationship with the CSE and the Town of Vail Speaking on behalf of the board of the Taste of Vail, Tom Armstrong indicated that it would be their preference not to do the event in 2006, but to come back in a year with more solid preparation. ➢ Motion to withdraw the contract with the Taste of Vail to produce a summer 2006 event. M/S1P: Stephen Connolly, Robert Aikens, Unanimous. At this point in the meeting, members of the Taste of Vail board of directors left and the CSE members began a discussion of how to use the $30,000 now remaining in the budget to fill the "hole" in the late summer event schedule. Recognizing that the time remaining to develop an CSE /sn Minutes: Special Meeting 06/19/2006 Page 1 of event from scratch is quite short, there was consensus to advise local event promoters of the opportunity and to provide time on the agenda at the next CSE meeting on June 27 for the informal presentation of any ideas. If the CSE feels that any of the suggestions might be viable, a special meeting would be scheduled within two weeks to formally review a funding proposal. ➢ Motion to direct Sybill to inform local event producers of the opportunity to apply for up to $30,000 in CSE funds for the production of an event that would attract destination visitors and which would be scheduled at some time between August 18 and September 4, 2006; and to post an agenda item for the CSE meeting on June 27 to discuss the options that might be presented. M/S/P: Stephen Connolly, Robert Aikens, Unanimous. Motion to adjourn at 3:15 p.m. M/S/P: Ian Anderson, Stephen Connolly, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator May 23, 2006 Approved by: —Date: Chairman, ommissio oA Special Events CSE /sn Minutes: Special Meeting 06/19/2006 Page 2 of 2 MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, June 27, 2006 at 9:00 a.m. CSE Members Present: Stephen Connolly, Scott Stoughton, Robert Aikens, Ian Anderson, Clint Huber and Chairman Dave Chapin (left at 9: 45am) CSE Member Absent: Richard tenBraak Others Present: Terry Brady, John Dakin, Joe Blair, Pam Brandmeyer, Meggan Bernstein, Diane Moudy, Andrea Feldman, Carlos Carvalho, Jason Fields, Bryan Rooney, Scott Cross, Sean Cross, Kaye Ferry and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 9:05 a.m. Motion to approve the minutes of the meeting of May 23, 2006 and of the special meeting of June 19, 2006, as presented. M/S/P: Stephen Connolly, Clint Huber, Unanimous Coordinator Report: Sybill reminded the CSE members of the Town of Vail Barbeque at Donovan Park from 11:30 -1:30 today and presented the following information: • Financial Report: Sybill reviewed the spreadsheet outlining the current status of the 2006 budget, which presently shows $1750 in unallocated funds, not including the $30,000 which has been returned to the account due to the Taste of Vail/Summer cancellation. • A recap of the decision made at the Special Meeting on June 19 to rescind funding for the Taste of Vail/Summer event and events leading up to the cancellation of the event in 2006. This circumstance adds $30,000 to the unallocated funds balance. • Approve an amendment to the contract with the Town of Avon to release the CSE's $8000 allocation of Town of Vail funds directly to Premier Event Management for the purpose of managing the Avon to Vail Triathlon. This item was withdrawn, as Sybill reported that the event will likely be cancelled for 2006. She informed the CSE that she and Danita Chirichillo, Town of Avon Event Coordinator, had met yesterday with Bill Burke of Premier Event Management and that he had expressed concerns about producing a successful event within the limited time remaining, especially given the complexity of a point to point race with two transition areas, as well as the fact that little promotion has been put forward and therefore there are no registrations to date. Danita will recommend to the Town of Avon manager's office that the 2006 event be cancelled. • Convergence Festival: Sybill distributed an e -mail update received from John Zaring on Monday, June 26, outlining their progress to date. Although no title sponsor has yet been committed, John remains optimistic and has received endorsements from several key companies and individuals. Event Final Reports: Vail Valley Foundation The Session: Terry Brady distributed an overview of both The Session and the American Ski Classic and stated that the attendance at The Session had increased to almost 15,000 people, primarily due to excellent up -front promotion, exposure on the Salomon web -site, Trans World Magazine coverage and Front Range advertising. The bigger venue featured a slope style course CSE /sn Minutes: 06/27/2006 Page I of 5 float competitors rated the best in the US this year. He emphasized that in addition to the y significant media exposure for the Vail brand on both OLN and RSN, the local economic benefits are strong, in large part because all of the athletes pay for their own lodging. Stating that snowboarding is stepping into the mainstream culture with the Olympic awareness of Shaun White, he announced that next year the event will be held Thursday- Monday of Martin Luther King weekend, and will be taking a quantum leap forward with a full network broadcast on NBC on January 21. As a result they will be further upgrading the venue and the social events in Vail Village and hope to integrate the Town of Vail business community. He added that there is an opportunity to create a "commercial" for Vail that could be used as part of the broadcast and emphasized that this is a very significant promotional opportunity. American Ski Classic: Citing the event as a "traditional celebration of skiing," Terry Brady reviewed the highlights of this year's event which featured the Gin Blossoms in concert at Gold Peak with over 3500 attendees. He noted that next year will be the 25 anniversary of the Ski Classic and that they hope to be able to honor Gerald Ford as a legend of skiing. He stated that the event has raised over $150,000 for local early childhood education and that media interest in the event offers strong Vail branding opportunities. He added that the Vail Valley Foundation has taken steps to make the event more accessible to the community by creating a large "demo" area where sponsors provided give -aways to the public, and that they expect to expand this successful component next year. In closing, Terry stated that the event has a long history, and is an "iconic" event which contributes real economic benefits to the community. Bike event update: John Dakin distributed a handout describing the proposed "2007 Colorado International Cycle Classic" which the Vail Valley Foundation has been working towards bringing to the Vail Valley next September 6 -9, 2007. Referencing the strong legacy of cycling events within the Vail Valley, including two World Mountain Bike Championships and the Coors Classic series, he stated that they will be advised this September as to whether the event will be officially sanctioned by USA Cycling and Union Cycliste Internationale. The plan includes hosting top professional teams, including some UCI Pro Tour Teams, and he indicated that there is significant excitement within the sport about the addition of a 3 rd major road race in the United States, which would compliment the major tours in California and Georgia. The Vail Valley Foundation will decide whether to move forward by September 1, and will use the next couple of months to ascertain the level of financial, community and media support that will be available and to secure a title sponsor. Terry Brady added that their intent is to create a major event right out of the blocks. Based on the level of support requested for the '01 World Mountain Bike Championships, he estimated that the request of support from the Town and the CSE combined would be in the area of $150,000, plus an additional $25,000 in in -kind support, but he cautioned that they have not yet formalized their numbers. CSE members asked about whether the event would recur in 2008 and beyond, and John responded that they are confident that they will be able to secure the same dates moving on into the future. Dave Chapin left the meeting at 10:45 a.m., for a previously scheduled commitment. Lionshead Oktoberfest Venue Update: Bryan Rooney informed the CSE that they have received permission from Vail Resorts to use the North Day Lot as the main music and game venue for the event. There will be 4 beer sales sites: 2 up by the stage and 2 within the mall. Subject to space restrictions and Fire Department approvals, they intend to stage some risers within the Sundial Plaza for small scale live entertainment, which will be augmented by recorded music on loops throughout the mall. Food sales within the mall will be limited to Lionshead businesses due to space constraints, and there will be additional food sales at the main tent. He CSE /sn Minutes: 06/2712006 Page 2 of 5 added that there may be some cross -over allowed for the Vail Village event, subject to space availability. The hours for the Lionshead event are currently scheduled as follows: Friday: September 8: 5pm -9pm (last call at 9:45pm) Saturday, September 9: 11am -9prn (last call at 9:45pm) Sunday, September 10: 12noon- 6pm (last call at 6:45pm) Vail Film Festival/Final Report: Sean and Scott Cross distributed a final event revenue /expense budget and list of media exposure to CSE members and then presented a PowerPoint overview of the event held last spring. They stated that they are very happy and proud of the event's rapid development and recognition as a major film event in the country and stressed that the goal of the festival remains not only the "screening of flics," but to help aspiring filmmakers. They reinforced their commitment to remain an advocate for independent films; this year's festival featured 74 independent films. They added however that the inclusion of a "studio" film (this year "American Dreamz ") offers an important Hollywood connection which enhances the image of the Festival. They pointed out that the music showcase has become an important component of the event as it helps to create a network with soundtrack creators. In response to a question regarding the potential closing of most of the theaters within the town, they responded that this was not a concern, that they had solved the attendance issues and that their most successful venue this last year was in the Lodge at Vail ballrooms. They stated that they can accommodate as many attendees as Vail will hold, and stressed that the festival is as much about sponsorships, partnerships and the film industry as it is the screenings. Request for Funds/VCBA: Kaye Ferry, representing the Vail Chamber and Business Association presented a request for funding in the amount of $5,340 to offset their expected deficit in bringing the Circus Chimera to Ford Park September 8 -10. She stated that the VCBA's role as a sponsor, in exchange for receiving a percentage from ticket sales, is to pay the local costs- the rental of the fields in Ford Park being the most significant. She described the event as a "poor man's Cirque de Soleil, " with no "animal stigma," and informed the CSE that the VCBA has sponsored the circus twice before; and although the attendance was good, the costs are prohibitive, with the result being that they lost money the first time and broke even the second time. There was some discussion regarding a potential conflict with Lionshead Oktoberfest on the same weekend, but there was general consensus that the activities could be complimentary, creating an additional diversion for families that might encourage them to extend their stay in town. ➢ Motion to approve an allocation of $5340 to the Vail Chamber and Business Association for the purpose of supporting their sponsorship of the Circus Chimera on September 8, 9 and 10, 2006. M/S/P: Robert Aikens, Clint Huber, Unanimous Consideration of event proposals: The CSE is offering up to $30,000 to support a destination event to be held on a date between Aug. 18 and Sept. 4, 2006. Event promoters are encouraged to present proposals for consideration. A formalized allocation meeting will be scheduled within 2 weeks if any of the ideas are considered viable under the CSE's criteria. No formal application is required at this time. Sybill stated that interest had been expressed from Laurie Asmussen and Jeff with Highline Sports, but both felt that the time was too short to put together a strong event. Carlos Caravalho and Jason Field, of Inyodo Martial Arts, then presented their idea to host Vail's First Annual Festival of Martial Arts over Labor Day weekend, which would bring CSE /sn Minutes: 06/27:2006 Page 3 of 5 together martial arts experts, students, enthusiasts and their families from all over the country and provide three days of expert marital art training clinics, seminars, consumer shows and an open style marital arts invitational championship in the Dobson Arena on Sunday, September 3. Carlos referenced the success of the Ring of Fire, a martial arts event which he produced in March at the Dobson Arena and will be reprising on July 29, as well as the strong local enrollment in their school and their affiliation with over 20 other martial arts academies in several surrounding states and stated that they are confident that with Vail's prestigious image and location (high altitude training), they can create a destination event for 600 -700 families whose children are involved in martial arts, even given the short time frame available for planning and marketing. They estimate that their request will be approximately $11 K, to support the costs related to the rental of Dobson arena and paying referees. Diane Moudy informed the CSE that she had been working with the Vail Valley Foundation and that they had expressed an interest in partnering to create a world music event with vendors, etc. in the amphitheater. She stated that the risk factor in booking a high level concert is high, in part because of all of the "free" music that is available within the area and also because Red Rocks falls within the 100 mile contract clause and both Aspen and Telluride put blocks on their contracts which prohibit their performers from booking additional concerts within the region. CSE members felt that a concert in the amphitheater for 3000 people, which would cater mostly to locals, did not fit the "destination" criteria that they were hoping to achieve, but that if something larger could be done on the softball fields that might host up to 8000 people, there would be interest in supporting the idea. Diane stated that the Foundation's primary interest is filling the amphitheater, and that she could not be sure that they would be interested if the event were to be held outside it. Sybill was asked to schedule a meeting on Thursday, July 6 for the CSE to review formal applications. Due to the shortness of time for planning and permitting, the CSE agreed to consider proposals for any time up to the end of September that would meet the "destination" event criteria. Carlos and Jason were encouraged to submit a formal proposal. Work Session: Development of the 2007 Funding Request from Council Elements to consider might include: • Direct Event Funding • Determination of events that qualify for multi -year contracts • Administrative funding • Surveys and Event Research • Special Event Handbook • In -kind services Ian Anderson highlighted the difficulty presented by the fact that the CSE's budget request is due in July, but the funding proposals aren't seen until later in the fall. There was discussion regarding the criteria for choosing which events should be offered multi -year contracts and the pros and cons of doing so. Joe Blair emphasized not under - estimating the weight that the Town's sponsorship lends to their credibility with other sponsors and the impact of their requirement to please all sponsors in year three. It was agreed that these contracts should be limited to signature events that the Town of Vail does not "own" or those that might have an opportunity to move to another community, presently including the TEVA Mountain Games, the Lacrosse Shootout, Kick -It 3v3 Soccer, the Vail Film Festival and The Session. CSE members agreed by consensus to include the following items in the proposal: • Special Event Handbook development • Event Research and Evaluation • Itemization of major events and proposed funding commitment CSE /sn Minutes: 06/27 %2006 Page 4 of 5 • New Events: VVF Bicycle Event and Convergence Festival • Last year's budget and allocation list • Incorporate Construction Mitigation funds • Increase in event allocations in line with the current Town of Vail revenue projections New Business: Sybill informed the CSE of her concerns regarding a number of late permitting difficulties and last minute requests from the King of the Mountain Volleyball event and stated that she will follow up with a letter to Leon Fell. CSE members suggested that a category reflecting permitting and staff impacts be added to the criteria sheet for grading RFP submittals. Stephen Connolly informed the other CSE members that the Vail Recreation District has contracted him to perform an evaluation of their facilities. Additionally, he stated that he is considering submitting a proposal to the CSE to produce the web -based Special Event Handbook that has been under discussion over the last few months. He added that he has checked with Matt Mire regarding possible conflict of interest implications, and that Matt's opinion was that this would be considered an administrative contract which would not be in conflict with the state's statutes. Motion to adjourn at 12:05 p.m. M/S/P: Clint Huber, Ian Anderson, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator June 27, 2006 Approved ' - Date: airman, Commission on Tecial Events Special CSE Meeting: Thursday, July 6 at 9:00 a.m. Vail Police Department Conference Room Consideration of Funding Applications for late summer proposals Next Regular CSE Meeting: Tuesday, July 25, 2006 at 9:00 a.m. CSE /sn Minutes: 06/27!2006 Page 5 of 5 MINUTES: Town of Vail: Commission on Special Events Special Meeting Vail Police Department Conference Room Thursday, July 6, 2006 at 9:00 a.m. CSE Members Present. Robert Aikens, Ian Anderson, Stephen Connolly, Clint Huber, Scott Stoughton and Chairman Dave Chapin CSE Member Absent. Richard tenBraak Others Present. Carlos Caravalho, Jason Field and Sybill Navas AGENDA: CSE members will consider funding in an amount up to $30,000 for a destination event to be scheduled within the time frame from August 18- September 2006. Formal applications must be submitted to Town of Vail, Commission on Special Events at 75 S Frontage Rd. in Vail no later than 2:00 p.m. on Wednesday, July 5. Chairman Dave Chapin called the meeting to order at 9:10 a.m. CSE members discussed the application submitted by Inyodo Martial Arts, proposing an event titled Vail's First Annual Festival of Martial Arts, Sept 1 -4, 2006. This was the only submittal received within the deadline. Jason Field and Carlos Caravalho presented their idea "to host Vail's' Annual Festival of Martial Arts, bringing together marital arts experts, students, enthusiasts and their families from all over the country. To provide three days of expertise martial art training clinics, seminars, consumer shows and an open style martial arts invitational championship." They stressed that martial arts emphasizes tradition, education, physical skills development, and a healthy lifestyle for both girls and boys from age 5 up. The purpose of the event will be a celebration of martial arts and the amenities /activities that Vail has to offer. Both Carlos and Jason stressed that their affiliations with 25 "sister" schools in several neighboring states, a student enrollment in Edwards upwards of 250 students and strong connections with martial arts gyms in Denver and along the Front Range would provide more than enough enthusiasts to support a successful event, even with the short planning time frame. Vail's athletic image and high altitude location, as well as it's location in the geographic center of the states having affiliated schools provide an excellent opportunity to develop a strong annual event that will attract families with children involved in martial arts schools from Californian, Florida, Texas, Arizona, Oregon and New Mexico. The event schedule as proposed would include: • Friday: 9am- 2pm registration. Dinner and ring style kick- boxing event in the evening. • Friday and Saturday: Individual clinics with noted martial arts experts and coaches • Saturday evening: Premiere of a Martial Arts film, produced by Jason Field • Sunday: All day tournament CSE members expressed concern over whether the event could be successfully marketed and pulled off with only 2 months to plan, and suggested that Carlos and Jason resubmit their application in the fall for a 2007 event. Jason and Carlos indicated that they would do so, but that they would still work towards producing a somewhat scaled down version of the event this year. The meeting was adjourned at 10:05 by a motion from Robert Aikens, seconded by Stephen CSE /sn Minutes: Special Meeting 07!06/2006 Page I oft Connolly and passed unanimously. Jason and Carlos left. After a brief conversation, CSE • a members agreed by consensus to reconsider their decision and Chairman Dave Chapin reconvened the meeting at 10:07 a.m. Scott Stoughton spoke convincingly of the passion, professionalism and experience that Jason and Carlos seem to bring to their concept and stated that he felt confident that they could pull the event off within the 6 week time frame. He added that there has been an expansion of interest in martial arts, that it represents.a healthy lifestyle and that the parents are usually of a high income demographic. Ian Anderson added that it is very much in line with the format of two of Vail's most successful events, the Kick -It 30 Soccer Tournament and the Vail Lacrosse Shoot -out. ➢ Motion to allocate $10,000 to Inyodo Martial Arts to be directed towards targeted marketing for the purpose of generating maximum attendance at Vail's First Annual Festival of Martial Arts, Sept. 1-4, 2006. M/S: Ian Anderson, Robert Aikens. The motion passed with Dave Chapin, Ian Anderson, Scott Stoughton and Robert Aikens voting in favor. Clint Huber voted in opposition. Stephen Connolly abstained, citing a potential conflict of interest, as he intends to submit a proposal for the remaining dollars in the budget for the development of a 1 St quality, web -based "Special Event Handbook, " which has been discussed by the CSE over the last year. New Business: Sybill distributed a draft agenda for the upcoming CSE meeting on July 25. Members agreed to add an agenda item to consider the proposal for the "handbook" from Stephen Connolly and asked Sybill to provide an update on the status of the Martial Arts event. Motion to adjourn at 10:30 a.m. M/S/P: Clint Huber, Robert Aikens, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator July 6, 2006 1 c — — Approved b • 1 Date: PP Y• airman, C6 mmissi n ovskecial. Events CSEisn Minutes: Special Meeting 07'06;2006 Page 2 of 2 MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, July 25, 2006 at 9:00 a.m. CSE Members Present. Clint Huber, Robert Aikens, Stephen Connolly, Richard tenBraak and Chairman Dave Chapin CSE Member Absent. Scott Stoughton Others Present. Kaye Ferry, Carlos Caravlho, Jason Field, Dan Conway, Kerry Donovan, Joe Blair, Jeff Brausch, Diane Moudy, Andrea Feldman, Maureen McDonald, Zoe Layton, Laurie As mussen and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 9:00 a.m. Motion to approve the minutes of the meeting of June 27, 2006 and the Special Meeting of July 6, 2006, as presented. MIS/P: Stephen Connolly, Clint Huber, Unanimous Coordinator Report: Sybill reported to the CSE that Ian Anderson has submitted his resignation, as he has accepted a new position in Carbondale. Lorelei will begin advertising the vacancy within the week and it is expected that Council will interview candidates on Sept. 5. Financial Report: The balance of 2006 unallocated funds is $24,410 Winter Street Concert Schedule: Discussion w/ merchants at VCBA Meeting on Aug 8 Approve RFP schedule for 2007 allocations: Proposed Schedule: • RFP available online and Public Notice: Friday, August 25 • Monday, October 16: Deadline for submittal of funding applications • Tuesday, October 24: Presentation of funding applications at the regular CSE meeting • Tuesday, November 28: CSE makes funding decisions at their regular meeting The CSE approved this schedule by consensus, but reserved decision until the August 22 meeting as to whether to cancel the regular November meeting and schedule a meeting in early November to make the funding decisions. Vail's First Annual Festival of Marital Arts: Jason Field and Carlos Caravalho reported that they have moved forward with booking all venues within the Town of Vail, and are prepared to accept the $10,000 allocation towards marketing efforts that was approved by the CSE on June 27, subject to the event being held in Vail. The event is scheduled to take place September 1 -3, in a slightly scaled back mode due to the lack of availability of the Dobson Arena. They informed the CSE that they have already reserved the arena for Labor Day Weekend next year. This year's event will be as follows: • Fri/Sat: Sept 1: Registration at tent in Slifer Square /dinner and K -1 event and dinner at 8150 on Fri. • Sat: Martial Arts clinics at Sandstone Elementary School and evening film premiere • Sun: Open Championship tournament at Sandstone School, with VMS as alternate venue "Special Event Handbook" Contract proposal from Stephen Connolly. Stephen Connolly recused himself from voting and discussion, then presented the CSE with a proposal to create a web -based " Vail's Special Event Guide and Application" as has been under discussion for the last year. CSE /srn Minutes: 07/25/2006 Page 1 of 3 Motion to approve Stephen Connolly's proposal to produce the online Special Event handbook by the end of 2006 for a fee not to exceed $25,000, as presented in the handout. MIS/P: Robert Aikens, Clint Huber, Unanimous. Stephen Connolly recused from the voting. Event Final Reports: No actions taken. • Spring Back to Vail: Jeff Brausch from Highline Sports and Entertainment distributed an overview and budget recap of the event and opened his comments by announcing that Ski Magazine has named the event the #I Ski Parry in North America. He stated that the event's goals are to get people to Vail to spend money and that the event has exceeded all expectations. April sales tax is up over 33% (even over the last time that Easter was in April) and Vail Resorts estimates 150,000 additional visitors over the 12 days due to the Spring Back to Vail activities. Attendance at the event is conservatively estimated at about 24,000 people, contributing over $6M in incremental spending. He acknowledged the difficulties caused by the inability to book the music talent early and stated that they have already taken steps with Snow Daze to keep this from occurring again. Jeff closed by stating that we have taken the #1 title from Whistler, and now we have to keep it. • TEVA Mountain Games: Joe Blair from Untraditional Marketing presented a PowerPoint overview of the event, noting in particular the extraordinary level of media coverage generated by the event and stated that they have been successful in achieving all of the goals set for the event which include: • Build the largest outdoor adventure event in the country • Bring energy to the Town of Vail during an otherwise slow period o Assist TEVA in building brand recognition for their kayaking and rafting products • Build a positive business atmosphere for outdoor retailers and manufacturers Joe stated that they are excited that the Town Council has given approval for the development of new "adjustable" features in the Whitewater Park. Additionally, TEVA has signed another 3 year sponsorship agreement, Prana has come on board as a partner in the climbing divisions and most other partners have resigned. Untraditional Marketing has some concerns with the loss of the Crossroads venue during the redevelopment phase and noted that they will be seeking an alternative site for the climbing activities. Stephen Connolly requested that a actual event budget be submitted. • King of the Mountain Volleyball: Moved to the August agenda at the request of Leon Fell. Event Debrief/America Days: Laurie Asmussen reported that Western Enterprises had scheduled 300 fireworks shows on July 4, and ours was one of only 3 that was cancelled. Although labor costs for set -up and tear -down of the event will not be recoverable, the shells are now in storage in Oklahoma and can be used to augment the New Year's Eve display. Approve 2007 Funding Request Presentation for Council: CSE members discussed the draft proposal of the budget request and recommended changes. Sybill will e-mail a draft to all members for comments and will submit the final document to the Town on Friday. New Business: CSE members approved by consensus the following suggestions from Diane Moudy with regard to the Buskers in Lionshead: CSE /srn Minutes: 07/25/2006 Page 2 of 3 • Use the roving Buskers within the Arts Festival venue to entice people to go further into the mall. The stationary performances will remain within the mall area. Y, Change the Busker schedule from Thursday afternoons to Sunday from 10:00 a.m. to �4w 2:00 p.m, due to the small number of people wandering in the mall midweek. This will only affect the first 2 weeks in August, as after that time the schedule only includes Friday and Saturday afternoons. Motion to adjourn at 11:30 a.m. M/S/P: Richard tenBraak, Stephen Connolly, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator June 27, 2006 Approved by: Date: 22 -c am ,11(e, Chairman, Commission on Special Events Next Meeting: Tuesday, A ugust 22, 2006 at 9: 00 a.m. CSE /sm Minutes: 07/25/2006 Page 3 of 3 MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, August 22, 2006 at 9:00 a.m. CSE Members Present. Stephen Connolly, Clint Huber, Scott Stoughton, Richard tenBraak CSE Members Absent. Robert Aikens and Dave Chapin Others Present. Amy Phillips, Kerry Donovan, Rick Scalpello, Rayla Kundolf, Meggen Bernstein, Kaye Ferry, Greg Raile, Kris Friel, Mark Gordon, Matt Mire and Sybill Navas AGENDA: Vice- Chairman Richard tenBraak called the meeting to order at 9:10 a.m. Determination of a quorum: Following consultation with Vail Town Attorney Matt Mire, Sybill reported that since there were four CSE members present there was a quorum for the meeting, and that recusal by two of these members would not affect the quorum. However, as stated by ordinance, regardless of the number in attendance, at least four CSE members must vote in favor for any actionable item to be approved. ➢ Motion to approve the minutes of the meeting of July 25, 2006, as presented. M/S/P: Stephen Connolly, Scott Stoughton, Unanimous Coordinator Report: Financial Report: Sybill reported that the accounting shows the budget to be on target for this time of the year. She added that she will be following up with Eagle County regarding their $6000 contribution to the 0 of July fireworks display, and that in light of the cancellation of that event due to the extreme fire danger, she intends to request that the contribution be applied to the New Year's Eve fireworks instead. Stephen Connolly expressed his concern that the Vail Martial Arts Festival contract had been sent, but he was unaware of any national advertising for the event. Kick -It 3v3 Soccer Tournament: Sybill informed the CSE that several issues had come up with regard to this event. Team Championships was unhappy with the lack of parking and with VRD's failure to provide and maintain adequate trash receptacles. On the other hand, Team Championships had nearly doubled the size of their tournament since last summer and had extended their playing on Friday beyond the permitted time which caused conflicts with the Dance Festival Gala. Measures will have to be taken to address concerns from all parties before next year. Possible alternatives under discussion include increased bus service between the parking structures and Ford Park, including directions to alternative parking for event attendees, enforcement of time of play, better trash pick -up, moving the Dance Festival Gala and the tennis tournament to different dates. Sybill will be following up with Team Championships, the Vail Valley Foundation and the VRD. CSE /sn Minutes: August 22, 2006 Page 1 of 3 Finalize RFP schedule for 2007 allocations: Sybill stated that two additions had been made to the RFP: • Direction to the proposers regarding the use of the Special Event SNAPSHOT as a means of getting their event listed on the online calendar of events. • As an attempt to alleviate the difficulties surrounding late submissions, contacts will stipulate that the second payment in a three payment schedule will be triggered by the submittal of a complete Special Event Permit Application, rather than release of advertising as in previous years. CSE members approved the following schedule by consensus: ■ Friday, August 25: RFP available online and Public Notice ■ Monday, October 16: Deadline for submittal of funding applications ■ Tuesday, October 24: Presentation of funding applications at the regular CSE meeting ■ Tuesday, October 25: Special Meeting to make funding allocation decisions Vail Harvest Festival: CSE members approved by consensus changes to the Harvest Festival schedule as presented by Amy Phillips. The major difference from the original proposal to the CSE is changing the focus of the event from the evening to the afternoon, in consideration of the greater expense involved in mitigating the cooler evenings and potential for bad weather this late in the year. Amy stated that the final decision on whether to hold the event remains contingent on the Town's approval of the site for the Farmers' Market on Sunday, which has been pending due to streetscape construction issues. The Meadow Drive Partnership feels strongly that the Harvest Festival requires the synergy of the Farmers' Market in order to be successful. New Business: CSE members agreed to Stephen Connolly's request to move this item ahead in the agenda, since he would be recusing himself from the discussion of following item. He informed the CSE that he had met with Patty Weinstein, owner of Roxy, to discuss her concern about the lack of street entertainment and events in Vail Village over the summer. Stephen stated that he attempted to explain to her the CSE's decision in funding the Taste of Vail over the Gourmet on Gore and their regret that the "wheels had fallen off' of the former. He asked the members to consider reinstating some of the street entertainment in the village next summer and offered his opinion that street entertainment provides ambient appeal, but cannot be successful without an established venue. Stephen also informed the CSE that he had confirmed that it is presently the duty of the Vail Local Marketing District coordinator to ensure event information is put into -the online event calendar. He described the on -going difficulty of how to choose what information should be included: Do we list everything or just what is important to our guests? Currently the source of this information is the Special Event SNAPSHOT. He stressed that the CSE and local event promoters need to be proactive in getting our large events posted earlier- i.e. TEVA Mountain Games, BRAVO! Etc. Development of an RFP to produce an online Special Event Guide and Application. Richard tenBraak recused himself, citing his role as a board member of the Vail Chamber and Business Association- an entity which has expressed interest in presenting the CSE with a proposal to create the guide. Stephen Connolly recused himself citing the fact that he intends to submit a proposal on his own behalf. Both left the room. Greg Raile and Kris Friel represented the Town's interest in insuring that the resulting product not be too large to be downloaded efficiently by a wide spectrum of users and that the ability to update while preserving the professional appearance of the document is critical. Both CSE /sn Minutes: August 22, 2006 Page 2 of 3 ♦ stressed the importance of attention to the technical details. Scott Stoughton expressed interest in a format that would result in the creation of an online data base. Mark Gordon spoke in support of moving forward as soon as possible in the development of a guide which would present Vail as an inviting community in which to hold events and emphasized the importance of creating a "living document" which would deliver all of the appropriate templates so that changes could be made easily. Clint Huber and Scott Stoughton directed that the RFP for the on -line "Special Event Guide and Application" be developed and issued with a goal of reviewing proposals at the September CSE meeting. Matt Mire clarified that in light of the recusals of two of the four CSE members present at the meeting, administrative direction from the two remaining CSE members is adequate to move forward with the RFP, but that it will require a positive vote from at least four CSE members to ratify a final contract. At this time Richard tenBraack and Stephen Connolly returned to the room. ➢ Motion to adjourn at 10:50 a.m. MIS/P: Scott Stoughton, Clint Huber, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator August 22, 2006 �W 0 A pproved b N c Date•` ��✓ PP y: hairman, Commission n Special Events Next Meeting: Tuesday, September 26, 2006 at 9:00 a.m. CSE /sn Minutes: August 22, 2006 Page 3 of 3 MINUTES: r Town of Vail: Commission on Special Events Meetin! Vail Town Council Chambers Tuesday, September 26, 2006 at 9:00 a.m. CSE Members Present: Robert Aikens, Stephen Connolly, Clint Huber, Richard tenBraal; Heather Trub and Chairman Dave Chapin CSE Member Absent. Scott Stoughton Others Present. Lorelei Donaldson, Kerry Donovan, Pam Brandmeyer, Leon Fell, Laurie Asmussen, Kaye Ferry, Matt Greene, Lachie Thomas, Kris Friel, Joe Blair, Tricia Capello, Greg Raile, Matt Mire and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 9:00 a.m. Vail Town Clerk Lorelei Donaldson swore in newly appointed CSE member, Heather Trub, who was appointed to the position vacated by Ian Anderson at the Town Council meeting on September 5. ➢ Motion to approve the minutes of the meeting of August 22, 2006, as presented. M/S/P: Stephen Connolly, Clint Huber, Unanimous Coordinator Report: • Sybill distributed an updated contact list of CSE members and reminded the members that the terms of Dave Chapin, Richard tenBraak and Heather Trub would expire in December. Lorelei Donaldson affirmed that the deadline for submittal of letters of interest to be reappointed to the CSE would be due by the l" Wednesday in December. • Financial Report: Sybill reported that the CSE has a remaining unallocated fund balance of $24,410 and that all accounts are on target for this time of the year. Holidays in Vail is the only remaining contract to be finalized; pending a decision on a date for the tree lighting ceremony. She stated that following a conversation with the county's financial director, Mike Roeper, regarding the cancellation of the 4 of July fireworks due to extreme fire danger, she has re- invoiced the Eagle County Commissioners for their $6000 contribution to the that event and has been assured of the likelihood that they will allow their contribution to be applied to the New Year's Eve display. • Convergence Festival Update: Sybill distributed a sponsor information packet provided by John Zaring as well as a recap of a meeting that she had with John and several members of his staff on August 27, when they had made a trip over from an event they were assisting with in Breckenridge to get an overview of Vail venues for next summer's Convergence Festival. By all reports, they expect the event to go on as planned and have renewed their reservations with several local venues, including Dobson Arena, Donovan Pavilion and the Marriott Hotel. They were also going to speak with the Foundation concerning use of the Amphitheater. Some CSE members remarked that the event outline and schedule seemed to have shrunk since the last presentation, both in the scale of the event and in the target level of potential sponsors. Sybill stated that she was not sure if they would be asking the CSE for CSE /sn Minutes: September 26, 2006 Page I of 5 2007 funds, but insured the members that if no proposal was forthcoming by the October 16 deadline, she would be in touch with John immediately. • Food Vendors: Sybill informed the CSE of new additions to the Special Event Permit Application resulting from the discovery that many food vendors have been disposing of their gray water into the storm sewer system. Since there have been so many food vendors, primarily participating in the Farmers' Market and again at Oktoberfest, there is a heightened concern over grease stains on the new pavers. Also, there will now be a requirement that all special event food vendors hold a Colorado Retail Food Service License and submit a signed certificate indicating their understanding of the Town's and the respective Event Promoter's conditions of participation. Rich tenBraak questioned how this might impact a non -profit group, such as the Rotary Club, which does not hold such a license but operates the barbeque at the Duck Race. Sybill suggested that this issue will be discussed with the Town's Environmental Health Officer at the next ERC meeting and that perhaps some exemption criteria might be developed. All of the event promoters affected to date have been supportive of the changes. • Banners: Sybill read a letter dated September 21, 2006 into the record from Sheika Gramshammer in which she stated that, on account of complaints from some of their guests that the banners were impacting the view, Gasthof Gramshammer would no longer allow the Town of Vail to attach the Bridge Street banners to their building. Pam Brandmeyer added that this was more likely an expression of Sheika's disagreement with the Town over issues surrounding the noise ordinance and that the Town is already working to find an alternate site, perhaps by erecting poles in the Town of Vail ROW, but that it may take some time to finalize the decision since the change must be made by ordinance. The CSE requested an update at their next meeting. Discussion: Reconsideration of funding allocation schedule in light of changes to the Town Council's budget approval schedule. CSE members approved by consensus the following schedule of meetings: • Tuesday, October 24/ All day: Regular October CSE meeting. Review of 2007 Event Proposals. • Wednesday, October 25/ 11:00 a.m. - 1:00 p.m.: Possible executive session to discuss funding strategies, particularly with regard to the negotiation of multi-year-contracts with selected events. Sybill will confirm with Matt whether or not this discussion is acceptable under the conditions allowed by Colorado Statutes for executive sessions. • Wednesday, November 8/ 11:30 a.m.- 1:30 p.m.: Annual information sharing meeting between ERC, CSE and Town of Vail Event Promoters • Tuesday, November 28/ 9:00a.m.: Regular November CSE meeting. Discussion of funding allocations. • Wednesday, December 6: Tentative meeting to refine funding decisions should the council make changes to the 2007 budget at the 2 nd reading on Tuesday, December 5. There will be no regular CSE meeting in the month of December. Sybill will work with Rich to schedule a joint meeting with the VLMDAC early in 2007. Event Final Reports: • King of the Mountain Volleyball: Leon Fell distributed an overview and final event budget. He stated that the event was nearing its goal of attracting the same energy and numbers as in its 1980's heydays, with 281 teams participating this year and an ever increasing interest in the juniors division. He added the event had received some national CSE /sn Minutes: September 26, 2006 Page 2 of 5 media exposure this year and that he expects to be able to tap into national advertising next year. Citing the strengths of the event as the Father's Day weekend time frame, Vail's location and reputation and the increased lodging numbers generated by this year's tournament, Leon stated that he expects at least 300 teams next year and will expand the event onto the Softball fields. As he had stated last year, he reiterated that the greatest limitation to the expansion of the event is the lack of an adequate number of sand courts. The addition of 2 more courts would provide opportunity to expand the event up to the level of 500 teams. He recalled the early days of the event when the courts were at Golden Peak and the energy from the event's proximity had spilled over into the village. • Circus Chimera: This report was postponed at the request of Joyce Gedelman due to the lack of complete information available to date. • America Days: Laurie Asmussen distributed the event overview and final budget for both America Days and the Arts Festival. Beginning with America Days, she stated that an Apple Pie Bake -off at the site of the event sponsor, Millennium Bank, had been added this year as part of the goal of expanding the event to 2 days. Although the weather was miserable on the first day, it is hoped that the pie event can be moved to Ford Park next year, and become an all - American lead up to the Patriotic Concert. She added that, although there was some additional expense involved, it was a benefit to have the Washington Prep High School Band back. She estimated the parade crowd at about 30,000 people, and said that the entertainment in the Village after the parade had helped to mitigate the exodus to Ford Park for the concert. Sybill suggested that moving the concert to late afternoon might help keep people in the Village over lunch, and/or for dinner afterwards. In conclusion, Laurie spoke to the cancellation of the fireworks and the fact that since the show had been completely set -up prior to the decision on July 3 to cancel due to the extreme fire danger, much of the cost would not be recoverable. • Vail Arts Festival: Laurie began by stating that the 2 nd weekend in August appears to be an ideal time for the event, which provides an excellent compliment to the Dance Festival and the Farmers' Market. Adding that the East Lionshead Circle site is an ideal venue, with 98 artist tents there is little potential for growth because the site is constrained by the bus stop, and she feels that the LH merchants would be heavily impacted if the bus service to the mall were to be eliminated during the event. With respect to sense of community, Laurie cited the festival's 22 year history in Vail, the commitment to the Lionshead business community and the fact that, since it is not one of the currently popular "touring" art shows, it is comprised of a unique group of artists with a distinctly regional flair. Sybill informed the members that the event contributes over $7000 in Special Event Business License fees alone. Update on plans for Holidays in Vail: Laurie Asmussen distributed the following proposed event schedule: • Dec. 16 -17: Holiday Gift Faire at Donovan Pavilion. The proceeds will contribute to a memorial fund for the purpose of defraying rental costs at the Pavilion for memorial services and funerals. • Tree Lighting in Lionshead and Vail Village with a Parade of Lights: The proposal of Saturday, December 16 was eliminated due to the MixxMaster Mike Concert at Crossroads scheduled on that date. There was some discussion that it might be better to schedule it on the Friday or Saturday before Christmas when the most visitors will be in town. Kaye Ferry, representing the VCBA, commented that the merchants benefit from having the holiday lights on earlier in the season, but that it is futile to go against Beaver Creek's holiday kick -off celebration at Thanksgiving. As a compromise, CSE members CSE /sn Minutes: September 26, 2006 Pagc 3 of 5 directed Sybill and Laurie to work with Highline Sports and incorporate the event into the Snow Daze schedule on Friday, December 8. • New Year's Eve: Torchlight Parade at 5:00/Main Fireworks at 6:00/Mini- Fireworks at 12 Midnight to provide closure to the evening. New Business: New business was moved up in the agenda at the request of Richard tenBraak, since he and Stephen Connolly would be recusing themselves from the RPF discussion. Stephen then reported that there had been problems with the Police Department prior to the parade on the 4 of July when Eagle Valley Events attempted to begin set up of the entertainment/sponsor tent at Check Point Charlie, as had been approved on the Special Event Permit. Pam Brandmeyer took responsibility for the situation, stating that it had been a communication "snafu" between departments and assured the CSE that steps have been taken to alleviate similar problems in the future. Stephen also informed the CSE that he had been made aware of merchants coming out to vend at Oktoberfest without informing the event organizer- a situation which impacts the event venue set -up and the event producer's insurance. Sybill responded that the Town does not consider this to be "legal" and that educating the merchants of the requirement that they communicate with the event promoter and be listed on the permit if they intend to participate is an ongoing process. She added however, that enforcement has not been consistent. Review RFP's for Special Event Guide and Application and determine whether or not to award a contract at this time, and if so, to whom. 3 Proposals were received before the deadline and considered by the CSE: • Ristow and Cone LLC • Untraditional Marketing • Vail Chamber and Business Association Matt Mire, Vail Town Attorney advised the CSE that it would be appropriate as a professional courtesy to ask the applicants to step out of the room while the others are being interviewed. He also explained that if a member has a conflict of interest, as defined by the Colorado Statues they must recuse themselves from the discussion and not attempt to influence the discussion in any way. He added that a presentation by one of these recused parties would be in violation of the law, but that it would be acceptable to answer questions in order to provide information necessary for the board to make an informed decision. Matt also gave a brief overview of the conditions under which an executive session is acceptable. Stephen Connolly and Richard tenBraak recused themselves from the discussion citing potential conflicts of interest and both left the room. All of the other applicants then left the room and the CSE discussed the varying options presented by the 3 proposals submitted, with Greg Raile and Kris Friel from the Town of Vail's IT Department present to answer questions about how each proposal might be compatible with the town's IT systems. Greg Raile noted that only the Ristow Cone and the VCBA's Option #1 were the collection of PDF's that the RFP described and that VCBA Option #'s 2 and 3 and the Untraditional Marketing proposal require an off -site host. Sybill cautioned the CSE members that she will be required to contribute additional time regardless of which proposal is accepted and that the impact to the administrative budget must be considered. Although there was general appreciation that a product which provided an interactive application and fully integrated back up database would be of great value, it was decided that the creation of this more complex product was premature given the great flexibility and large number of variables inherent in the current system and all agreed that the ground work of clarifying and cleaning up the current CSE /sn Minutes: September 26, 2006 Page 4 of 5 permitting process must be accomplished by completing the more simple PDF based guide and application first. Untraditional Marketing, represented by Tricia Capello and Joe Blair, was asked if they �W would be interested in re- working their proposal to provide a bid to produce the document as described in the RFP. While expressing their opinion that the fully integrated database backed program would be an excellent tool for the CSE, they stated that, yes, they would be interested in bidding on the simpler product. In conclusion, a decision to postpone awarding a contract was reached by consensus and the following direction given: • The Vail Chamber and Business Association proposal was eliminated. The CSE felt that the other two proposers possessed a greater degree of familiarity with the Town's permitting process and were better qualified to facilitate the necessary discussions between the Town Staff and event promoters. • Request a revised bid from Untraditional Marketing, for the basic PDF based product, which could serve as a stepping stone to the more sophisticated database- backed proposal. • In comparison to the other proposals received, the cost of the Ristow Cone proposal was considered to be quite high relative to the final product. Although the CSE did determine that the straight - forward guide and application package without the online submittal and database system is indeed the product that they are seeking to produce, they felt that the cost should be lower than a database backed guide. There was general consensus that $100/hour was quite a high rate of pay for re- writing permits- but that different aspects of the project require different skill sets. Sybill was directed to ask Stephen Connolly to submit a budget where the hours are more clearly itemized- as in, interviews, meetings, writing, IT design, etc. Additionally, they requested that he expand on his IT qualifications, or clarify who will be the consultant with regard to the technical aspects of the project. • A meeting shall be scheduled at 11:00 a.m. on Thursday, October 12 for the purpose of evaluating the revised proposals and coming to a decision as to how to move forward. Motion to adjourn at 1:00 p.m. ➢ M/S/P: Robert Aikens, Clint Huber, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator September 26, 2006 Approved by: Date: 1 0 — m ­0 0 an, 6ommission o I Special Events NEXT MEETING: Special Meeting to review the revised proposals for the Special Event Guide Thursday, October 12, 2006 at 11:00 a.m. Administrative Conference Room, Town of Vail Municipal Building Next regular CSE Meeting: Tuesday, October 24, 2006 at 9:00 a.m. Vail Town Council Chambers I CSE /sn Minutes: September 26, 2006 Page 5 of 5 a w v ' Minutes: Town of Vail: Commission on Special Events _Special Meeting Administrative Conference Room, Vail Municipal Building Thursday, October 12, 2006 at 11:00 a.m. CSE Members Present: Robert Aikens, Stephen Connolly, Clint Huber, Scott Stoughton, Heather Trub and Chairman Dave Chapin CSE Member Absent: Richard tenBraak (due to a pre - determined conflict of interest, he had recused himself from all matters pertaining to the listed agenda item.) Others Present: Rebecca Young, Matt Mire, Steve Rosenthal, Matthew Green, Lachie Thomas, Greg Raile and Sybill Navas AGENDA: Review of proposals submitted in response to the RFP for a "Special Event Guide and Application," with revisions as requested by the CSE at their meeting on September 26, 2006, and determination as to whether or not to award a contract at this time, and if so, to whom. Chairman Dave Chapin called the meeting to order at 11:15 a.m. CSE member Stephen Connolly, citing a conflict of interest on account of the fact that his company submitted one of the proposals under consideration, recused himself from the meeting and left the room. Vail Town Attorney Matt Mire, stating for the record that this meeting is an open public hearing, briefed the CSE members on appropriate considerations for decision. He informed the members that an allegation of bias expressed on the record has been filed by the Vail Chamber and Business Association concerning a statement made by Robert Aikens as recorded at 12:10 p.m. per the tapes of the meeting of September 26, 2006. Explaining that bias does not require recusal, Mire asked Aikens if he could swear that he is able to give fair and impartial consideration based on the information presented. Aiken agreed and swore an oath to that effect. In conclusion, Matt reminded the CSE that, per ordinance, at least 4 positive votes will be required to pass any motion. Rebecca Young, representing Ristow and Cone, LLC, distributed an updated proposal which addressed the clarification requested by the CSE at their meeting on September 26. She explained that Joanne Morgan was no longer able to commit to doing the design work on the proposal on account of the uncertainty as to whether or not the project would be moving forward and the fact that she had received another contract of significant size that would make it impossible for her to do both. Ristow and Cone, LLC in its updated proposal has recruited otherside creative, inc. to provide graphic design services. Steve Rosenthal, former VCBA president and CSE member, accompanied by Matthew Green and Lachie Thomas, presented the proposal offered by the Vail Chamber and Business Association. Rosenthal informed the CSE that, contrary to what seemed to be their impression, the VCBA had a great deal of experience in producing events within the ('SIB: Slt Spcci,ll Nhxt in'-' 10 12 '?Of)t� l s Town of Vail; including the original Chili Cook Off, Friday Block Parties in Seibert '`, Circle, sponsoring the Circus Chimera in Vail on three occasions, International Festival including the Riverdance group and the "Turn It Up" customer service training programs. Lachie Thomas added that the most basic Option 1 could be updated over time into Option 3, however Town of Vail IT technician, Greg Raile, stated that the Town of Vail is reluctant to commit to the use an outside server. Sybill then read an e -mail received from Joel Heath into the record, which stated that Untraditional Marketing is withdrawing their proposal "after great consideration of the depth of politics and recognizing the potential conflicts that this project is accumulating." She added that, as staff to the CSE, her recommendation is to postpone the development of the Special Event Guide and Handbook based on the following considerations: • The Town of Vail Event Review Committee (ERC), consisting of staff representatives from all departments affected by special events, has expressed their opinion that it is premature to move forward with the guide at a time when Vail's renewal projects will create several new venues. • The work loads of most of the ERC representatives have been increased significantly with the quantity of construction projects underway in the town, and most have expressed their reluctance to undertake an additional project which will require their input at this time. ■ There have been significant changes to the Town's event permitting process over the last year and there continue to be areas identified where improvements can be made and current vagaries can be clarified. ■ Postponement can provide an opportunity for a facilitated discussion in next few months between the ERC and Event Promoters to identify areas in the permitting process where there can be more flexibility as opposed to determining what information is essential within a specified time frame. ➢ Motion to not award a contract to produce a Special Event Guide and Application at this time and to request from the Town Council a rollover into 2007 of the $24,000 remaining in the 2006 CSE budget. M/S/P: Robert Aikens, Clint Huber, Unanimous. Motion to adjourn at 12:15 p.m. M/S/P: Clint Huber, Robert Aikens, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 12, 2006 01 Approved by: ` Date• I —0 6 an, Commission on tpecial Events Next Meeting: Tuesday, October 24, 2006 at 9:00 a.m. �kr CSE /sn Minutes: Special Meeting 10/12/2006 Page 2 of 2 MINUTES: Town of Vail: Commission on Special Events Meeting Town of Vail: Vail Town Council Chambers Tuesday, October 24, 2006 at 8:45 a.m. CSE Members Present: Robert Aikens, Stephen Connolly, Clint Huber, Scott Stoughton, Richard tenBraal, Heather Trub and Chairman Dave Chapin Others Present. Pam Brandmeyer, Joyce Gedelman - Viers, Lourdes Ferzacca, Jason Field, Leon Fell, Adam Germek, Ryan Dawkins (by phone), Chad Young, Christopher Boldon, Scott Cross, Sean Cross, Megen Musegades, Pamela Friedman, Susan Fritz, Amy Oberly, Mickey Werner, Jeff Brausch, Marty Stewart, Rick Scalpello, Robin Litt, Rayla Kundolf, Laurie Asmussen, Kristin Nolan, Diane Moudy, Andrea Feldman, Terry Brady, Kerry Donovan, Joe Blair, Joel Heath, John Zaring, Kevin Reese, Kelli McDonald, Julie Tomlinson and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 8:45 a.m. ➢ Motion to approve the minutes of the meeting of September 26, 2006 and the Special Meeting of October 12, 2006, as presented. M/S/P: Clint Huber, Stephen Connolly, Unanimous. ➢ Motion to approve the renewal of contract of the CSE Coordinator for administrative services in 2007, as presented by Sybill Navas, not to exceed $51,800, pending the Town Council's approval of the 2007 CSE budget and in consideration of the fact that enrollment in the Town's benefits program is required before the end of November. M/S/P: Richard tenBraak, Robert Aikens, Unanimous Sybill was asked to present an update at the November meeting. Stephen Connolly suggested that the CSE should _look at this in the upcoming year, with the possibility of fulfilling the "director" position of the ordinance. Additional Funds for Holidays in Vail: At the request of Laurie Asmussen, this item was withdrawn from the agenda. Pam Brandmeyer then updated the CSE on the action taken by the council at their last meeting on October 17, where they directed the Town Manager to use the remaining CSE funds for the purpose developing the online Special Event Handbook. Funding Request $3000: 2006 Ice Sculpture in Slifer Plaza: Paul Wertin has arranged to work within the Highline Sports and Entertainment Special Event Permit for Snow Daze to create an ice sculpture in Slifer Plaza for display during the month of December, and has filed a request for some additional sponsorship funding from the CSE. In light of the council's decision directing the Town Manager to utilize the remaining CSE funds as described above and since Paul Wertin was not present, the CSE declined to review this item. CSEIsn Minutes: IW24�2006 Page I of Review of 2007 Event Funding Requests: Chairman Dave Chapin introduced the review of the event funding requests by noting the number of events which have requested significantly higher amounts than in previous years. Stephen Connolly advised the members of the importance of the following considerations: 1. How do we keep significant events from going elsewhere once they are established? 2. CSE funding should be considered as an investment in the equity of the event. 3. Look at the ROI provided by each event and spend CSE dollars as wisely as possible. Following a brief discussion as to how to measure the effectiveness of the CSE's funding allocations and the accuracy of the ROI's as presented by the event organizers, Stephen Connolly made the following motion: ➢ Motion to direct Sybill to develop an RFP to perform Surveys and Evaluations of events funded by the CSE in 2007. M/S/P: Stephen Connolly, Clint Huber, Unanimous. Sybill encouraged the CSE members to complete their Special Event Rating sheets and turn them in at the end of the meeting, if possible. A spreadsheet will be prepared from the data to provide a basis for the funding discussion at the meeting on November 28. 2007 funding requests were presented and reviewed as follows: Circus Chimera/ Vail Chamber and Business Association (VCBA) $13,165.00 Rich tenBraak recused himself from this presentation, citing his position as President of the Board of Directors of the VCBA and a potential conflict of interest and left the room. Joyce Gedelman- Viers, accompanied by Lourdes Ferzacca, gave a final accounting and event recap of this year's Circus and presented the request for 2007 funds. In response to questions regarding the increase from the $5340 allocated in 2006, Joyce stated that they are not confident that they will be able to garner the same level of community support that they had this year, and that the work required to produce the event within the VCBA organization was not accounted for in this year's effort. Rich tenBraak returned to the meeting. Martial Arts Festival/ Inyodo Marital Arts: $18,000 Jason Field presented the 2007 funding request and final report for the 2006 event. Acknowledging the success of the event this year as a first year event, he admitted that he had underestimated the challenges producing the first year event on a holiday weekend with only 6 weeks to prepare, and stated that he would be open to alternate dates in 2007. CSE members asked him to investigate whether a late June date would be viable and to advise Sybill before the November 28 meeting. Kick -It 3v3 Soccer Tournament/Team Championships International: $35,000 Adam Germek presented the proposal to produce the event in Vail again in 2007 and provided a recap of the 2006 event- noting the challenges that arose with an increase of over 60% in the number of participating teams. He stated that they are seeking to expand their site and are working with Sybill to look at other possibilities within Vail. Sybill added that there have already been conversations with the VRD, the Dance Festival and Town Departments to see what measures can be taken to reduce the conflicts arising from having so much activity on a single weekend, but that the business community welcomes this event. When questioned as to how their company could sustain a $32K loss on this event, Adam responded that their events all filter CSE /sn Minutes: 10%24 %2006 Page 2 of 7 to the World Championships in Orlando in January and that the profit status shows at the end. He indicated that they are working to secure another national sponsor at the level of the "Got Milk ?" partnership. King of the Mountain Volleyball Tournament/King of the Mountain Volleyball: $15,000. Leon Fell presented his request for 2007 CSE funding citing the event's strengths as an excellent fit on the calendar providing a kick -off to summer, the growth in participation and numbers of teams and the strong support of the community. He added that he is hopeful that the growth in the event will provide a stepping stone to larger national media exposure next year. US Half Marathon, Vail/ US Race Series: $28,000. Ryan Dawkins was unable to attend personally but provided information on the proposed event in response to CSE members' questions by telephone. He stated that the Denver event, last held in 2004, had 720 registrants and about 500 finishers, and that his company has a strong relationship with Denver based BPK Events that will provide a local base of organization. Vail Film Festival/ Vail Film Institute, Inc: $90,000. Sean and Scott Cross presented a PowerPoint presentation highlighting the strengths of this last year's festival and the strong support of the film industry for an event only in its P year. Stephen Connolly noted that the link from the Film Festival website did not go to the Town of Vail's site, but rather to vail.com and was assured that this could be changed to whatever link the town would prefer. Responding to a question regarding the increased amount of dollars requested, they replied that the amount is higher, but reflects a lower percentage of the overall budget and that the construction in Vail has provided challenges that require the use of more makeshift spaces, thereby driving up the costs. Taste of Vail/ Taste of Vail, Inc.: $50,000. Susan Fritz and Mickey Werner, announced a new partnership with Smithsonian Magazine, and then followed by stating their hope that the CSE be a major sponsor of the whole event, not just the Lamb Cook Off. They hope to encourage more restaurant participation by eliminating the entry fee, which had made it onerous for many of the smaller restaurants, and stressed that the focus of the event is developing recognition for the "Vail" name, not for individual restaurants. They restated the need to purchase tents, which had been the subject of much conversation last year. Asked if there was still room for the event to grow, Susan replied that it was "pretty well maxed out," and that they have been discussing moving into the Dobson Arena. In closing, Susan added that the Taste of Vail organization still believes that a summer event is "hugely viable," but that they would prefer to develop it under a different name. Spring BackTo Vail/ Highline Sports and Entertainment: $100,000. Jeff Brausch noted the event, now going into its 5 th year, has been recognized by Ski Magazine as the #1 Spring Party in North America, and stated that their goals of enticing destination customers to return, differentiating Vail from other destinations in April and attracting incremental spending have been met. Responding to a query regarding the commitment of VRI to the event, Jeff stated that they have thrown significant support into Snow Daze and this event now has to make financial sense on its own. Gourmet on Gore/ Highline Sports and Entertainment: $75,000. Jeff Brausch reaffirmed their conviction that this can become a marquis event for Labor Day and proposed taking the event to 2 days for shorter hours, with the intent of getting people into the restaurants for dinner. He stated that the feedback from many of the restaurants was that the event was missed last year CSE /sn Minutes: 10 Page 3 of 7 and they would like to see it return. CSE members discussed the viability of the event on a Sunday when the Farmers' Market would be going on, and a suggestion was offered that perhaps a cocktail party-like component on Friday evening, which would not impact the dinner business, might provide an alternative to Sunday. Oktoberfest/ Highline Sports and Entertainment: $80,000. Jeff Brausch presented their proposal for the 2007 event and distributed a final event recap and budget overview of the 2006 event. He stated that, although this event spans the largest spectrum of demographic composition of any event that they do, if is difficult to sell sponsorships because of the beer party format and image. He stated that the North Day lot in Lionshead provided a better venue than last year's site on East Lionshead Circle, but still provided many challenges. He noted a 50% decrease in revenues this year on account of the cold weather on both weekends. He closed by stating that they feel that they see themselves as "custodians" of the Town's event, and that they will continue to do it as long as they have the confidence of the CSE and the event makes financial sense for them. Snow Daze/ Highline Sports and Entertainment: $100,000. Jeff Brausch described this event as a "front -side of the season Spring Back to Vail," seeking to meet all of the same goals and criteria of its sister - event. Although having no history yet, all signs are positive for a successful first -year event in December. Dave Chapin expressed skepticism as to whether VRI would discount lift tickets at this time of year- and stated his opinion that these discounts are a large component of the success of Spring Back to Vail. CSE members encouraged efforts to leverage the Town's contribution to this year's event by providing opportunities for lodging, merchant and restaurant participation and the strong promotion of the mid -week events. The Italian FestiVail/ Colorado Mountain Markets: $25,000. Sybill reported that she had been unable to connect with anyone regarding this event and since no one was present to explain the proposal, the CSE tabled the item. Farmers' Market/ Meadow Drive Partnership: $74,500. Rick Scalpello and Marty Stewart presented a recap of the 2006 market, and stated that with over 100 tents and an estimated 100,000 visitors, the market is now the largest in Colorado and had made Sundays the busiest day of the week for local businesses. The increased level of support requested is necessary because the event has grown so large it can no longer be run by volunteers. Additional revenues may be gained from increased vendor fees, sponsorships and the possibility of adding a beer /wine garden component on selected dates. They are requesting that the CSE consider a 3 year contract. Harvest Festival/ Meadow Drive Partnership: $50,000. Rayla Kundolf provided a recap of this year's 0 year event and stated it went quite well, especially given the snow on Saturday. The baking component was a hit, and will be expanded, and they believe that the event can become a successful annual fall celebration. Rick Scalpello stated that the Farmers' Market would only go through September 23 next year if the Harvest Festival was also a "go" again. Sybill requested the income portion of the budget be provided. CSE members suggested that combining marketing dollars for this event with the Farmers' Market would bring a bigger bang for the buck. CSE /sn Minutes: 10;24;2006 Page 4 of 7 Jazz at the Market & Washington Prep High School Band/ Vail Jazz Foundation: $17,750. Robin Litt explained the Jazz Foundation's requests for 2007 funds and stressed that no funding is being requested for the Labor Day festival. Jazz at the Market has been a strong attraction and enhancement to the Farmers' Market and with the removal of the planter in the Vail Village Inn Plaza in front of Annie's there will be much more seating next summer. The Washington Prep High School Band returned this year after a one year absence and was given a strong welcome in the community. She noted that the CSE's contribution is only one among those from the larger community which makes their visit possible; including food donations, staying in the VMS gym and bus service, and that the experience for many of these young musicians is often life - changing. America Days/ Eagle Valley Events: $60,000* (although the posted schedule indicated a request for $50K, the budget attached to it showed a $60K request- which Laurie affirmed as the correct amount.) Laurie Asmussen presented her proposal for the 2007 Vail America Days celebration and stated that, although Millennium Bank had been secured as a sponsor for another year, with increased funds she would be able to recruit more bands for the parade and performances throughout the day. Acknowledging the positive feedback from the community with regard to the Washington Prep High School Band, she stated that she could fund the CSE's contribution to their trip from within the America Days budget. Vail Arts Festival/ Eagle Valley Events: $20,000. Laurie Asmussen described this event, now in its 23` year, as an ambient event which enhances the experience of Vail's guests who are already here, and that moving the event into August while the Dance Festival is going on has provided a complement for both events. She stated that she remains committed to keeping the event in Lionshead, and that the East Lionshead Circle venue works very well, but cannot accommodate more that the 98 booths of this year's event. She explained that additional funding will be used to add a wine tasting component at the Dobson end of the venue and to do more Front Range advertising. In closing she stated that the online application has resulted in an improved quality of art that many visitors commented upon, and that over 245 applications were received this year. Holidays in Vail/ Eagle Valley Events: $35,000. Laurie Asmussen presented the request for 2007 funds for this event and described the intended format for the upcoming December event; which will include a larger tree lighting ceremony and parade of lights between Lionshead and Vail Village, a Holiday Craft Faire at the Donovan Pavilion and the New Year's Eve Fireworks display at Golden Peak, which is the largest component of the budget. Additionally, at the request of the Police Department, there will be a "mini" fireworks display at midnight to provide closure to the evening's festivities. Stephen Connolly suggested that perhaps a contest with a meaningful prize (VRI donate a ski pass ?) might be an incentive for the merchants to put more effort into their Christmas decor. 1St Annual Vail Busker Festival: $50,000. Kristin Nolan described her proposal to create a 4 day busker event in Vail over Labor Day weekend. Stating that there is no other significant busker event in the U.S., this would be the largest in the country in its 1 St year. Robert Aikens asked what had caused the demise of the Denver event and Kristin responded that the City had lost interest in providing the necessary sites and street closures and that the partnership in Denver had not put adequate effort into the continued development of sponsorships. She added that the proposed dates could be flexible, based on artist availability. CSEisn MinUtCS: 10,2411 1 2006 Page 5 of 7 s . Ambient Street Entertainment/ Resort Events. $68,500. Diane Moudy provided a recap of last summer's program, which operated with additional funding from the Town's Construction Mitigation Committee. She admitted that the committee fell short on marketing the effort, but that the Lionshead business community felt the program had been a welcome addition. The 2007 proposal suggests a mix of music and buskers, as well as performances in Lionshead and Vail Village, and recommends going back to the Friday - Sunday schedule. For the benefit of the new CSE members, Sybill reviewed the reasons why the program had been eliminated from Vail Village last year- stating that complaints from neighboring businesses had caused the entertainment sites to be revised four times in one summer. The Session/ Vail Valley Foundation: $40,000. Terry Brady presented the sponsorship proposal to the CSE. At this point, Dave Chapin and Scott Stoughton both recused themselves from the discussion and left the room, noting that both of their businesses had been identified as entertainment venues. Terry continued with the presentation, and noted the increased cost of the event driven by the cost of purchasing network television coverage of the event. Scott and Dave both returned to the meeting. American Ski Classic/ Vail Valley Foundation: $ 20,000. Terry Brady described this event, now in its 25 year, as an "iconic celebration of skiing" which exposes a very high end demographic to skiing and to the Vail Valley. National television network syndication in the last quarter of the year provides excellent ski marketing at an ideal time of year. Resort Network releases provide daily "postcard" exposures of Vail throughout the ski season. The Vail Valley Foundation is committed to enhancing the 25` anniversary with more public events and continues to seek ways to integrate the event into the community. The Street Beat concert on March 21 will feature the Village People at Golden Peak in conjunction with the Ski Classic. TEVA Mountain Games/ Mountain Games, LLC: $ 96,050. Joe Blair noted the error on the meeting agenda that the TEVA Mountain Games are produced by Mountain Games, LLC, not Untraditional Marketing. He then gave a PowerPoint presentation reviewing the event's goals and achievements. Responding to a question regarding whether they would like to develop a multi -year contract with the CSE, Joe explained that the benefit this would provide is a demonstrable commitment from the Town of Vail that could be used to attract other sponsors. Joe stated with conviction that Vail is a perfect fit for the event, but added that some sponsors are pushing to move it to a larger population center. Joel Heath stated that he is committed to Vail on account of the event's history, but there is a possibility of multiple locations. Urban Convergence Fashion and Music Festival at Vail/ Zaring/Cioffi Entertainment: $75,000. John Zaring, accompanied by Kevin Reese, announced that they had signed an agreement with Universal Media Group and that they had just received a commitment today that the Black Eyed Peas would perform the headliner concert, and that Fergie would do a smaller, solo concert at the inaugural festival. Additionally, Smokey Robinson and the Temptations have been committed for the Old School Concert. Zaring stated confidently that they have now secured the participation key to procuring the sponsorships. Quiznos is the target for a title sponsorship. He stressed the charity aspect of the event and stated that they have preliminary commitments of support from Dr. Katz (Good Morning America's Health "MC "), Arkansas Governor and Presidential Candidate Mike Huckabee, President Bill Clinton and Oprah Winfrey. He also added that they are in discussion with Highline Sports to help solidify sponsorships and assist with the local production organization. CSE /sn Minutes: 10! "242006 Page 6 of 7 Vail Mardi Gras/Vail Valley Chamber and Tourism Bureau (VVCTB): $5,000. Julie Tomlinson, accompanied by Kelli McDonald, presented the VVCTB's proposal for a Mardi Gras event. Stating that this year's event falls over President's Day weekend, they hope to position Vail's Mardi Gras as the largest in the mountains and create an incentive for people to stay over until Tuesday. Scott Stoughton commented that the New Orleans Mardi Gras is music based, and that the budget as presented is not adequate to attract a New Orleans style band. Julie commented that they would be interested in teaming up with some local bars that have the ability to attract high level bands and see that as the future of the event. New Business: Dave Chapin reminded the other CSE members of the annual joint meeting on November 8, between the CSE, ERC and Town of Vail event organizers, and that the meeting on November 28 would be an important one, as the funding decisions for 2007 events will be made at that time. ➢ Motion to adjourn at 5:35 p.m. M/S/P: Stephen Connolly, Scott Stoughton, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 24, 2006 f J " C/ Approved ' Date: v im ' CSE /sn Minutes: 10. "24/2006 Page 7 of 7 9 i s. Annual Information Sharine Meetinc: Between the Town of Vail Commission on Special Events (CSE), Event Review Committee (ERC), Local Licensing Authority (LLA) and Town of Vail Event Producers WHERE: Vail Town Council Chambers WHEN: Wednesday, November 8,2006,11:30 a.m. to 1:30 p.m. Lunch will be provided. Please RSVP to specialevents2vailoov.com so that we can insure that lunches will be available for everyone. 5 AGENDA: Welcome and Introductions: (15 minutes) Roles of the CSE, ERC and LLA: (15 minutes) r Review of Changes and/or Additions to the Special Event Permit Application: (30 minutes) • Community Development: Bill Carlson • Attachment A: Temporary Food Service Requirements • Trash and Recycling ■ Recycling Requirements ■ Town of Vail Wildlife Protection Ordinance • Fire Department: Mike Vaughan o Tent Permitting o Allowable Outdoor Heaters o Site Planning and Venue Layout ■ Banner Sites and Requirements for Roundabout Banners: Sybill Navas ■ Attachment B: Sales Tax: Sally Lorton and Sybill Navas Discussion: (45 minutes) ■ What is working? ■ What is not? ■ How can we improve? Before leaving, please turn in your 2007 Event Information Forms TOWN OF VAIL: SPECIAL EVENT REVIEW COMMITTEES CSE: Commission on Special Events Contact: Sybill Navas, CSE Coordinator 970 376 -2394 The CSE consists of 7 members appointed by the Town Council that meet on the 4' Tuesday of each month and are charged with: ■ creating and implementing a special event strategy for the Town of Vail ■ overseeing a director and staff, who will oversee permit applications and act as a single -point of contact for special events related issues • allocating funds budgeted by the Town of Vail for special events ■ evaluating event applications ■ overseeing event producers and promoters ■ evaluating and executing contracts for special events Dave Chapin, Chairman Clint Huber Rich tenBraak, Vice - Chairman Scott Stoughton Robert Aikens Heather Trub Stephen Connolly ERC: Event Review Committee Contact: Sybill Navas, Commission on Special Events Coordinator 970 376 -2394 The ERC is committee of representatives from each of the Town's Departments that meet weekly to review and approve Special Event Permit Applications. Commission on Special Events Coordinator: Sybill Navas Police Department: Chris Botkins and Steve Wright Fire Department: Mike Vaughan Public Works: Charlie Turnbull Sales Tax: Sally Lorton Community Development/Environmental Health: Bill Carlson Town Clerk: Lorelei Donaldson LLA: Local Licensing Authority (Liquor Board) Contact: Lorelei Donaldson, Town Clerk, 970 -479 -2136 The Vail Local Licensing Authority (Liquor Board) is a 5 member board appointed by the Town Council that meets the second Wednesday of each month beginning at 10 a.m. in the Vail Town Council Chambers in the Vail Municipal Building. This volunteer board reviews all Town of Vail liquor license applications. Bill Bishop Bob Louthan Dick Cleveland Bob McKown Kaye Ferry x ATTACHMENT A: TEMPORARY FOOD EVENT OPERATIONAL REQUIREMENTS r All food vendors must have a current State of Colorado Retail Food Establishment License, a copy of which shall available upon request during any vending activity within the Town of Vail. Exemptions may be granted to qualified organizations at the discretion of the Town of Vail Environmental Health Officer. *Contact the Town of Vail Environmental Health Officer at 479 -2333 regarding your requirements* TEMPERATURE REOUIREMENTS• • Metal Stem Food Thermometer (probe type, scaled 0 F to 220 F) and means to sanitize it between uses o Cooking Temperatures • Beef .............140 F • Ground Beef.. 155 F • Pork ............ 150 F • Poultry ......... 165 F • When cooking in a microwave, add 25 F • Holding Potentially Hazardous Foods o Hot foods must be held at or above 135 F o Cold foods must be held at or below 41 F: You are required to have one of the following: • Mechanical refrigeration • Self-draining ice storage with lid • Reheating Foods • Reheat all potentially hazardous foods to 165 F in less than two hours • If reheating in a microwave, add 25 F FOOD PROTECTION: x • Minimum enclosure for food service facilities is a canopy only. A three sided enclosure may be required depending on the nature of the operation. • Properly store and handle foods in order to avoid cross - contamination: o All food must remain covered • All food must be at least six inches off the ground • Ice storage must be self draining 3 • Utensils are required for all food handling • Sneeze shield is required for patron self- service SOURCE: • All foods, water and ice must be from an approved source • Home prepared foods are prohibited WAREWASHING: You are required to have one or more of the following: • Three compartment sink for proper wash, rinse and sanitizing of equipment • An adequate number of back -up utensils • Only single service eating and drinking utensils shall be used PERSONAL HYGIENE: Hand Washing: You are required to have one of the following: • Hot and cold running water under pressure with soap and paper towels • Non- pressured container of warm water with a spigot and catch pail with soap & paper towels • Cleanser impregnated towelettes in conjunction with non - pressured hand washing station as described above *WASTEWATER SHALL BE APPROPRIATELY DISPOSED OF INTO THE SANITARY SEWER SYSTEM. (Le. toilet, mop sink, etc.) IT IS PROHIBITED TO DISPOSE OF GRAY WATER INTO THE STORM SEWER OR DIRECTLY ONTO THE GROUND. MISCELLANEOUS: • Any vendor who is cooking on site is required to provide a non - flammable ground cover to prevent staining of the street pavers. • Easily cleanable refuse containers must be provided. Containers outside of enclosures must have lids. • All portable toilets must be a minimum of 150 feet away from a food facility • Large garbage storage areas must be a minimum of 150 feet away from a food facility. ➢ I hereby acknowledge that I have read the above requirements and agree to abide by all of the conditions therein: Signature of Event Producer. Name of Event: Date: Direct all questions to the Town of Vail Environmental Health Officer at 970 479 -2333 TOWN OF VAIL: DEPARTMENT OF COMMUNPTY DEVELOPMENT 75 S. FRONTAGE ROAD, VAIL, COLORADO 81657 r Town of Vail: Special Events TEMPORARY FOOD VENDOR CERTIFICATION As a vendor who will be preparing and/or serving food for public consumption during the (name of event) on (dates) , I hereby certify that: I will cooperate fully with the conditions of participation outlined to me by the event organizer, who is authorized to produce the event under the special event permit granted by the Town of Vail, and who has included me on the list of participating vendors r submitted as part of the Town of Vail Special Event Permit Application. I hold a current Town of Vail business license or I have been granted a Special Event Sales Tax License by the Town of Vail Sales Tax Administrator. In either case, I will display the Special Event License granted to me by the Town of Vail Sales Tax Administrator in full view for the duration of my participation in the event. I or my employer is authorized to do business under current Colorado Retail Food Establishment License # A copy will be available upon request during any vending activity in which I am participating in the Town of Vail. Exemptions may be granted to qualified organizations at the discretion of the Town of Vail Environmental Health Officer. I have read and understand all of the conditions outlined in the Special Event Permit Attachment A: Temporary Food Service Guidance and I will comply with all of the conditions outlined therein. I will provide a non - flammable ground.cover to prevent staining of street pavers and to protect the ground surface. I understand that wastewater shall be properly disposed of into the sanitary sewer system, i.e. floor sink or mop sink, etc and that it is prohibited to dispose of gray water into the storm sewer or directly onto the ground. I understand that non - compliance with any wastewater disposal requirement may result in a court citation, fine and/or banishment from participating in any future special events within the Town of Vail. { Signature: Please Print Name Employer: Phone: Cell Phone: i ORDINANCE NO. 20 SERIES 2006 AN ORDINANCE REPEALING AND REENACTING TITLE 5, CHAPTER 9 "WILDLIFE PROTECTION," VAIL TOWN CODE; ESTABLISHING REGULATIONS AND STANDARDS REGARDING THE PROTECTION OF WILDLIFE; AND SETTING. FORTH DETAILS IN REGARD THERETO. WHEREAS, the Town of Vail, in the County of Eagle and State of Colorado (the "Town "), is a home rule municipal corporation duly organized and existing under laws of the State of Colorado and the Town Charter (the "Charter"); and WHEREAS, the members of the Town Council of the Town (the "Council ") have been duly elected and qualified; and WHEREAS, it is the Town Council's opinion that the health, safety and welfare of the citizens of the Town of Vail, and the wildlife indigenous to this valley, would be enhanced and promoted by the adoption of this ordinance; and WHEREAS, the Council finds that the intentional or unintentional feeding of wildlife within the Town of Vail constitutes a menace to property and to the health, welfare, peace and safety of the citizens of Vail; and WHEREAS, human refuse. provides an abundant yet unhealthy supply of food for wildlife, which supports artificially high populations and places an additional strain on the supply of naturally occurring foods; and NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. Title 5, Chapter 9 "Wildlife Protection," of the Vail Town Code is hereby repealed in its entirety and reenacted to read as follows: 5 -9 -1: PURPOSE: The purpose of this Chapter 9 is to protect and maintain wildlife in the Town of Vail and surrounding areas and to minimize the risk of dangerous interaction between humans and wildlife. Ordinance No. 20, Series 2006 i 5 -9 -2: DEFINITIONS: For the purpose of this Chapter, the following definitions shall apply: ATTRACTANT: Any substance which could reasonably be expected to attract wildlife or does attract wildlife, - t.cluding but not limited to food products, pet food, feed, compost, grain or salt. ` ER FUS : any waste that could reasonably be expected to attract wildlife or does attract �wikt ' e which includes, but shall not be limited to, kitchen organic waste, food, food packaging, toothpaste, deodorant, cosmetics, spices, seasonings and grease. REFUSE CONTAINER: Any trashcan, dumpster, or similar device used for the collection and storage of waste. RESIDENT: Any person, firm, corporation or organization within the Town of Vail or on Town controlled land. SPECIAL EVENT: An outdoor gathering such as a concert, conference or festival. WILDLIFE: Any undomesticated animal, including, but not limited to, elk, deer, sheep, lynx, skunks, magpies, crows, bears, raccoons, coyotes, beavers, porcupines, mountain lions, bobcats and foxes. WILDLIFE -PROOF REFUSE CONTAINER: A fully enclosed metal container with a metal lid. The lid must have a latching mechanism, which prevents access to the contents by wildlife. Wildlife -Proof refuse container must be certified as such by the Living with Wildlife Foundation, Interagency Grizzly Bear Committee (Fish and Wildlife Service, Forest Service, Park Service and Bureau of Land Management). A container not so certified, is considered a Wildlife -Proof Refuse Container if it is certified as such by a Town of Vail designated official. WILDLIFE- RESISTANT ENCLOSURE: A fully enclosed structure consisting of four sides and a secure door or cover, which shall have a latching device of sufficient strength and design to prevent access by wildlife. Wildlife- Resistant Enclosures are subject to all planning and zoning requirements and building codes. An enclosure of less than one hundred twenty (120) square feet shall not require a building permit. An enclosure of one hundred twenty (120) square feet or larger requires a building permit. The walls of the enclosure and the Ordinance No. 20, Series 2006 s latching devise must be of sufficient strength and design to prevent access by wildlife. Ventilation openings shall be kept to a minimum and must be covered with a metal mesh or other material of sufficient strength to prevent access by wildlife. Wildlife- Resistant enclosures must be approved by a Town of Vail designated official. WILDLIFE- RESISTANT REFUSE CONTAINER: A fully enclosed plastic container, of sturdy construction, with a sturdy plastic lid which must have a latching mechanism which prevents access to the contents by wildlife. Wildlife- Resistant Refuse Containers must be certified as such by the Living with Wildlife Foundation, Interagency Grizzly Bear Committee (Fish and Wildlife Service, Forest Service, Park Service and Bureau of Land Management). A container not so certified, is considered a Wildlife- Resistant Refuse Container if -it is certified as such by a Town of Vail designated official. 5 -9 -3: RESIDENTIAL REFUSE DISPOSAL: A. All residential refuse containers which receive refuse or attractants as defined by this Chapter must be either Wildlife- Resistant Refuse Containers or Wildlife -Proof Refuse Containers, or be securely stored within a house, garage or Wildlife- Resistant Enclosure at all times. B. Residents with curbside pick -up shall place only Wildlife - Resistant Refuse Containers or Wildlife -Proof Refuse Containers, at the curb, alley, or public right of way at ,or after six o'clock (6:00) a.m. on the morning of scheduled pick -up. After pick -up, all containers must be removed from the curb, alley or public right of way by seven o'clock (7:00) p.m. on the same day. C. Other household waste that cannot reasonably be considered refuse or an attractant as defined in this Chapter, including but not limited to; non - edible yard maintenance waste, household items, and cardboard, shall not require the use of Wildlife - Resistant or Wildlife - Proof Containers when not commingled with refuse or any other attractant. D. Multi- family housing developments and other types of clustered residential housing, utilizing centralized refuse containers, must use either a Wildlife -Proof Refuse Container or a Wildlife- Resistant Enclosure for all refuse. The container or enclosure shall be kept closed in secure manner except when refuse is being deposited. Ordinance No. 20, Series 2006 5-9-4: MAINTENANCE AND OPERATION OF ALL REFUSE CONTAINERS AND ENCLOSURES: A. All refuse containers defined in this Chapter shall be kept closed and secured when refuse is not being deposited. Any container which is over filled so as to prevent a containers' designed latching is not a Wildlife- Resistant or Wildlife -Proof Refuse Container within the meaning of this Chapter. B. If a container or enclosure is damaged, allowing access by wildlife, repairs must be made within 24 hours after written notification by Town of Vail Police or Code Enforcement Officers. C. All refuse containers that are placed at the curb, alley or public right of way for collection must have the residence street address and unit number permanently affixed to the container with digits no smaller than two inches in height. 5 -9 -5: SPECIAL EVENT REFUSE DISPOSAL: Outdoor special event sites shall be kept free from the accumulation of refuse. Refuse must be collected from the grounds at the close of each day's activities and shall be deposited into appropriate Wildlife- Resistant, Wildlife -Proof containers or Wildlife - Resistant Enclosures as provided in this Chapter, or shall be removed to an' appropriate disposal site. 5 -9 -6: CONSTRUCTION SITE REFUSE DISPOSAL: All construction sites must have a designated refuse container which receives refuse or attractants as defined by this Chapter. This container shall. be a Wildlife -Proof Refuse Container. 5 -9 -7: COMMERICAL REFUSE DISPOSAL: All refuse containers receiving refuse from commercial establishments and restaurants shall be in Wildlife -Proof Containers, or shall be secured in a Wildlife- Resistant Enclosure. 5 -9 -8: COMPACTORS: Trash compactors are compliantwith this Chapter when no refuse is exposed. Compactor doors must be kept closed at all times, except when loading or . removing refuse and the area around the compactor must be kept clean of refuse and debris. 5 -9 -9: FEEDING OF WILDLIFE PROHIBITED: Ordinance No. 20, Series 2006 f A. Intentional or Unintentional: No person shall intentionally or unintentionally feed or provide food in any manner for wildlife on public or private property within the Town of Vail. A person will be considered to be in violation of this Chapter if they leave or store any garbage, refuse or attractant in a manner which would create or does create a lure or enticement for wildlife. B. Bird Feeders: Bird feeders are allowed. However between the dates of April 15 and November 15, all bird feeders must be suspended on a cable or other device so that they are inaccessible to bears and the area below the feeders must be kept free from the accumulation of seed debris. 5 -9 -10: ENFORCEMENT: A. Town of Vail Police and Code Enforcement Officers shall have the power to issue a warning notice or a summons and complaint to any person in violation of this Chapter. B. Town of Vail Police or Code Enforcement Officers shall have the right to inspect, during reasonable hours, any property in the Town concerning any wildlife concern or potential wildlife attractant. 5 -9 -11: PENALTY ASSESSMENT: A. Violation of any provision of this Chapter by any person shall be unlawful and subject to the General Penalty provision, Section 1-4 -1, of the Vail Town Code. Either the owner or occupant of a residence or commercial establishment may be held responsible for a violation of any provision of this Chapter. B. A Resident shall be deemed to have been issued an appropriate notice of violation if it is personally served upon the Resident, placed in the U.S. mail, postage prepaid and addressed to the Resident according to the last known address given by the resident to any Town of Vail or Eagle County government department. If the identity of the resident is not known, the entity responsible for payment of the garbage removal services for the subject location will be held responsible for complying with this Chapter and for any penalties assessed pursuant to the same. 5 -9 -12: VIOLATOR'S RESPONSIBILITY: In addition to the penalties outlined in this Chapter, violators may be required to perform all necessary actions to remove or abate Ordinance No. 20, Series 2006 attractants of wildlife. This may include, but shall not be limited to: the removal of bird feeders or pet food, cleaning or appropriate storage of barbecue grills, additional storage requirements for refuse containers and /or the required use of Wildlife -Proof Containers and /or Wildlife- Resistant Enclosures. 5 -9 -13: COMPLIANCE REQUIRED AND TIME PERIOD: Any container required by this Chapter shall be brought into conformity with the provision of this Chapter by April 15, 2007. Any enclosure required by this Chapter shall be brought into conformity with the provision of this Chapter by August 1, 2007. Upon application to the Town Manager, and showing hardship by an owner of an enclosure or container required hereunder, the Town Manager may grant an extension, for a reasonable period of time, with which to comply with the provision of this Chapter. Section 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 3. The amendment of any provision of the Town Code as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceeding as commenced under or by virtue of the provision amended. The amendment of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. Section 4. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be, construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore. repealed. INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 19"' day of September, 2006, and a public hearing for second reading of this Ordinance set for the 3rd day of October, 2006, at Ordinance No. 20, Series 2006 1 I 6:00 P.M. in the Council Chambers of the Vail Municipal Building, Vail, Colorado. Rodney E. Slifer, Mayor a ATTEST: Lorelei Donaldson, Town Clerk 3 INTRODUCED, READ, ADOPTED AND ENACTED ON SECOND READING AND ORDERED PUBLISHED IN FULL this 3 rd day of October, 2006. e Rodney E. Slifer, Mayor ATTEST: Lorelei Donaldson, Town Clerk ordinance No. 20, Series 2006 MEMORANDUM DEPARTMENT OF TRANSPORTATION Trade & Safety Section 6QWW O M T 222 South a Street, Room 100 Grand Junction, Colorado 81501 (970) 248 -7230 f t i Date: December 10, 2004 I Subject: Banners Installed Above and Across State Highways PURPOSE F To establish procedures for the installation of "Banners" that are considered "Official Advertising Devices' over and across state highway right of way. To standardize methods of y local entities displaying banners for such events as county fairs, parades, races, art shows where a banner would be placed during the event. This may include closure of the state x highway for the event. This is a temporary banner placed by the city or county with the name and date of the event. AUTHORITY • C.R.S. 43- 1- 417(3)(b) ■ C.R.S. 43- 2- 135(1)(b). { DEFINITIONS • "Banner' For the purpose of this directive, a "banner" is considered an "official advertising device' as defined in C.R.S. 43- 1- 403(13), and in 2CCR 601 -3 (Rules and Regulations Pertaining to Outdoor Advertising), that is mounted or suspended above the portion of a street between the curbs, or portion used for highway purposes. k • "Official advertising device" (per C.R.S. 43- 1- 403(13), 'Any advertising device erected for a public purpose authorized by law, but the term shall not include devices advertising any private business." • "Official Advertising Device' (per CCR 601 -3 Section IV. GG.) "Any advertising device erected for a public purpose authorized by law, but the term shall not include devices advertising any private business. Authorized by law means a duly enacted statute, rule, regulation, ordinance, declaration or resolution by a governmental entity specifically authorizing the erection by a governmental entity.' INTRODUCTION The Department may grant written permission to erect official advertising devices within the right of way, per C.R.S. 43- 1- 417(3)(b). The Department may prohibit such devices up to a vertical height of twenty feet above the roadway surface, (per C.R.S. 43- 2- 135(1)(b). Requests for temporary banners for special events are not uncommon. Such special events include (but are not limited to) county fairs, parades, races, art shows. Event organizers often have a number of opportunities to provide attendees with promotional materials via flyers, newspaper advertisements, mailings, etc. and should be encouraged to do so and thus avoid the need for regular and seemingly continuous display by banner. Page 1 of 3 F: DEPARTMENT OF TRANSPORTATION Traffic & Safety Section Page 2 of 3 Overall, while the use of banners and the possible disruptions they bring to the transportation system is discouraged, allowing banners for special events shall be determined by the degree of local support for such devices and the historical use of the devices. Sind both state and federal law prohibit commercial advertisements on public rights of way, the of the event banners is limited to announcing the plans for an up coming event of limited ' duration and frequency and shall not include advertising for any private business or product. ` The following criteria shall be considered when permitting a "banner$ for an "official advertising device". CRITERIA FOR PLACEMENT 1. Height Above Roadway NO part of the banner shall be less than 20 vertical feet above the roadway surface. This is consistent with C.R.S. 43- 2- 135(b), and is adequately above all legal clearance limits. 2. EMOWWL. A banner may be installed up to one month removed not more than two days after the event, or as approved the event, and shall be 3. Aorxooriate Message_ The banner merge shall be limited to the name and date(s) of the event, and/or related information. 4. Struc tur l AdgggM, of Supports Supper poles for banners shall include breakaway features when warranted (Note a.) and shall be engineered to meet AASHTO wind load requirements (Note b.) with banner and cable in place. 5. Installation by t Aaeru�es City or county forces shall be res ponsible poles and cables, unless the banner cable will be a to install support City or carrrty forces shall be b anchored to building on private property. 6. Installation t y Designated b r esponsible for attaching and raising/lowering the banner. or In lieu of installation by local agency forces, the installation or any part thereof, may be performed by a contractor that is designated and approved by the sponsoring local agency. 7 'y+a Cateaones of Highways for Banners No banners shall be placed on Freeways, or Interstate highways, for safety reasons to prevent distracting motorists on a high -speed facility. 8. Banners Prohibited from HkbNay Structi res No banners shall be attached to: (a) Traffic control devices such as signal poles; (b) Sign bridges or structures; or (c) Bridges or overpass structures. 9. Workers' Comcensation and Liability Insura The responsible local agency shall demonstrate coverage for (a) W rkers' Compensation Insurance in Accordance with prevailing laws; (b) Liability insurance in at least the minimum amounts prescribed in C.R.S. 24-10 -114 (Note c.). 10. Banner Material A banner shall be made of durable canvas or cloth -like material that does not conduct electricity. 11. Not Obstruct View The banner shall not obstruct a motorist's view of any traffic control device. 12. Number of Banners: Only two banners, one in each direction of travel, shall be allowed per event. 13. Exempt Locations Small flag -like banners placed on utili outside of curb lines that contain no commercial advertising or logos can be allowed. (C ty control beyond traveled way). NOTES: a. m rea� ay supports shall be required for all supports except that non- breakaway supports y permitted under the following conditions, but only where posted speeds are 35 mph Y DEPARTMENT OF TRANSPORTATION Page 3 of 3 a Traffic & Safety Section , or less: (a) the support is 10 feet or more from the traveled way; (b) the support is located behind barrier type curb; (c) the support is in an urban area where a falling pole might strike a pedestrian or cause property damage; or (d) the support is located beyond the dear zone or behind guardrail. b. Supports shall be designed for 90 mph wind velocity in accordance with AASHTO 'Standard Specifications for Structural Supports for Highway Signs, Luminaries, and Traffic Signals." c. The minimum acceptable liability insurance coverage shall be as follows: Comprehensive General Public Liability and Property Damage Insurance: 4 1. Combined Bodily Injury and Property Damage g 2. $150,000 per person 3. $600,000 each occurrence Comprehensive General Public Liability and Property Damage Insurance: 1. Combined Bodily Injury and Property Damage 2. $150,000 per person 3. $600,000 each occurrence F { i s z L k OVAL' TOWN COMM&M Town of Vail: 2007 Event Information Form: * * * ** *NOTE: This form is for planning and informational purposes only and in no way replaces the requirement to file a Special Event Permit application, which is due a minimum of 45 days prior to your event. Nor does it constitute an agreement to provide services requested. g ➢ Name of Event: Date(s): Name of Organization Producing the Event: phone: Contact Name: FAX: Cell Phone: E -mail address: # of Attendees Expected: ➢ Location: ➢ Description of Activities: ➢ Will your event require any street closures? Rerouting of buses? If yes, please describe: a f ➢ Will there be vendors? Do you expect to serve and/or sell food? Will there be an opportunity for local merchants/restaurants to participate? ➢ Do you intend to serve or sell alcoholic beverages * * ** *NOTE: If so, you . must file an application for a Special Event Liquor License with the Town Clerk 60 -90 days prior to your event.* ➢ Town of van Banner Display Site Reservation Request: (Banners are installed on a Monday - Monday schedule ONLY. Reservations will be taken on be based on basis for one week/one site only. Requests for additional time will on both sides.) availability. All display banners must be printed Date PRESENTLY NOT AVAILABLE ❑ Vail Village: ($50 fee per installation) ❑ Lionshead: ($50 fee per installation) Dates: Roundabouts: $500 installation fee per roundabout. Banners must be es 30" wide by 8' . Poles long, with a 1" sleeve along the short side and be printed on both sid accommodate 2 banners each. ❑ Main Vail Roundabout/South side (5 poles) Dates: ❑ Main Vail Roundabout/North side ( 4 of s ) Dates: ❑ West Vail Roundabout/South side (4 poles) 4 ❑ West Vail Roundabout/North side (4 poles) Dates: ➢ Please indicate types of in -kind support which you anticipate may be requested from the Town of Vail by checking the appropriate boxes. [3 Police • Electrical Power ❑ Traffic Control • Line Locates for Tent Set -ups ❑ Fire or EMT Services ❑ Street Sweeping ❑Other? ❑ Trash Removal/Recycling ❑ Set- up/Tear -Down Assistance ❑ Barricades /Cones { MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, November 28, 2006 at 9:00 a.m. CSE Members Present: Robert Aikens (arrived @ 9:30) Stephen Connolly, Clint Huber, Scott Stoughton, Richard tenBraak Heather Trub, and Chairman Dave Chapin Others Present: Dick Neal, Bill Jewitt, Pam Brandmeyer, Laurie Asmussen, Joe Blair, Julie Tomlinson, Kaye Ferry, Diane Moudy, Andrea Feldman, Stan Zemler, Joel Heath and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Citizen Participation: Bill Jewitt, stating that he was representing Bart and Yeti's as well as a number of other businesses in Lionshead, requested that the traditional Lionshead holiday tree be lit as soon as possible. He explained that waiting until the official tree lighting celebration on December 22 added to the hardships faced by the businesses due to the ongoing construction and that having the lights come on earlier would help to provide a more festive ambience. Pam Brandmeyer reported that the Council had heard this request at their meeting last Tuesday and that Public Works was confident that they would have the lights installed and ready to be turned on by Friday, December 1, with no additional ceremonies planned in conjunction with that event. The Town is also talking with VRI about getting power to the 4 aspen trees located near the kiosk at the entrance to that mall- and that if power is available, these trees would also be lit as soon as possible. Dick Neal, owner of Peregrine Liquors in Crossroads, requested that the CSE consider keeping at least 1/3 of the Crossroads Parking Lot open for customer parking when events are scheduled in that venue. He also requested that event infrastructure, particularly port-a- potties and barricades, be sited in a manner that is sensitive to the impact on the businesses in the vicinity. He requested that the CSE consider the impact of the sale of beer and wine at events that take place directly in front of his business. Stephen Connolly informed Dick that it is the Liquor Board which actually issues the licenses to sell wine and/or spirits at events. It was also suggested that Dick take his concerns regarding use of the parking lot to the Crossroads Management Company, whose approval is required for any use of the site. Motion to approve the minutes of the meeting of October 24, 2006, as presented. ➢ M/S/P: Richard tenBraak, Stephen Connolly, Unanimous. CSE member Robert Aikens arrived at 9:30 a.m. Coordinator Report: • Financial Report: Sybill reported that with only 2 events funded by the CSE in 2006 remaining, the budgets and contract completion schedule are on target. Funds contributed by Eagle County to support the America Days fireworks have been received. She explained that the administrative budget would be credited up to $4000 of the remaining $24,110 in order to cover the potential budget overrun caused by a miscommunication with the Finance Department regarding the cost of the town's share in seasonal employee benefits. Finally, she also informed the CSE /sn Minutes: November 28, 2006 Page 1 of 6 members that the Town Council had directed the Town Manager to take the remainder of the CSE's 2006 budget, or approximately $20,000, for the purpose of completing the Special Event Guide and Handbook. • Sybill distributed the schedule of 2007 CSE meeting dates. • Discussion of December 2006 meeting dates: • The CSE agreed by consensus to meet on Wednesday, December 6 to review the 2007 allocations and make adjustments as necessary in the event that the Town Council, at their meeting on Tuesday, December 5, 2006, changes the 2007 budget allocation to the CSE upon 2 " reading of Ordinance # 28, Series 2006. If there is no change to the allocation from what was understood to have been approved at 1 St reading, the CSE will not meet on December 6. • December 19: Interviews for CSE applicants at Council meeting • There will be no regular CSE meeting in December Formalize 2007 Allocations: Kicking off the discussion, Rich tenBraak complimented the Vail Lacrosse Shootout for their excellent event recap, which had been included in the packet, and remarked that it provides an excellent model for what should be expected from all of the funded events. CSE members then discussed the proposals for 2007 event funding which were presented at the meeting on October 24. Dave Chapin recused himself, and left the meeting, during all discussion regarding the Honda Session, stating that his employer is a host of one of the event's major components. Richard tenBraak, as president of the VCBA, recused himself and left the room during discussion of the Chamber's proposal to sponsor the Circus Chimera. An e-mail from Jeff Brausch was presented, stating that Highline Sports and Entertainment has not entered into any contracts with ,r Zaring/Cioffi Entertainment regarding the proposed Urban Convergence Festival at Vail. Stan Zemler /CSE Coordinator Contract: At 10:30, the event funding discussion was put on hold to allow Stan Zemler to speak to the CSE regarding the role of the CSE Coordinator and evolution of the duties associated with the position that have resulted in the transition from part time contract employee into a full time FTE of the Town. After recognizing the CSE for their efforts and stating his feeling that things were going quite well, Stan explained that this conversation is not about "Sybill," but rather the position of CSE Coordinator, and that he expects the result to take on the "look and feel of AIPP." Stating that it is not appropriate to have an appointed advisory committee oversee a Town of Vail employee, a change to the CSE ordinance will be forthcoming. He assured the CSE that they would be included in the hiring and evaluation of whoever is taking on the associated duties. Finally, in response to a question from Richard tenBraak regarding where the funding for the position would be coming from, Stan affirmed that the position would be funded outside of the CSE allocation from the Council. Discussion: 2007 Event surveys and evaluation CSE members agreed by consensus that the 2007 funds would be better spent directly supporting events. Joel Heath, speaking for Untraditional Marketing, stated that 100% of events receiving funding from the CSE should be required to submit demographic and ROI information as part of their event recap. CSE %sn Minutes: November 28, 2006 Page 2 of 6 Further discussion of the 2007 event proposals continued. The following motions were made, subject to final approval of the Town of Vail budget at 2nd reading of Ordinance #28, Series of 2006, at the Council's next meeting on December 5: $0 to Zaring/Cioffi Entertainment for the purpose of producing the Urban Convergence Festival at Vail. ➢ M/S/F: Stephen Connolly, Robert Aikens: In favor: Connolly, Aikens, Chapin Opposed: Huber, Trub, tenBraak, Stoughton. Motion fails: 4 -3. $90,000 to Mountain Games, LLC for the purpose of producing the TEVA Mountain Games as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Richard tenBraak, Scott Stoughton, Unanimous. $65,000 to the Vail Film Institute for the purpose of producing the Vail Film Festival as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Scott Stoughton, Clint Huber, Unanimous. CSE members requested that more resources be put into Front Range advertising, so as not to rely only on PR and feature articles for exposure. Also, insure that the Film Festival web -site supplies the correct link for the Town of Vail. $65,000 to Highline Sports and Entertainment for the purpose of producing Sn inP Back to Va il. as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Clint Huber, Heather Trub, All in favor except Stephen Connolly, opposed. $55,000 to Highline Sports and Entertainment for the purpose of producing Snow , Daze as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Rich tenBraak, Robert Aikens, All in favor except Stephen Connolly, opposed. $30,000 to Team Championships International for the purpose of producing the Kick - It 30 Soccer Tournament as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Scott Stoughton, Rich tenBraak, Unanimous. $50,000 to the Meadow Drive Partnership for the purpose of producing the Vail Farmer's Market, as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Robert Aikens, Scott Stoughton, Unanimous. $50,000 to Eagle Valley Events for the purpose of producing Vail America Days as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Stephen Connolly, Scott Stoughton, Unanimous. $40,000 to Highline Sports and Entertainment for the purpose of producing Gourmet on Gore, as described in the proposal presented to the CSE on October 24, with the condition that the event be held over 2 days, to be determined at the discretion of the event promoter. ➢ M/S/P: Heather Trub, Rich tenBraak, Unanimous. CSE /sn Minutes: November 28, 2006 Page 3 of 6 i $80,000 to Highline Sports and Entertainment for the purpose of producing Oktoberfest, as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Clint Huber, Heather Trub, Unanimous. $10,000 to the Vail Valley Foundation for the purpose of producing the American Ski Classic as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Scott Stoughton, Robert Aikens, Unanimous. $10,000 to King of the Mountain Volleyball for the purpose of producing the Kingo the Mountain Volleyball Tournament, as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Clint Huber, Scott Stoughton, Unanimous. $10,000 to the Taste of Vail for the purpose of supporting the Lamb Cook Off component of the Taste of Vail as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Clint Huber, Stephen Connolly, Unanimous. $17,500 to Eagle Valley Events for the purpose of producing the Vail Arts Festival, as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Scott Stoughton, Richard tenBraak, Unanimous. No support to the 1 Busker Festival as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Stephen Connolly, Clint Huber, Unanimous. No support to the Vail % Marathon as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Scott Stoughton, Robert Aikens, Unanimous. $26,000 to the Vail Valley Foundation for the purpose of producing the Honda Session described in the proposal presented to the CSE on October 24. ➢ M/S/P: Richard tenBraak, Heather Trub. Stephen Connolly opposed. Dave Chapin abstains. All others in favor: passes 5 -1 -1. $5,000 to the Vail Valley Chamber and Tourism Bureau for the purpose of producing the Vail Mardi Gras. as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Robert Aikens, Scott Stoughton, All in favor except Stephen Connolly, opposed. $10,000 to the Meadow Drive Partnership for the purpose of producing the Harvest Festival . as described in the proposal presented to the CSE on October 24 and under the condition that the Farmers' Market is included on Sunday, September 23. ➢ M/S/P: Clint Huber, Heather Trub. All in favor except Stephen Connolly, opposed. CSE members requested that, prior to the issuance of a contract, a letter of agreement addressed to the CSE from the Meadow Drive Partnership indicating their intent to produce the event received no later than January 15, 2007. CSE /sn Minutes: Novembcr 28, 2006 Pagc 4 of 6 $35,000 to Eagle Valley Events for the purpose of producing the Holidays in Vail. as described in the proposal presented to the CSE on October 24. It shall be understood that the event will focus on the 2 week time period preceding New Year's, so as to provide entertainment and activity for the largest number of guests. ➢ M/S/P: Richard tenBraak, Stephen Connolly, Unanimous. $50,000 to Resort Entertainment for the purpose of providing Ambient Summer Street Entertainment in both Vail Village and Lionshead and as described in the proposal presented to the CSE on October 24. A schedule of performance sites and times will be approved by the CSE at a future date. ➢ M/S/P: Scott Stoughton, Stephen Connolly, Unanimous. $25,000 to Zaring/Cioffi Entertainment for the purpose of producing the Urban Convergence Festival at Vail Evidence of signed contract with 2 headliner music acts and a title sponsor must be produced no later than January 15, 2007. ➢ M/S/P: Scott Stoughton, Richard tenBraak. In favor: Aikens, Stoughton, tenBraak, Huber, Trub. Opposed: Connolly and Chapin. The motion passes 5 -2. $5,000 to Inyodo Martial Arts for the purpose of producing the Vail Martial Arts Festiva l. as described in the proposal presented to the CSE on October 24 and conditioned on dates that are agreeable to both Inyodo Martial Arts and the CSE. ➢ M/S/P: Scott Stoughton, Heather Trub. All in favor except Stephen Connolly. No funding to the Vail Jazz Foundation for either the Jazz at the Market series of concerts or for the purpose of supporting the Washington Prep High School Marching Band's annual trip to Vail for the 4 of July. ➢ M/S/P: Stephen Connolly, Robert Aikens, Unanimous. $5000 to the Vail Chamber and Business Association for the purpose of supporting their sponsorship of the Circus Chimera, as described in the proposal presented to the CSE on October 24. ➢ M/S/P: Clint Huber, Robert Aikens. Stephen Connolly opposed, Rich tenBraak recused. All others in favor. Motion passes 5 -1 -1. No funding for the Italian FestiVail on account of no active presentation of this event. ➢ M/S/P: Stephen Connolly, Robert Aikens, Unanimous. Motion to allocate $3500 for office, meeting and miscellaneous business expenses related to the management of the CSE in 2007. ➢ M/S/P: Stephen Connolly, Scott Stoughton, Unanimous. Motion to support the Town of Vail Manager's recommendation to move the CSE Coordinator position from a contract position to full time FTE status under the supervision of Town of Vail management. ➢ M/S/P: Stephen Connolly, Scott Stoughton, Unanimous. CSE /sn Minutes: November 28. 2006 Page 5 of 6 Motion to approve the 2007 CSE budget as presented with the event funding allocations as approved and subject to approval of the final Town of Vail 2007 Budget by the Vail Town Council. (see attached spreadsheet for detailed overview.) r ➢ M/S/P: Richard tenBraak, Clint Huber, Unanimous. New Business: Sybill informed the CSE members that the new Code Enforcement Officer working with the Community Development Department has interpreted the sign code as allowing the display of posters for events in the windows of local businesses only as part of a Special Event exemption clause. She will follow up with Com Dev to help insure that language is included in the sign code revision that accurately reflects the outcome desired by the Town. Motion to adjourn at 1:25 p.m. ➢ M/S/P: Robert Aikens, Stephen Connolly, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator November 28, 2006 Approved b Date: �W cf7 I PP Y• Next Regular CSE Meeting: Tuesday, January 23, 2007 at 9: 00 a.m. CSEisn Minutes: November 28, 2006 Page 6 of 6 2007 CSE Budget as Conditionally Approved November 28, 2006** 2007 Town Council Allocation: $750,000 Town of Vail Payroll/Coordinator Position: $48,000 Total 2007 Funds Available: $798,000.00 Event: 2007 Dates: 2007 CSE Funds Allocated: Vail Lacrosse Shoot -out $12,500 TEVA Mountain Games May 30- Jun 3 $90,000 Vail Film Festival Mar 29- Apr 1 $65,000 Spring Back to Vail Apr 2 -15 $65,000 Snow Daze Dec 3 -16 $55,000 Kick -it 3v3 Soccer Aug 3 -5 $30,000 Farmers' Market 14 Sundays, Jun 17- Sep 16 $50,000 America Days 4-Jul $50,000 Gourmet on Gore Sep 1 -2 $40,000 Oktoberfest Sep 7 -9 & 14 -16 $80,000 American Ski Classic Mar 21- 25 $10,000 King of the Mtn Vollyball Tournament Jun 15 -17 $10,000 Taste of Vail Apr 11 -15 $10,000 Vail Arts Festival Aug 10 -12 $17,500 >1stAnnual Vail Busker Festival Aug 31- Sep 3 $0 >US Half Marathon, Vail Aug 17 -19 or 24 -26 $0 The Session Jan 11 -14 $26,000 Vail Mardi Gras Feb 18- 20 $5,000 Harvest Festival Sep 22 -23 $10,000 Holidays in Vail Dec 7 -31 $35,000 Ambient Street Entertainment 11 weeks: Jun 22- Sep 3 $50,000 >Convergence Festival Aug 22 -26 $25,000 Martial Arts Festival Aug 31- Sep 3 (dates flexible) $5,000 Jazz at the Market & Washington Prep 10 Sundays, Jun 24- Aug 25 $0 High School Band & Jul 4 Circus Chimera Aug 31- Sep 3 $5,500 >The Italian festiVail 2 -Sep $0 Total Event Allocations: $746,500 Administrative Allocations: Coordinator Salary and Benefits $48,000 Office and Meeting Expenses $3,500 Total Administrative Allocations: $51,500 TOTAL ALLOCATIONS: $798,000 "Pending Council's Approval of the 2007 TOV Budget on 2nd Reading: December 5, 2006