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HomeMy WebLinkAbout2008 CSE Minutes .t ~ MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers January 22, 2008 at 9:00 a.m. CSE Members Present: Bobby Bank Meggen Kirkham, Rayla Kundolf, Robert McKown, Scott Stoughton, Heather Trub and Chairman Dave Chapin Others Present: Amy Philltps, Kaye Ferry, Marc LaVarn, Scott Bluhm, Adam Lueck, Mia Vlaar and Sybill Navas , Chairman Dave Chapin called the meeting to order at 9:10 a.m. Administrative Items: • Town Clerk, Lorelei Donaldson, was unable to be present due to illness. Consequently the swearing in of newly appointed and re-appointed CSE members was postponed to the meeting of February 26. Sybill informed the members that a Vice-Chairman would need to be chosen at the next meeting. The two-year term of current Chairman Dave Chapin will not expire until December 31, 2008. • Motion to approve the minutes of tha meeting of November 27, 2007, as presented. ? M/S/P: Meggen Kirkham, Bobby Bank, Unanimous. Robert McKown and Rayla Kundolf recused themselves, as they had not yet been sworn in. ~ Coordinator Report: • Sybill reported that the agenda had been revised to move all of the discussions azound Snow Daze, Holidays in Vail and the praposed expansion of the early winter activities to the next meeting on account of the fact that neither Jeff Brausch or Laurie Asmussen could be available for today's meeting. • Sybill also gave an update on the status of the Special Business Promotions Permit, which had been reviewed by the CSE some months ago. The draft was presented at the most recent VCBA meeting where several issues of concern were raised, primarily by members of the retail sector. The primary concern was that too many of these permits would be issued at any given time and that the villages would take on an undesirable flea- mazket atmosphere. A task force has been put together to work through these issues and develop consensus on a final document that will be taken to the Planning Commission for their recommendation to the Town Council within the next month. Rayla Kundolf, representing the Vail Village retail community, and Bob McKnown, as a representative of the Lionshead restaurant community, agreed to participate. • CSE members were asked ta review the annual meeting schedule that was included in the packets. • Sybill suggested that the CSE members might want to subscribe to Special Event SNAPSHOTS. The SNAPSHOTS are an informational service sen# out via the town's e- services system for the purpose of providing subscribers information on upcoming ~ events. • King of the Mountain Volleyball: In response to the CSE's request at the last meeting for more information on the "Line of Credit" payment in the final budget presented by King CSE/Sn Minutes: Jan 22, 2008 Page 1 of 4 i / of the Mountain Volleyball, Sybill referred to the email from Leon Fell that was included in the packets which explained that the line of credit was utilized to carry over the organization until sponsor funds and event income became available. • Status of Tents/Canopies Purchase by Dept of Economic Development: Sybill explained that this program has been put on hold until a management strategy can be developed. The Public Works Department does not currently have staff available to provide adequate oversight of a program that would allow event producers to check the canopies in and out. • Review Status of 2008 Funding Allocations o Taste of Vail: Sybill asked the CSE to clarify whether or not their funding allocation was specific to support the Lamb Cookof£ There was consensus that the Lamb Cook-Off did not need to be specified in the contract as the recipient of the funds, but that the CSE's expectation is that it continue to be developed as an important component of the larger event. o Event contract status in light of funding allocations that were less than requested: ¦ Farmers' Market: Sybill reported that, in light of receiving the less than requested allocation, the organizers intend to shorten the schedule by eliminating the last 2 markets in September. While there was some discussion as to whether it was better to cancel markets in the fall vs. the early summer, it was noted that the VLMDAC and the VEAC have both identified the month of June as the best opportunity to increase summer revenues. In general, however, CSE members expressed that their allocation was based on a full schedule of summer markets as was presented in the proposal, and that they felt it was important to have some ~ additional discussion prior to the issuance of a contract. It was requested that this be revisited at the February meeting. ¦ Gourmet on Gore: Sybill reported that, in light of receiving less than the requested amount of funding to increase the event to three days, the intent of the organizer is to hold the event in the same format as in 2007, on Friday evening and Saturday, August 29-30. CSE members requested that this too be discussed at the February meeting. Harvest Festival Final Event Report: Amy Phillips, citing snow as a major challenge in each of the last two years, distributed an event recap and final budget on behalf of the Meadow Drive Partnership. She explained that the concept has been to extend the Fartner's Market another week into September with the addition of a harvest celebration. Referring to the earlier eonversation with respect to the Farmers' Market dates, she stated the number of vendors drops off considerably after Labor Day and that produce is not as available in late September. Colorado Stage Update/August 22-24: Scott Bluhm amd Adam Lueck, representing the Vail Valley Foundation, distributed a tentative schedule for the 3 day event and a map showing the intended route of the circuit race. This is a major road-biking event that will include the participation of world-class professional riders under UCI rules. The current event plan includes: • Friday, August 22: A 135 mile point-to-point race beginning in Breckenridge and ending in Beaver Creek. This part of the event will not touch Vail at all. They stated however, that Vail is intended to be the host site for the event. • Saturday, August 23: Circuit Race- 9 or 10 laps of 8'/2 mile loops. This race will include ~rolling road closures from the Pulis Bridge to Matterhorn Circle, but the route has een CSE/Sn Minutes: Jan 22, 2008 Page 2 of 4 ~ Sunday: August 24: Original "Coors Classic" time trial course. Individual riders will start in 2 minute intervals from the intersection of Bridge Street and Gore Creek Drive and ride to ~ the cul-de-sac on Vail Pass. The event will also include a large expo area, which has yet to be identified. Possible opportunities for a citizen component are still being discussed. The event is expected to draw about 50,000 spectators over the 3 day period, and will require around 300 volunteers. A number of Town of Vail departments have expressed some concern over the juxtaposition of the Farmers' Market and a major international event on Sunday and the accompanying access, parking and traffic issues that will need to be addressed. Adam and Scott both stated that the two events can benefit from each other and that the interface of the two events is feasible, but will present some challenges. These have been identified as follows: • Location and placement of market vendors with respect to the "pits" (bicycle technical support area and warm-up location) which is intended to be located on the International Bridge • Coordination of delivery and set-up • Parking Discussion: of issues related to possible changes to the CSE's Strategic Plan and/or recommendations to the Town Council for changes to the portion of the Town Code that refer to the Commission on Special Events. Does the CSE wish to pursue an in-depth discussion on the following issues which were raised at the CSE meeting on November 27, 2007: • Review Mission Statement and develop recommendations to Council for possible code changes ~ • Discuss how and when the CSE formulates its Strategic Plan: the current plan is approved through 2009. Does the CSE feel there is a need for revisions at this time? • Film Festival: Should this event be recommended to cou.ncil as Culturally Designated? • Procedure for additional event allocations in 2008, if money is available. Bobby Bank and Scott Stoughton began the discussion by commenting that they would like to have more feedback from the Town Council with respect to the parameters that the CSE should be considering when making their funding allocations: • Iconic Events: How should the CSE accommodate these large allocations within their budget? • Culturally Designated Events: what should the process be for funding these events? Should the Film Festival be moved into this category? • How should the CSE be aligned with the VLMD? • Should the CSE be given responsibility for all event funding? Sybill was asked to request a work session with the Council in order to gain a better understanding of the direction they would like to see the CSE take. It was agreed by consensus that a committee should be formed after that discussion to review the Strategic Plan in light of the input received. Direction was given to provide time at the February meeting to identify issues for discussion with the council and what responsibilities might be shifted to the CSE. New Business: ~ • Scott Stoughton expressed that the CSE could do a better job of communicating with the local businesses regarding how they feel about specific events and asked what measures CSE/Sn Minutes: Jan 22, 2008 Page 3 of 4 w r could be taken to develop a better understanding of which events provide the greatest value to the community. Kaye Ferry stated that she does her best to represent the interests of the business community, but added that it is important to acknowledge that not every event benefits everyone. Sybill added that the Special Event SNAPSHOTS were designed to inform the businesses about upcoming events. Also, several meetings were held in the last year with the Lionshead merchants, encouraging them to come up with a list of activities and events that they felt would serve their interests best, which resulted in the unified event proposals that came from the Lionshead Merchant Group. It was agreed to schedule time for public input on the April agenda and to encourage members of the conununity to express their opinions with respect to the current event calendar, as well as to make suggestions for what could be improved. • Rayla Kundolf stated that she would like to discuss opportunities for sponsorship development. Time will be set aside for this topic at the February meeting and Sybill will ask Vail Economic Development Manager, Kelli McDonald, to bring her expertise to the discussion. Motion to adjourn at 10:50 a.m. ? M/SlP: Scott Stoughton, Meggen Kirkham, Unanimous. Minutes taken and submitted by ~ Sybill R. Navas, CSE Coordinator January 22, 2008 , ~ ~ Approved by Date: )I - ve 1hapin, CSE Chairman Next Regular CSE Meeting: Tuesday, February 26, 2008 @ 9:00am ~ CSE/Sn Minutes: Jan 22, 2008 Page 4 of 4 J MINUTES: ~ Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers February 26, 2008 at 9:00 a.m. CSE Members Present: Bob McKown, Heather Trub, Scott Stoughton, Rayla Kundolf, Bobby Bank Meggen Kirkham (@ 9:1 Dam) and Chairman Dave Chapin CSE Members Absent: Others Present: Lorelei Donaldson, Matt Mire, Kelli McDonald, Leonard Sandoval, Rick Scalpello, Marty Stewart, Jef, f Brausch, Amy Hornyak, Mark Santini, Joel Rabinowitz, Laurie Asmussen, Kaye Ferry and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: • Town Clerk, Lorelei Donaldson swore in the newly appointed and reappointed CSE members: Rayla Kundolf, Robert McKown, Bobby Bank and Scott Stoughton, whose terms wili expire at the end of December 2009. • Motion to elect Scott Stoughton as Vice-Chairman of the CSE M/S/P: Bobby Bank, Robert McKown, Unanimous • Motion to approve the minutes of the meeting of January 22, 2008, as presented. M/S/P: Scott Stoughton, Rayla Kundolf, Unanimous • CSE members reviewed the current budget and contract status, and no issues were ~ identified. • Sybill reported that the Town Council at their meeting on Tuesday, February 19 approved the new Special Business Promotion Permit. CIRSA Guidelines Presentation to the CSE: Town Attorney, Matt Mire, distributed handouts entitled the "Legal and Practical Issues in Quasi-Judicial Proceedings" and explained the definitions of ex parte communications, conflicts of interest and bias/prejudice as they pertain to CSE members. CIRSA provides errors and omissions insurance for Board members' except when a member operates outside the scope of their appointed office, when they would be exposed to personal liability. Matt stressed the importance of making defensible findings, following a defined procedure and making all decisions in the forum of the public meeting. Discussion of Issues in CSg ~Vnding Contracts: Kick-It 3v3 Soccer Tournament: Would the CSE accept moving part of the tournament to the Eagle-Vail Soccer Field to alleviate some of the pressure on Ford Park? Joel Rabinowitz, representing the VRD, explained that this tournament has grown so large that it might make sense to suggest to Team Championships that they move some of the games to the Eagle-Vail fields. Ford Park is heavily used on that weekend, with the Dance Festival and the Colorado Clay Court Tennis Championships going on at the same time, and utilizing an additional venue might help to reduce parking and traffic impacts and provide a more positive experience for all participants if some of the activities could be spread out. The tournament itself has found it ~ difficult to complete all of the games within the time restrictions that require play to be completed by 6pm on account of the Dance Festival and on account of thunderstorm interruptions often occur at this time of year. Sybill added that there have been discussions with CSE/sn Minutes: February 26, 2008 Page 1 of 4 ~ the event producer regarding the use of additional fields, but that none of the alternatives within the Town of Vail provide adequate space. Additionally, there has also been discussion of beginning earlier in the day on Friday and possibly moving registration to Thursday, although ~ Team Championships has not committed to any of these measures. The CSE agreed by consensus to encourage the other alternatives that were discussed and added that it would be OK to offer the Eagle-Vail venue as an adjunct site, as long as all the final games would be played in Vail. Vail Farmers' Market: Meadow Drive Partnership requested $80,000 in CSE funds for the Farmers' Market, and received an allocation of $54,175. On account of the allocation being significantly less than what was requested, Rick Scalpello is requesting that the CSE approve the market dates to be the 13 Sundays from June 15- September 7, rather than continuing until September 21, as was presented in their original proposal. Rick stated that the market is the single largest event in Vail, the largest market in the state and that the cost to the CSE per market is considerably less than other events, at $4,200 per day. ExSlaining that the Harvest Festival, which did not seek CSE funding in 2008, was held on the 3 Sunday in September, the "real" loss is only one Sunday. He added that they have redone their budget and are looking at loss of $9,000 with the proposed schedule in spite of the extreme efficiency with which the event is run, and that they are not willing to lose more. Also, he explained that availability of produce is less and vendors begin to drop out in September. Bobby Bank suggested that, given the success of the market, it should not be difficult to develop sponsorships. Rick closed by stating that he will be stepping down next year, and that the market will be faced with the reality of needing additional funds to hire both a director and find sponsors as the cost of producing the event increases. ? Motion to approve the funding of $54,175 to the Farmers' Market, for 13 Sundays from June 15- September 7, 2008. M/S/P: Scott Stoughton, Rayla Kundolf, Unanimous. ~ Gourmet on Gore: Highline Sports requested $75,000 for this event. The CSE allocated $44,325. As a result, Highline Sports would like to hold the event on Friday evening and Saturday, Aug. 29 and 30, and cut the Sunday, August 31 expansion date that was included in the original proposal. Jeff Brausch explained that they were encouraged to increase the number of days from 2 to 3 by the wineries that have participated, and that since sponsorships have been coming in, he believes that they "probably" can do a three-day event, but do not feel comfortable with that commitment at this time. ? Motion to approve $44,325 funding for Gourmet on Gore as a two-day event, Friday evening and Saturday, August 29-30, 2008, if sponsorships are not adequate to support a three-day event. M/S/P: Bobby Bank, Heather Trub, Unanimous. Snow Daze Recap and Final Event Report: Citing the event as a major success in its 2nd yeaT', Jeff Brausch distributed a recap final event budget. Estimated attendance was 20,000, with incremental room nights estimated at 38,500, total incremental spending estimated at $16,080,000, representing additional TOV tax receipts at $643,200, for a Town of Vail ROI of over 1000%. Noting criticisms that the event budget and funding had increased, but the length had been shortened from two weekends to one, Scott asked Jeff to explain the rationale behind the revised schedule. Jeff explained that the full two-week schedule diluted the energy of the whole and placed extraordinary demands on staff. He noted that the concert and activity schedule had actually been augmented, but that they would be willing to consider a 10-day schedule that would incorporate two weekends. Kaye Ferry expressed her distress that Highline Sports had committed to incorporate the "Dine Around" component this year, but that it had not materialized. Citing a strong interest in CSE/sn Minutes: February 26, 2008 Page 2 of 4 ~ participation from the restaurant community, ideal timing and the historical success of the promotion, she requested a commitment to include it in next year's event. CSE members suggested that it might be most appropriately included in the proposed "Winterfest" schedule. Holidays i n Vail RecaP and Final Event Report: Laurie Asmussen distributed a post-event ~ review and final budget and described it, in contrast to Snow Daze, as a family and commwvty oriented event. She added that the challenge for this year will be how to incorporate a lst Night celebration within the limited budget. Referring to the confusion on the part of several of the Lionshead merchants with respect t' of the dob tsurrounding hehaim ng of thenot been a plan for a tree lighting m Lionshead beaue completion of Arrabelle and the construction in the mall. "Vail Winterfest," An Expansion of the Holidays in Vail: Kelli McDonald updated the CSE on the formation of a task force, at the direction of the VEAC, that has been charged with developing an expanded slate of activities and associated marketing efforts to stimulate business in Vail from Thanksgiving through New Year's. She explained that the extended time frame is designed to expand and enhance the holiday activities, but that, on account of limited funding, the marketing would be focused on December 1-15. Noting a real opportunity to "own" this time frame, as there is nothing similar in other communities, the CSE was asked to review the current plan, suggest additional activities that might be incorporated and to forwazd a recommendation to the Town Council for approval of a supplemental allocation that would enable the project move forward in 2008. Suggestions included the addition of a tree lighting in Lionshead as part of Snow Daze, working with AIPP on creating an event around Ice Sculptures and perhaps including a contest component. Additionally, the Police Department has an interest in promoting a family friendly, alcohol free lst Night Celebration. In reality, the cost could be anywhere from $04500,000 and the task force is working with VRI and looking at several funding options. Jeff Brausch and Laurie Asmussen explained that they have met in the last few weeks to discuss what roles their respective events will play in the new proposal and what additional components might be included in each. Both spoke in support of the concept and Laurie added that it will be important to identify opportunities for those businesses that want to be involved. While cautioning that the "Snow Daze" identity not be compromised, CSE members enthusiastically endorsed the concept and Sybill was directed to draft a letter of recommendation for support from the CSE to the Town Councii. Meggen Kirkham suggested that the task force should research Queenstown, New Zealand, which plays host to a"huge" Winterfest. Sponsorship Development: Mark Santini, Account Director with Highline Sports and Entertairunent, gave a presentation to the CSE focusing on the following: • Benefits to the community of a large event that has multiple sponsors and provides opportunity to leverage public dollars to a high degree. • Opportunities to develop sponsorships that would lessen the reliance of public funding for start-up events. Bobby Bank asked, "How do we transition an event from $50,000 in year one, to $5,000 in year 37 Mark responded that the CSE should establish goals and parameters and then tie the event producers to specific benchmarks. Bobby then asked, " How do we get local events to seek sponsorships elsewhere?" This sparked the discussion of developing a"sponsorship seminar" for smaller event producers. A ~ list of events could be developed that might be matched up with a list of potential sponsorships. Meggen Kirkham suggested including the Town's and VRI's strategic partners in the dialogue. CSE/sn Minutes: February 26, 2008 Page 3 of 4 ~ ~ Identification of Topics for Discussion with the Town Council: At last month's CSE meeting, the members requested time to identify topics on which they would like to have feedback from ~ the Town Council. Coincidentally, at their retreat in January the Town Council expressed their desire to have discussions with each of the town boards and commissions. It is likely that this meeting will be scheduled as a joint discussion including the VLMDAC early in April. Possible topics for inclusion: • Challenges presented by the timing of budgets: The CSE has to prepare it's budget for Council prior to knowing what the opportunities for the coming year will be. • Is there a point at which an event becomes "iconic," and, on account of the large impact on the CSE's budget, moves to the category of Council Contributions? • Add events to the "Culturally designated" list or, conversely, • Should all of the Town's Special Event Funding be moved to the CSE for their oversight? • Should the CSE be providing "seed" money to support the start-up period of a new event, or maintain a"sponsorship" role established events? • How does the CSE maintain the current event calendar AND develop and attract new events without more significant budget increases? • Should we handle the mandated events differently: i.e. America Days, Holidays in Vail etc. In Iight of the lack of time remaining for discussion, it was decided to postpone this discussion to the CSE's March meeting. Kelli McDonald offered to research the minutes of past Council meetings for the mention of any guidance that the council may have provided to the CSE over the last couple of years. New Business: No new business was discussed. ~ Motion to Adjourn at 11:55 a.m. M/S/P: Robert McKown, Rayla Kundolf, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coord4ai February 26, 2008, 08 ed by Date: ' Approv Da Chapin~ CSE/sn Minutes: February 26, 2008 Page 4 of 4 r rMINUTES: ~ Town of Vail: Commission on Special Events MeetinE Vail Town Council Chambers March 25, 2008 at 9:00 a.m. CSE Members Present: Bobby Bank Meggen Kirkham, Rayla Kundolf, Robert McKown, Scott Stoughton, Heather Trub and Chairman Dave Chapin Others Present: Joe Blair, JeffBrausch, Kelli McDonald, Pam Brandmeyer and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: o Motion to approve the minutes of the CSE meeting of February 26, 2008, as presented. M/S/P: Robert McKown, Rayla Kundolf, Unanimous o CSE members reviewed the current financial and contract status. No issues were identified. o Coordinator Report ¦ Sybill reported that the first Special Business Promotions Permit (SBPP) had been filed by VRI for a"special announcement, " the content of which has not yet been disclosed. • Set date for joint meeting between the Council, the VLIVIDAC and the CSE: May 6 or 20? During discussion, it was determined that there would not be enough CSE ~ members present at the April CSE meeting to have a quorum. It was therefore decided to cancel the April CSE meeting. CSE members expressed their preference that the joint meeting with the VLMDAC and the Council be held on May 20. It was further decided to move the May CSE meeting to the morning of May 20. ¦ Kick- It 30 Soccer Tournament update: The Special Event Permit Application for this event has been submitted. The tournament will be held in its entirety in Ford Park as in previous years. ¦ Vail Pass Bike Path/CDOT project update: CDOT will be removing sand from the "Basin of Last Resort, " a sediment pond located about 3/ of a mile up the hill from the gate just east of the Gore Creek Campground, beginning on August 15. Trucks will be moving the sand to the "sand storage " area adjacent to the Bald Mountain Road neighborhood. The project is expected to be completed by October 1. They have committed to keeping at least one lane of the Vail Pass Bike Path open to bicycles and will accoramodate the needs of the bike events scheduled within that time frame. ¦ "Winterfest" update: Sybill reported that meetings have been held between Susie Tjossem, Director of the Ski Museum, Jeff Brausch and Laurie Asmussen with respect to identifying specific events and activities that might be added to the existing slate of events in the time period between Thanksgiving arrd New Year's. The next step widl be to identify which producers will manage which components and to pursue potential funding opportunities. Final Event Report: Carnivail ~ Jeff Brausch distributed a recap of the event which focused on the growth of the event over the last 3 years and which highlighted the overall success of this year's event, as evidenced by the following highlights: CSE/sn Minutes: 3/26/2008 Page 1 of 3 i / ¦ An estimated 10,000 attendees celebrated Mazdi Gras, Vail style. ¦ Successful marketing and PR campaigns that generated over $ l 00K in advertising value and millions of impressions. ~ ¦ Media included television, radio, print, new media and more. ¦ Strong sponsorship for the event- with room to grow. Sponsors included Vail Mountain, Town of Vail, Aquafina, Coors Light, Captain Morgan, Volvo, Verizon and Outside Magazine. ¦ The Pride of New Orleans: Henry Butler brought down the house. ¦ In-town events including Fat Tuesda.y Parade featuring the Lawn Chair Drill Team, Vail Street Party and the popular Mask-erade party at Arrabelle. ¦ On-mountain events including the World's Highest Low Country Crawfish Boil and the funky tunes of Little Hercules. Dave Chapin commented that he was pleasantly surprised at the level of family participation and the overall excitement generated by this year's event. Rayla Kundolf added that she noticed that many people had come from out of town and that it was developing into a destination event. Jeff agreed, adding that the level of sponsorship had jumped up a notch and that they were now in an excellent place to continue to build from. Bob McKown asked if there were any plans to extend the pazade. Jeff replied that they hoped to include Meadow Drive next year, but tha.t the strength was not yet there to begin in Lionshead. Meeting W/Council: Identify discussion topics This item was moved forward from last month's CSE agenda to a11ow staff to research any direction given by the Town Council over the last 2 years, and to allow adequate time for discussion. At the January CSE meeting, the members requested time to identify topics on which they ~ would like to have feedback from the Town Council. Coincidentally, at their retreat in January the Town Council expressed their desire to have discussions with each of the town boards and commissions. It is likely that this meeting will be scheduled as a joint discussion including the VLMDAC eazly in April. Possible topics for inclusion: • Challenges presented by the timing of budgets: The CSE has to prepare it's budget for Council prior to knowing what the opportunities for the coming year will be. • Is there a point at which an event becomes "iconic," and, on account of the large impact on the CSE's budget, moves to the category of Council Contributions? • Add events to the "Culturally designated" list or, conversely, • Should all of the Town's Special Event Funding be moved to the CSE for their oversight? • Should the CSE be providing "seed" money to support the start-up period of a new event, or maintain a"sponsorship" role established events? • How does the CSE maintain the current event calendar AND develop and attract new events without more significant budget increases? • Should we handle the mandated events differently: i.e. America Days, Holidays in Vail etc. Discussion: Minutes of council meetings gathered from the last several years that included reference to special events were included in the packets, but it was noted that very little direction from the council was evident. Dave Chapin stated that the subject of whether the CSE should be providing seed money or playing a sponsorship role was an important one on which to get direction from the Council. Bobby Bank added that some events get a huge portion of the CSE's budget, and that in his opinion; support for these events should be decreased, not increased. He r questioned how the CSE could continue, particularly when increasingly larger portions of their budget were committed to maintaining the existing event calendar. Bobby also identified as CSE/sn Minutes: 3/26/2008 Page 2 of 3 ~ / important coordination with the Town of Yail with respect to in-kind services and how to better coordinate with the VLMD. Kelli McDonald noted that, as an event becomes ever larger, the Town of Vail's contribution may remain the same number, but is an ever-smaller part of the total event budget- an illustration of the event's success. Additional discussion topics included: • How can the CSE and the VLMDAC work together with more synergy and what are the areas where they might collaborate? ¦ Which events are "mandated " by the communiry or the council and how does that impact the CSE's budget? ¦ What constitutes an "iconic" event? ¦ Should we be soliciting new evens? If so, where do the funds come from? ¦ Direction on 2009 Budget request: given the direction from the Town Manager to remain within the general increase of 2-3% how are new events or "special opportunities" going to be developed? ¦ Identify events that might be moved into the "culturally designated " category and be funded by the council. It was noted that these events do not receive the level of oversight and accountability that the CSE requires of the events that they fund. Rayla suggested that the CSE might develop a class on the development of sponsorships, particularly for the producers of smaller events. CSE members agreed that this would be a valuable activity. New Business: Kelli McDonald updated the CSE members on the ongoing efforts of the Special Event Improvement Process, which have included incorporating special event review into the core responsibilities of the Town's departments. She distributed a handout which illustrated how ~ the Vision, Mission and Values of the Town of Vail and the Event Review Committee (ERC) have been meshed, and asked that the CSE adopt the same values as the ERC, Integrity- Collaboration-Accountability-Respect, and weave them into the funding criteria- so that commitment will be forthcoming from both the Town's side and the Event producers. Kelli then distributed a calendar illustrating how the event schedule is aligned with the marketing program. Motion to adjourn at 10:30 a.m. M/S/P: Robert McKown, Rayla Kundolf, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator March 25, 2008 ~ APProve 6._)0,09 r ~ Dave Cha.pin, CSE Chairm Date ~ CSE/sn Minutes: 3/26/2008 Page 3 of 3 ~ ~ MINUTES: ~ Town of Vail: Commission on Saecial Events Meeting Vail Town Council Chambers Tuesday, May 20, 2008 at 9:00 a.m. CSE Members Present.• Bobby Bank, Rayla Kundolf, Bob McKown, Scott Stoughton, Heather Trub and Chairman Dave Chapin CSE Member Absent: Meggen Kirkham Others Present: Kelli McDonald, Michael Imhof, Rick Scalpello, Pam Brandmeyer and Sybill Navas Joint Meeting with TOV Council and VLMDAC @ 1:15 p.m. AGENDA: Chairman Dave Chapin called the meeting to order at 9:00 a.m. Administrative Items: ? Motion to approve the minutes of the meeting of March 25, 2008, as presented. M/S/P: Scott Stoughton, Bob McKown, Unanimous • Financial Report: CSE members reviewed the financial spreadsheet, and were informed that a11 payments and contracts aze on schedule. No issues were raised. • Coordinator Report: ~ o"The ERC's ERC" aka KEvent Review Committee Event Report Card:" Sybill explained that this is an addition to the Special Event Permit appraval process which is intended to allow both the ERC members, consisting of TOV staff from each department, and the Event producer the opportunity to share their feedback on both the process and the event's compliance and is another step towards improving and streamlining the overall event review procedure. o The Colorado Grand has submitted their Special Event Permit application, but it varies considerably from the event proposal that was reviewed and funded by the CSE last fall. Sarah Franke and Brian Nolan will follow up with the Colorado Grand to clarify the event format and Sybill will defer the CSE's Release of Funds agreement pending the outcome of the discussion. o Farmers Market/Co Stage Update: Sybill reported that the town staff had recommended that the Farmers' Market be cancelled on Sunday, August 24 in light of the expected challenges that will accampany the bicycle race. The concerns cited include traffic management, pazking, access to the villages and pedestrian safety. The Town Council denied the staff recommendation based on the established history of the market, and directed that the staff work with the Vail Valley Foundation and the Farmers' Market to insure both events would run smoothly. ~ CSE/sn Minutes: 5/20/2008 Page 1 of 4 f~ o Taste of VaiVFilm Festiv$1 Scheduling Update: Sybill informed the CSE that these events have been unable to reach a compromise on the scheduling of next yeaz's dates and have both scheduled their events for the first weekend in April. ~ The Film Festival has remained on the same weekend throughout their 5-yeaz history, per the CSE's direction as a condition of their funding. The Taste of Vail historically adjusts their schedule so as not to fa11 on the same weekend as Easter- a situation which compromises the ability of restaurants to participate since Holy Week is traditionally a very busy time. However, the feedback from a11 sources has indicated the community's strong preference that the two events not fall on the same weekend for the following reasons: • Both events appeal to a similaz demographic- people were frustrated that they could not fully enjoy both events • Public dollars spent to sponsor these events are not spread out to provide maximum benefit to the economic vitality of the community. • Community resources are taxed: ¦ Pool of volunteers ¦ Hotel facilities: Requests for comped rooms and Ballroom spaces ¦ VRI: On mountain event support ¦ Participation of restaurants The only "control" that the CSE has to affect this decision is to withhold public funding or use of the Right-of-Way for event set-up. Both event producers aze scheduled to present their fma1 event reports to the CSE at the July meeting and Sybill suggested that this would be an appropriate time to weigh in on this issue. o uWinterfest" Status: At the recommendation of the Town Manager's office, it was decided not to seek mid-year funding to move forwazd in 2008 with the proposed enhancements to Snow Daze or Holidays in Vail, since it would not be considered to be a newly conceived "special opportunity," Both events will likely request additional funding from the CSE in 2009. The Ski Museum however, has decided to submit a mid-yeaz funding request to the council to launch the Tannenbaum Festival in November of 2008. The Festival hopes to enhance the holiday atmosphere in the villages by encouraging the business community to decorate their premises for the holidays and to participate in the sale of decorated trees as a fundraiser for the museum. Final Event Report: The Session/Michael Imhof, representing the Vail Valley Foundation, began his comments by reminding the CSE that the decision date for the bid to acquire the 2013 World Alpine Ski Championships for VaiUBeaver Creek is Thursda.y, May 29 and that the results of the voting would be web-cast live. Michael then distributed an event "Summary" of The Session, noting that there were a number of operational issues- not the least of which was the fact that Vail Pass was closed a number of times on Friday, resulting in less than hoped for attendance on that day, but which came back on Saturday. He commented on the difference from other VVF events in that the appeal is to a younger, less affluent demographic with strong attendance coming from across Eagle and Summit Counties, and that the WF has put in a good deal of effort to develop a family friendly focus. From a media perspective, Michael stated that in lieu of the major network production, which provided only a one-shot deal, the event's live web-cast format provided a high level of excitement throughout the event. Additional media exposure included a specially produced 1 hour HD telecast airing on RUSH HD US and International, an International only telecast airing CSE/sn Minutes: 5/20/2008 Page 2 of 4 ~ ) ~on ESPN International, a 24 minute Session show airing in Central Europe and the Pacific Rim via Quattro Media, a one hour telecast broadcast distributed via National Network Syndication and a 30 second Vail Resorts Commercial aired in the final US telecast. ~ Michael also explained the financial impact numbers aze lower than in 2007 and that sponsor sales have been more difficult this yeaz. Looking to the future, he stated his confidence that they aze very close to resigning both Honda and Anheuser Busch as continued partners. In answer to complaints that had been forwarded by the Police Dept. particularly with respect to over-service issues, Michael explained that they would be implementing a number of measures to mitigate this in the future, including bag checks, more security, VIP credential checks and a possible "dry" azea outside of the VIP tent. Scott Stoughton remarked that these types of issues come along with very event that attracts a younger demographic- that young people come to town to have fun and drinking is the accompaniment. Citing the importance of attracting the "best" riders in order to attract attendance, viewers and web- interest, Michael confirmed that the event would remain positioned one week after the X-Games. Dave Chapin asked how they might attract and better capitalize on the strong string of local women riders. Michael responded that they continue to struggle with the male/female equity in the design of the course, particulazly where the slopestyle event is concerned, as the event venue is too lazge for the female riders to safely compete. In conclusion, CSE members requested a more formal budget accounting and ROI estimate based on the Town's sponsorship dollars. Final Event Report: Spring Back to VaiURescheduled to June 24 due to a last minute conflict for Jeff Brausch. Ambient Street Entertainment: Sybill explained that Diane Moudy was unable to attend the meeting today due to a previously scheduled commitment, but that the proposed schedule remains nearly the same as last yeaz's program: o Fridays from 3- 7pm @ Slifer Plaza in Vail Village aad Sundial Plaza in LionsHead. o Saturdays from 1- Spm: Slifer Plaza in Vail Village and Sundial Plaza in LionsHead o Sundays from 11 am- 3pm: Gore Creek Promenade in Vail Village and Sundial Plaza in LionsHead. o Buskers will be strolling in both Lionshead and Vail Village during all scheduled times. One entertainer will start in each village and will switch to perform in each village each day. She added that last year the LionsHead site was moved closer to the east entrance of the ma11 in response to the construction impacts and that they would monitor the audience response and consider moving it again this yeaz if it appears that few people aze stopping to listen in the Sundial Plaza azea. Resort Entertainment will again work closely with the event producers at times when there are events in the same area to insure that the street entertainment will provide a compliment to the activity. Following brief discussion, CSE members approved the schedule as presented. Dave Chapin noted that some sites, particularly Seibert Circle, had proved to be problematic in the past, but that Resort-Events has done an excellent job of remaining flexible and moving the entertainment sites to alterna.te locations when there have been complaints from neighboring businesses. Rayla Kundolf suggested that the businesses along Meadow Drive would welcome the entertainment in the Vail Village Inn Plaza, as it provides an excellent site ~ during the Fazmers' Markets. CSE/sn Minutes: 5l20/2008 Page 3 of 4 t CSE 2009 Budget Request: Sybill informed the CSE members that the Finance Department and the Town Manager's office will be recommending an increase of between 2.5-3% for all TOV Depaztment budgets, and recommended that the CSE present a budget that would be consistent with this increase. Rick Scalpello offered his opinion that the CSE is not a"department," but ~ rather a"commission," and therefore should be able to request any amount that can be justified. Pam Brandmeyer noted tha.t the 2009 funding requests for the World-Cup Climbing and the Colorado Stage will not be known until after the deadline for Council Contributions, and that these numbers should be added to the CSE's budget if they aze to continue. Several CSE members expressed the desire to have the council weigh in on some of the questions that continually arise, such as whether to continue ever increasing funding major events such as the TEVA Games versus bringing on new events and should the "mandated" community events such as America Days and Holidays in Vail be moved into the "culturally designated" group and be funded by the council. Realizing that the time allotted for the conversation with the Council and the VLNIDAC this afternoon would be inadequa.te to address the CSE's particulaz concerns, it was decided to request an additional meeting with the council on June 3, in order to gain their , feedback prior to the CSE's budget deadline. Review agenda for afternoon meeting w/Council and the VLMDAC: Kelli McDonald reviewed the proposed agenda and explained that the focus of the conversation is to communicate to the council how the VLMDAC and the CSE aze aligned with respect to dollars spent and target market CSE members requested that a handout be prepared for tlus aftemoon's discussion that identify the issues on which they aze seeking input. New Business: In light of the email comments received from Cooter Overcash, in which he articulated his concerns that the advertising for the Kottonmouth Kings concert inappropriately encouraged young teenagers to attend, CSE members discussed what level of CSE oversight is ~ appropriate with respect to the booking of specific acts and/or advertising content. Scott Stoughton remazked that it should be easy to provide feedback to promoters as to what type of demographic is the intended market. Motion to adjourn at 10:50 a.m. M/S/P: Scott Stoughton, Bob McKown, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator May 20, 2008 tr-- Approved by G°`~ ~ ~ ~ Z-) (p S I Dav i n, CSE Chairman - f t c,t i Ns D a t e S1- oii STi70 r~ Next Regular CSE Meeting: . Tuesday, June 24, 2008 @ 9:00am ~ CSE/sn Minutes: 5/20/2008 Page 4 of 4 ~ MINUTES: - Town of Vail: Commission on S,pecial Events Meeting Vail Town Council Chambers Tuesday, May 20, 2008 at 9:00 a.m. CSE Members Present: Bobby Bank Rayla Kundolf, Bob McKown, Scott Stoughton, Heather Trub and Chairman Dave Chapin CSEMemberAbsent: Meggen Kirkham Others Present: Kelli McDonald, Michael Imhof, Rick Scalpello, Pam Brandmeyer and Sybill Navas Joint Meeting with TOV Council and VLMDAC @ 1:15 p.m. AGENDA: Chairman Dave Chapin called the meeting to order at 9:00 a.m. Administrative Items: ? Motion to approve the minutes of the meeting of March 25, 2008, as presented. M/S/P: Scott Stoughton, Bob McKown, Unanimous • Financial Report: CSE members reviewed the financial spreadsheet, and were informed that a11 payments and contracts are on schedule. No issues were raised. • Coordinator Report: o"The ERC's ERC" aka "Event Review Committee Event Report Card:" Sybill explained that this is an addition to the Special Event Permit approval process which is intended to allow both the ERC members, consisting of TOV staff from each department, and the Event producer the opportunity to share their feedback on both the process and the event's compliance and is another step towards improving and streamlining the overall event review procedure. o The Colorado Grand has submitted their Special Event Permit application, but it varies considerably from the event proposal that was reviewed and funded by the CSE last fall. Sarah Franke and Brian Nolan will follow up with the Colorado Grand to clarify the event format and Sybill will defer the CSE's Release of Funds agreement pending the outcome of the discussion. o Farmers Market/Co Stage Update: Sybill reported that the town staff had recommended that the Farmers' Market be cancelled on Sunday, August 24 in light of the expected challenges that will accompany the bicycle race. The concerns cited include traffic management, parking, access to the villages and pedestrian safety. The Town Council denied the staff recommendation based on the established history of the market, and directed that the staff work with the Vail Va11ey Foundation and the Farmers' Market to insure both events would run smoothly. CSE/sn Minutes: 5/20/2008 Page 1 of 4 o Taste of Vail/Film Festival Scheduling Update: Sybill informed the CSE that these events have been unable to reach a compromise on the scheduling of next year's dates and have both scheduled their events for the first weekend in April. The Film Festival has rernained on the same weekend throughout their 5-year history, per the CSE's direction as a condition of their funding. The Taste of Vail historically adjusts their schedule so as not to fall on the same weekend as Easter- a situation which compromises the ability of restaurants to participate since Holy Week is traditionally a very busy time. However, the feedback from all sources has indicated the community's strong preference that the two events not fa11 on the same weekend for the following reasons: • Both events appeal to a similar demographic- people were frustrated that they could not fully enjoy both events • Public dollars spent to sponsor these events are not spread out to provide , maximum benefit to the economic vitality of the community. • Community resources are taxed: ¦ Pool of volunteers ¦ Hotel facilities: Requests for comped rooms and Ballroom spaces ¦ VRI: On mounta.in event support ¦ Participation of restaurants The only "control" that the CSE has to affect this decision is to withhold public funding or use of the Right-of-Way for event set-up. Both event producers are scheduled to present their final event reports to the CSE at the July meeting and Sybill suggested that this would be an appropriate time to weigh in on this issue. o"Winterfest" Status: At the recommendation of the Town Manager's office, it was decided not to seek mid-year funding to move forward in 2008 with the proposed enhancements to Snow Daze or Holidays in Vail, since it would not be considered to be a newly conceived "special opportunity." Both events will likely request additional funding from the CSE in 2009. The Ski Museum however, has decided to submit a mid-year funding request to the council to launch the Tannenbaum Festival in November of 2008. The Festival hopes to enhance the holiday atmosphere in the villages by encouraging the business community to decorate their premises for the holidays and to participate in the sale of decorated trees as a fundraiser for the museum. Final Event Report: The Session/Michael Imhof, representing the Vail Valley Foundation, began his comments by reminding the CSE that the decision date for the bid to acquire the 2013 World Alpine Ski Championships for VailBeaver Creek is Thursday, May 29 and that the results of the voting would be web-cast live. Michael then distributed an event "Summary" of The Session, noting that there were a number of operational issues- not the least of which was the fact that Vail Pass was closed a number of times on Friday, resulting in less than hoped for attendance on that day, but which came back on Saturday. He commented on the difference from other VVF events in that the appeal is to a younger, less affluent demographic with strong attendance coming from across Eagle and Summit Counties, and that the WF has put in a good deal of efFort to develop a family friendly focus. From a media perspective, Michael stated that in lieu of the major network production, which provided only a one-shot deal, the event's live web-cast format provided a high level of excitement throughout the event. Additional media exposure included a specially produced 1 hour HD telecast airing on RUSH HD US and International, an International only telecast airing CSE/sn Minutes: 5/20/2008 Page 2 of 4 on ESPN International, a 24 minute Session show airing in Central Europe and the Pacific Rim via Quattro Media, a one hour telecast broadcast distributed via National Network Syndication and a 30 second Vail Resorts Commercial aired in the final US telecast. Michael also explained the financial impact numbers are lower than in 2007 and that sponsor sales have been more diff cult this year. Looking to the future, he stated his confidence that they are very close to resigning both Honda and Anheuser Busch as continued partners. In answer to complaints that had been forwarded by the Police Dept. particularly with respect to over-service issues, Michael explained that they would be implementing a number of measures to mitigate this in the future, including bag checks, more security, VIP credential checks and a possible "dry" area outside of the VIP tent. Scott Stoughton remarked that these types of issues come along with very event that attracts a younger demographic- that young people come to town to have fun and drinking is the accompaniment. Citing the importance of attracting the "best" riders in order to attract attendance, viewers and web- interest, Michael confirmed that the event would remain positioned one week after the X-Games. Dave Chapin asked how they might attract and better capitalize on the strong string of local women riders. Michael responded that they continue to struggle with the male/female equity in the design of the course, particularly where the slopestyle event is concerned, as the event venue is too large for the female riders to safely compete. In conclusion, CSE members requested a more formal budget accounting and ROI estimate based on the Town's sponsorship dollars. Final Event Report: Spring Back to VaiVRescheduled to June 24 due to a last minute conflict for Jeff Brausch. Ambient Street Entertainment: Sybill explained that Diane Moudy was unable to attend the meeting today due to a previously scheduled commitment, but that the proposed schedule remains nearly the same as last year's program: o Fridays from 3- 7pm @ Slifer Plaza in Vail Village and Sundial Plaza in LionsHead. o Saturdays from 1- Spm: Slifer Plaza in Vail Village and Sundial Plaza in LionsHead o Sundays from l lam- 3pm: Gore Creek Promenade in Vail Village and Sundial Plaza in LionsHead. o Buskers will be strolling in both Lionshead and Vail Village during all scheduled times. One entertainer will start in each village and will switch to perform in each village each day. She added that last year the LionsHead site was moved closer to the east entrance of the mall in response to the construction impacts and that they would monitor the audience response and consider moving it again this year if it appears that few people are stopping to listen in the Sundial Plaza area. Resort Entertainment will again work closely with the event producers at times when there are events in the same area to insure that the street entertainment will provide a compliment to the activity. Following brief discussion, CSE members approved the schedule as presented. Dave Chapin noted that some sites, particularly Seibert Circle, had proved to be problematic in the past, but that Resort-Events has done an excellent job of remaining flexible and maving the entertainment sites to alternate locations when there have been cornplain.ts frorn neighboring businesses. Rayla Kundolf suggested that the businesses along Meadow Drive would welcome the entertainment in the Vail Village Inn Plaza, as it provides an excellent site during the Farmers' Markets. CSE/sn Minutes: 5/20/2008 Page 3 of 4 C S E 2009 Budget Request: Sybill informed the CSE members that the Finance Department and the Town Manager's office will be recommending an increase of between 2.5-3% for all TOV Department budgets, and recommended that Che CSE present a budget that would be consistent with this increase. Rick Scalpello offered his opinion that the CSE is not a"department," but rather a"commission," and therefore should be able to request any amount that can be justified. Pam Brandmeyer noted that the 2009 funding requests for the World-Cup Climbing and the Colorado Stage will not be known until after the deadline for Council Contributions, and that these numbers should be added to the CSE's budget if they are to continue. Several CSE members expressed the desire to have the council weigh in on some of the questions that continually arise, such as whether to continue ever increasing funding major events such as the TEVA Games versus bringing on new events and should the "mandated" community events such as America Days and Holidays in Vail be moved into the "culturally designated" group and be funded by the council. Realizing that the time allotted for the conversation with the Council and the VLMDAC this afternoon would be inadequate to address the CSE's particular concerns, it was decided to request an additional meeting with the council on June 3, in order to gain their feedback prior to the CSE's budget deadline. Review agenda for afternoon meeting w/Council and the VLMDAC: Kelli McDonald reviewed the proposed agenda and explained that the focus of the conversation is to communicate to the council how the VLMDAC and the CSE are aligned with respect to dollars spent and target market. CSE members requested that a handout be prepared for this afternoon's discussion that identify the issues on which they are seeking input. New Business: In light of the email comments received from Cooter Overcash, in which he articulated his concerns that the advertising for the Kottonmouth Kings concert inappropriately encouraged young teenagers to attend, C5E members discussed what level of CSE oversight is appropriate with respect to the booking of specific acts and/or advertising content. Scott Stoughton remarked that it should be easy to provide feedback to promoters as to what type of demographic is the intended market. Motion to adjourn at 10:50 a.m. M/S/P: Scott Stoughton, Bob McKown, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator May 20, 2008 , Approved by - - ~ 6/24/2008 Scott Stou to , E Vice-Chairman Date Next Regular CSE Meeting: Tuesday, June 24, 2008 @ 9:00am CSE/sn Minutes: 5/20/2008 Page 4 of 4 MINUTE S : Town of Vail Commission on SR,ecial Events Meeting Vail Town Council Chambers June 24, 2008 at 9:00 a.m. CSE Members Present: Bobby Bank Meggen Kirkham, Rayla Kundolf, Bob McKown, Scott Stoughton, Heather Trub CSE Member Absent: Dave Chapin Others Present: Kelli McDonald, Joe Blair, Jeff Brausch, Susie Tjossem, Diane Moudy, Maren Laskey, George Ruther and Sybill Navas CSE Vice-Chairman Scott Stoughton called the meeting to order at 9:05 a.m. Administrative Items: ? Motion to approve the minutes of the meeting of May 20, 2008, as presented. M/S/P: Robert McKown, Rayla Kundolf, Unanimous Coordinator Report: o Financial Report; CSE members reviewed the report and no issues of concern were identified. o CSE members commented on the success of BBQ Bonanza, which been produced by the VCBA last Saturday, and the huge leap from the previous year. The restaurant participation and public turnout both exceeded expectations. The only negative identified was the signage for the charity shoe sale, which was sloppy in appearance and display. Sybill added that the Special Event Permit will be amended to prohibit hand-written directional signage and that the ERC will be requiring a site plan for event signage in the future. o Qualifying Cultural Events: Sybill reported that the Town Council, at their meeting on June 17, accepted the staff recommendation to maintain the current list of "Culturally Designated" events, and to add CSE oversight and accountability to all events funded with public dollars. Beginning in 2009, event producers who receive funding from the council will be subject to a similar contract as CSE funded events operate under and wiil be expected to present a final event recap to the CSE as well. Additionally, "Special Opportunities," which are defined as unanticipated, out-of- cycle events such as the IFSC World Cup or the Colorado Stage, would be reviewed by the CSE for a recommendation to the council where they could be funded in their first year, then later moved into the CSE's budget if they are successful. o The Lionshead Street Entertainment has been relocated closer to the eastern entrance of the mall from the Sundial Plaza, where it will be more visible to people as they are coming out of the parking structure or getting off the bus, and where it will be less impacted by construction noise. (Diane Moudy distributed an updated schedule later , in the meeting.) o Sybill reported that Share Our Strength's Taste of the Nation Vail has expressed interest in holding a major food and wine tasting event in Vail next summer, most likely on July 18 or 25, 2009. Shaxe Our Strength is a national non-profit organization CSE/sn Minutes: June 24, 2008 Page 1 of 3 , whose focus is on eliminating childhood hunger and which produces these types of events in many parts of the country. Final Report: Spring Back to Vail: Jeff Brausch, representing Highline Sports and Entertainment distributed a sponsorship recap report of this year's event and commented on the success of the revised format- which jammed the activities that have historically been spread over two weeks into one "supercharged week. Highlights included the largest ski-mountain closing that VRI has experienced (800/o increase over the previous year), the largest pond skimming event to date- which included Johnny Mosely as a participant and a healthy budget which showed a healthy increase in sponsarships, strong ticket sales and a return on investment to the Town from incremental spending of 11.75 to 1. An email from Cooter Overcash in which he questioned the advertising of the Kottonmouth Kings concert as suitable for all ages, provided a springboard for discussion of what types of entertainment are appropriately funded with public dollars. Kelli McDonald shared Stan Zemler's position with the CSE, which is that although the town does not want to dictate what type of entertainment is appropriate; it is unacceptable to use public money to support an event where the entertainers are breaking the law on-stage. Other concerns included alcohol "over service", particularly in the VIP areas. Jeff affirmed that they do everything they can to prevent these sorts of problems, as they have the liability, and while admitting that the band was "more in your face" than expected, he added that people have a choice in what they wish to attend. If they find the entertainment to be offensive, then they shouldn't purchase a ticket. Jeff was asked if Highline would accEpt responsibility far the bands on-stage behavior as part of their contract with the Town and he responded that would be something they could not control. In closing, Scott Stoughton suggested that many of these issues could be mitigated by being careful in choosing which entertainers are booked. 2009 CSE Budget Discussion and Review of RFP and Special Event Rating Grid: Sybill informed the CSE members that the Town Manager had recommended a 3% budget increase for all TOV departments and that the CSE would be expected to present a budget in line with that number. Bobby Bank stated that in light of this limit on the budget, the CSE cannot continue to keep increasing the funding for major events and suggested that producers would need to look elsewhere for additional monies. Meggen Kirkham added that it is not a question of budget limitations, but rather a question of philosophy. Heather Trub suggested that a question be added to the application that asks whether or not the event will happen without CSE funds. Bobby suggested that event producezs be encouraged ta seek sponsorships from additional sources and that they should be educated not to expect increases each year. The CSE members agreed to email any additional comments prior to the next CSE meeting. Heather Trub and Rayla Kundolf left the meeting at 10:15 a.m. Meggen Kirkham asked if she could introduce a question as "New Business," in light of the fact that she had to leave as well, She queried as to how the banner placements in the roundabouts are determined and wondered how it occurred that the Farmers' Market had taken precedent over the TEVA Mountain Games. Sybill stated that all of the summer event producers were given the opportunity to reserve these sites, bu# that it is a somewhat expensive undertaking, given the large number of banners required and as the town charges a fee of $500 per roundabout to install the banners. Untraditional Marketing chose not to talce advantage of the opportunity and felt that their marketing dollars would be better spent in other places. Sybill assured the CSE that the Farmers' Market banners would not be up for the whole summer, that the demand for the CSE/sn Minutes: June 24, 2008 Page 2 of 3 f roundabout displays has been strong and that the community would see a large variety of event banners throughout the summer, Vail Village Master Plan Update: George Ruther, Director of TOV Community Development, informed the CSE that they are in the process of updating this plan and asked for feed back, particularly with respect to Goal #2, which is "to foster a strong tourist industry and promote year-around economic health and viability for the village and for the community as a whole." Kelli McDonald suggested the addition of an "action step" that would create venues for special events and define limits to construction activities. George admitted that development and redevelopment activities are iikely to continue, but that new projects should be developed in a way that encourages business and activity. Meggen Kirkham encouraged them to remember that inside venues are important as well and that the Town of Vail badly needs a multipurpose indoor venue. She added that the towns' recreation facilities are in need updating, particularly when compared to our competitor resorts- i.e. golf, tennis and swimming. Meggen then left the meeting at 10:20 a.m. Further discussion included comments on the following topics and suggestions: o Coordination of construction activity that mitigates the impacts on businesses and visitors o The importance of keeping the bike paths open o Development of new venues: make sure there is power and access for set-up o Check Point Charlie relocation: Move the traffic control south of Willow Road and develop a restroom facility with venue support (concessions, power, etc.) at the current site. o Develop a state-of-the art recycling program New Business: There was no new business. Motion to adjourn at 11:15 a.m. M/S/P: Bobby Bank/Robert McKown/Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator June 24, 2008 Approved by 14/ ( ~ 7/22/2008 ave Chapi , CSE Chairman Date CSE/sn Minutes: June 24, 2008 Page 3 of 3 Minutes: . Town of Vail: Commission on Suecial Events Meetin~ Vail Town Council Chambers July 22, 2008 at 9:00 a.m. CSE Members Present: Bobby Bank Meggen Kirkham @ 9:1 S, Rayla Kundolf, Robert McKown, Heather Trub and Chairman Dave Chapin CSE Member Absent: Scott Stoughton ~ Others Present: Kelli McDonald, Joel Heath, Luke Schryver, Susie Tjossem, Joyce Ged Viers, Sean Cross, Scott Cross, Lorelei Donaldson, Susan Fritz, Amy Oberly, Mickey and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: • Motion to approve the minutes of the meeting of June 24, 2008, as presented. M/S/P: Bob McKown, Rayla Kundolf, Unanimous • CSE members reviewed the financial report. No issues were raised. • Coordinator Report: o Status of LH Kiosk: Since VRI has not been able to staff it; the Town of Vail has requested that the kiosk be removed in the fall, after the Lionshead Oktoberfest weekend. The work cannot be done sooner, since work in the right-of-way is prohibited until after Labor Day and the concrete pad on which it is sited must be removed and replaced with pavers. The removal of the kiosk will greatly increase the available space and facilitate the use of the plaza as an event venue. o The status of the Colorado Grand car show remains undetermined, as the Fire Department has been reluctant to allow the placement of a large number of vehicles in the Lionshead Mall. The Fire Department will present their f nal determination on car placements to the ERC later in the week and the decision as to whether or not to hold the show will be based on that discussion. o Follow-up: Contracts w/producers re: Bands and "unacceptable" behavior: Sybill reported that none of the event producers she spoke with would be willing to accept liability for behavior of bands. Diane Moudy provided sample language that she "writes-in" on each contract, specifying that illegal or lewd behavior will not be tolerated. This appears to be an acceptable compromise. Event producers receiving public funding or producing free concerts in the public right-of-way understand that the entertainment must be suitable for all ages. o The Vail Valley Foundation announced the cancellation of the Colorado Stage on account of their lack of success in securing a presenting sponsor. o Arrabelle Events: Sybill explained that this first year of holding events at the Vail Square in Arrabelle has been a learning experience for all. This week it was discovered that there are conflicts with the Thursday night Jazz concerts and the set-up schedules for the Antique Festival and the Arts Festival. Both Sarah Franke and Laurie Asmussen have had to completely reconfigure their venue plans, and will do everything possible to keep their events within the mall area. Additional challenges have come from the fact that the ice rink area does not have any power sources and vehicular access to the square for dropping off large event infrastructure is extremely limited. This has provided for a number of permitting CSE/sn Minutes: 7/22/2008 Page 1 of 5 , challenges. The Town is working with Arrabelle to see if power can be added to the area so that events can be held within their site without having to place a generator in the Town's right of way. ~ o Final budgets for The Session were included in the packets. CSE members agreed by consensus to accept it as closure on their contractual requirement to supply the event's final accountability. Final Event Reports: TEVA Mountain Games and IFSC World Cup Climbing: Stating that Vail is now describ4 in a Supreme Court decision on the water park issue as an icon of how to utilize outdoor ; 'Ir adventure to boost the economy, Joel Heath presented a short video highlighting the vario activities of the games. From grassroots beginnings to the world's largest outdoor advent~ event, he stated that the Mountain Games has sustained 20% growth in athlete participation from year to year and attracted an estimated 35,000 spectators this year. Joel expressed his pride in their "family" of sponsors, while recognizing the most difficult market in which to sell sponsorships that he has experienced. The very significant national and international media exposure and demographic information was described in a PowerPoint presenta.tion. Highlights included: o PR exposure with a distribution of over 57M: greater than the entire Vail summer marketing program. o A Town Wide ROI of $31.24 per $ of CSE investment and a Sales Tax ROI of $.25 per $ of CSE investment, with $179,416 direct sales tax generated in Vail o National Geographic dubbed the event as "the other Olympics." o Demographics: Described as "young at heart, affluent, and socially conscious." Average age 31, Household income avg. $34K, 50% over $200K, origins balanced between national, regional and local with 3% international. o Strong positive impact on local businesses during an otherwise slow period, particularly for restaurants. o Lodges that were comptetely "sold out" during the games included Sitzmark, Evergreen, Lodge at Vail, Riva Ridge and the4*~~ all f`'~1r God~- • o Ozotmatli Street Concert: an up and coming band, w icl~~h~was less expensive and provided better energy than a big name group. Gore Creek Drive was packed. o TEVA shot their entire $2M 2009 marketing campaign in Vail o The world's largest competition climbing wall- stored at the Wolcott dump! Moving the presentation to the IFSC World Cup Climbing, Joel stated that the event set every record for number of athletes, countries and spectators at a lst year event. By popular demand from the coaches and participants, World Cup climbing will return to Vail again next year, with the additional requirement for a roof over the climbing wall. Climbing has received Olympic status for 2016- having met the requirement of being hosted on every major continent- the US was the last step, right here in Vail. In closing, Joel stated that the plan for next year's event includes targeting 2 demographics: 2% athletes and 98% spectators, with more attention to attracting the "weekend warriors," by adding more participatory events such as a half marathon up Vail Pass. BBQ on Bridge St: Joyce Gedelman-Viers distributed a photo-recap of the 2"d year event highlighting the event's success as a kick-off to summer and the huge growth since last year, CSE/sn Minutes: 7/22/2008 Page 2 of 5 . with 24 restaurants participating vs. only 10 in the first year. Describing the event as a"business community event," rather than a"Chamber" event, she added that with the CSE's cut in funding this year from $20K to $9800 made it very difficult, but that the restaurants really made the event ~ successful with the excellent quality of food and the gourmet preparations of BBQ. Joyce, while stating that the shoe sale was a great success as well and added energy to the event, she apologized for the poor quality of their signage, explaining that the VCBA did not take part in this aspect of the event. Sybill added that in light of the embarrassingly poor image these signs put forward the ERC has determined that hand-written signage will not be allowed in the Town's right-of-way in the future. Joyce stated that the competition was a popular addition this year, and the VCBA has been asked to produce a similar event in Lionshead next year- noting that the Chamber does represent businesses throughout both villages. CSE members offered the following comments: o Improved "restaurant signage." It was difficult in many cases to know which restaurant was serving what. o Increase the number of places selling drinks, particularly other than beer. o Distribute more "flyers," of the type that accompanied the presentation. o A reminder that the final budget accounting is required as part of the CSE's contract for funding. Susie Tjossem, President of the VCBA, closed with the statement that they know they can identify opportunities to develop other sponsors and that there are other revenue opportunities available as well, such as increased alcohol sales and participation fees. Vail Film Festival: Sean and Scott Cross distributed Film Festival programs, the final event budget and a media coverage overview indicating over 200M impressions. While they acknowledged that the Taste of Vail and the state of the US economy had an impact on the attendance this year (12,500 vs.14,000 last year), they stated that they had the best sponsors ever as well as huge increase in number of films, both submitted (1200) and shown (80, with 27 premieres). Highlights included: o Amy Redford, daughter of Robert, compared the Vail Festival to "how Sundance used to be." o The popular showing of the Oscar Shorts: unique to the Vail Film Festival. o Screenwriting contest. o Pixar animation workshop. o Apple demonstration of "Final Cut Pro," a computer program for film editing 0 48-hour filmmaking contest: filmed in Vaii with everyone using the same story and script, but with amazingly different results. o The exclusive film festival affiliation with Product RED, helping to create global awareness about AIDS. o Awards: which help to boost the celebrity attendance. They added that they continue to struggle with event venues. The Arrabelle screening room was difficult because of the low ceilings, which forced the screen to be low and made viewing for audience members who were not seated in the front difficult- but at the same time, it was important to have a screening venue near the Best Life tent. CSE members asked for more advance distribution of information, noting that the programs arrived quite late this year. Taste of VaiULamb Cook Off: Susan Fritz and Mickey Werner distributed an overview of the media coverage for the larger Taste of Vail event and an event budget for the Lamb Cook Off, CSB/sn Minutes: 7/22/2008 Page 3 of 5 . stating that without the CSE's support they would lose money on that component of the event. • Susan explained that the "whole" Taste of Vail has worldwide recognition and is not just an event, but is about promoting Vail. She explained that this is one of only 2 major food events in ` the country that takes place during the ski season, and that the combination is an important illustration of the "Vail lifestyle." Moving to summer would cast the event as "just another festival," competing with many others for both participants and sponsors. She added that the event relies on a strong base of community volunteers and is dependant on VRI and the hotels for support, as well as the availability of restaurants to participate. Changing the focus to the Lamb Cook Off, Susan stated that the event continues to grow in popularity, with over 2'/2 times greater attendance this year than last. American Lamb donated 80 lbs of lamb to each of the 35 participating restaurants and there is high demand from the wine-makers to participate- citing the Taste of Vail as their favorite event. She added that the timing of the event is deliberately sensitive to not creating a conflict with the times that restaurants are open. Susan closed her comments by stating that the Taste of Vail just celebrated its 19t" year. When they started it was to create business in the slow period and to give people a reason to come to Vail. They have come a long way: April is now busy, the event shows off Vail's epicurean status and sells out every year. Discussion: Issues surrounding the scheduling of multiple events for the same time frame: Sybill introduced the topic by explaining tliat the feedback with respect to the Taste of Vail and the Vail Film Festival being held on the same weekend this year has been uniformly negative. The Town is concerned that public dollars would be better utilized in spreading out the events throughout the year and getting a better bang for the buck, community members were frustrated that they could not fully enjoy both events, each of which is considered to be among our best. Town of Vail staff and infrastructure, particularly parking availability, were stressed and impacted the guest experience. Additionally, some lodges and restawants felt that they were asked to contribute too much in in-kind support at one time. While recognizing the importance of maintaining the same time frame each year, both events feel they cannot be successful on an Easter weekend, and therefore adjustments are made depending on where that holiday falls with respect to the ski area closing dates. Although on the surface it would seem to be a benefit to each event that sponsors are more interested in supporting both events, the Film Festival producers expressed their frustration that the actual dollars are diluted because the sponsors do not double their commitment, but expect to get twice the benefit for the same price- leaving only half as much in actual benefit to each event. Both events feel strongly that skiing is a significant component of their success. The Film Festival agreed to look at the ramifications of moving to the first week in March, if their CSE funding would not be put at risk, if the venues and hotels support required would not be priced out of reach and if the national and international calendar of Film Festivals will not cause a conflict. Meggen and Sybill will put together a spreadsheet of Vail Mountain closing dates, Easter and expected dates for Taste of Vail, Vail Film Festival and Spring Back to Vail to see if this year is an anomaly, or a regularly expected issue. 2009 RFP Development add Funding Allocation Schedule: Sybill stated that she plans to post the Rk'P on the Town's website by August 31, with a submittal deadline of Friday, October 3. Applications will be reviewed at the CSE meeting on October 28. CSE members agreed to move the November meeting from the 25h, which wauld be the regular 0 Tuesday meeting date, to Tuesday, November 18 in order to avoid Thanksgiving week. CSE members requested that more emphasis be placed on sending the message tha.t event producers should seek more sponsorship support in future yeazs, rather than returning to the CSE CSE/sn Minutes: 7/22/2008 Page 4 of 5 , yeaz after year with ever increasing funding requests. Sybill will make the suggested changes and ~ email the revised RFP for final approval prior to posting it on the Town's website. The CSE also revisited the wording of the mission statement, and agreed to consider any changes as part of the ` Strategic Plan update in 2009. New Business: No new business was discussed. Motion to adjourn at 12:20 p.m. MISlP: Bobby Bank, Bob McKown, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator July 22, 2008 , Approved by 8/2612 08 e Chapi CSE Cha rm Date Neact Regular CSE Meeting: Tuesday, September 23, 2008 @ 9:00am CSE/sn Minutes: 7/22/2008 Page 5 of 3 MINUTES Tawn of Vail: Commission on Special Events Meeting Vail Town Council Chambers August 26, 2008 at 9:00 a.m. The regular meeting of the CSE was called to order at approximately 9:10 a.m. by Chairman Dave Chapin. Members present: Dave Chapin, Chairman Rayla Kundolf Rabert McKown Heather Trub Megan Kirkham Robert Bank Staff Present: Sybill Navas, CSE Coordinator Pam Brandmeyer, Assistant Town Manager Kelli McDonald, Economic Development Manager Corey Swisher Others Present: Sarah Franke, Katie Richardson, Keith Odza, Lee Steele, Chris Romer, Jessica Stevens, Susie Tjossem 1. Administrative Items a. Approval of the Minutes of the meeting of July 22, 2008 . McKown moved to approve the July 22 minutes without amendments with Kundolf seconding. The motion passed unanimously, 6-0. b. Financial Report CSE members reviewed the financial report. No issues were raised. c. Coordinator Report CSE Coordinator Sybilf Navas announced Scott Stoughton had recently resigned from the board, citing his involvement in a number of projects that have impacted the time he has available. Letters of interest for citizens interested in serving out the remainder of Scott's term on the CSE will be due on September 10, with Council interviews taking place at their afternoon work session on Tuesday, September 16. She then reported three CSE member terms were to expire in December: Dave Chapin, Meggen Kirkham, Heather Trub. "Letters of interest need to be to the Town Clerk by the beginning of December." Town of Vail Economic Development Manager Kelli McDonald asked the board if they would like to meet with the Vail Local Marketing District (VLMD). CSE Minutes: August 26, 2008 Page 1 of 4 It was then decided by consensus that there would be a joint meeting with event producers and the CSE on Ocfober 22, 12:00-1:00 in the Vail Town Council Chambers. 2. Vail Valley Partnership: Group Sales Activities. The Vail Valley Partnership has been asked by the VLMDAC to recruit participatory events to generate guest visits during slow periods as identified by their fodging members. Vail Valley Partnership Representative Chris Romer commented," We at the partnership really act as a liaison... We are working with the Vail Recreation District, CSE, attending trade shows and working with trade organizations One of our major goals is to bring adult and youth sports #o town during the off season... We are trying to introduce the meeting planners and the event coordinator with our valley". Examples of groups the Partnership are trying to target: ? Gymnastics. ? Cheerleading. ? Wrestling. ? Bike races. ? Softball. ? Yoga. "We will be the coordinator and don't want to step on your toes in any way... We will most likely be looking to you guys (CSE) for funding assistance," Romer said. 3. Final Event Reports. LionsHead Friday Afternoon Club: Lionshead Merchant Organization representative Sarah Franke said the group was generally happy with the event. Franke commented she was becoming familiarized on how to successfully host event in Vail. McKown clarified that in the future adequate electrical power would be available in the LionsHead area. On account of the fact that the Arrabelle Plaza was built without any power sources, it was necessary to place a generator in the public area of the mall in order to accommodate the energy requirements for all of the summer's events. Franke concluded her comments by thanking the Fire Department for facilitating the development of an approved site plan. Rocky Mountain Antique Festival: LionsHead Merchant Association representative Sarah Franke informed the CSE, "We thought for a first time event this was a success, although I don't think it was smart to have the event the same weekend as the Beaver Creek Arts Festivals... But overall we were really happy with the event." Some CSE members expressed concern the event was not present in the west end of the LionsHead Mall. Franke responded, "You have to have an area capable of facilitating critical mass...lf it wasn't competing with a similar fes#ival we may have had enough people to fill the entire mall area... There are many similar vendors." Bank expressed concern about upset merchants on the west end of the LionsHead area as there was a disconnect from tMe festival and that area. LionsHead Merchants Association representative and area lodge manager Keith Ozda Board said, "I would like to have more tents down that way absolutely, but we just have to keep at this...l've never seen the buu in both villages on the same day." He then CSE Minutes: August 26, 2008 Page 2 of 4 1 added that the LionsHead Friday Afternoon Club (FAC) was weli attended and enjoyed by his guests. Kirkham cdmmented that the LionsHead and Eagles Nest FAC's had developed a synergy. She then expressed concern about the look of the LionsHead logo "f don't know if that's the image we want out there." Ozda said the LionsHead Merchants Association would work to better coordinate the Vail Chamber and Business Association. "I want us to strive for the same goal." Navas said she had personally enjoyed the FAC events. "I think it was really successful for families as it had something for everyone." Chapin finished the discussion by saying it was disappointing that no tents could be located through the Patagonia and Montauk Area (due to fire lane restrictions). Vail America Days: Event representative Laurie Asmussen provided a summary of the Vail America Days events. She commented that the parade was successfully completed in twa hours and the fireworks were safely executed. Chapin c(arified there were 59 entries in the parade. Laurie added that the activities in Vail Square that followed the parade provided a fun and festive atmosphere and kept people in the Lionshead area throughout the afternoon. It was also noted that Millennium Bank pulled out as a sponsor at the last minute, and that fact combined with some unanticipated expenses with the new venue in Arrabelle Square caused some challenges with the budget. In closing, Laurie stated that it is likely the parade will end in Lionshead in future years, as there is no place in that area to stage the floats for the start. Vail Arts Festival: Event representative Laurie Asmussen provided a summary of the Art Festival. She said despite unfavorable weather the Festival still drew strong crowds. 92 artists participated. In response to questions as to why the event the event did not take place in the LionsHead Mall area, Asmussen explained there had been a conflict with the Vail Jazz Festival. Set up and tear down of the corresponding events on the Thursday evening prior to the art event precluded it's positioning in the mall area. "It takes every bit of the six hours to set the Art Festival up." Asmussen said she would prefer to have the event in the LionsHead mall area. Bank said he believed the event was funded on the assumption it was to take place in the mall area. "I feel that having then event on East LionsHead Circle does nothing for the Lionshead merchants." Navas suggested that the Arts Festival might be moved to a date earlier in the summer to avoid the conflict with the ongoing weekend events in Lionshead. LionsHead Merchant Association representative Sarah Franke remarked, "It only benefits us to have it in the Lionshead Mall area... It was a first year kink... It really was a matter of conflicting load-ins... None of us realized how the Jazz at Vail Square was set-up." Navas said, "It was really a matter of learning how to use that new space." McKown commented, "Everyone using that space is going to have to have some more coordination." Kundolf clarified the Festival was a juried show. Holidays in Vail/Tannenbaum Festival: Vail Chamber and Business Association representative Susie Tjossem outlined a potential holiday tree lighting celebration on November 28. She then asked if the CSE felt it is appropriate to have two such events and suggested that they could be complimentary to each other. The "official" Holidays in Vail tree lighting is set for December 19. "This event (the Tannenbaum Festiva!) is geared to get people in the CSE Minutes: August 26, 2008 Page 3 of 4 I Christmas spirit... it is not snow dependent... it is contemplated this event will be spread out over both villages... We want to create excitement and draw people into town." Navas expressed concern that having too many tree lightings may diminish the meaning of the original tree lighting ceremony. Bank said the CSE has no choice about funding the tree lighting. Kundolf said she was not in favor of separating the finro events. Tjossem emphasized the desire to increase business during that time. "Snow Daze is youth oriented and this event is family oriented." Kundolf said she thought the Christmas season was stretched out enough already. It was then clarified the original tree used for the lighting in Lionshead was located where the Arrabelle at Vail Square now stands. Tjossem said the town would only have a 1/3 amount of lights due to the implementation of LED lights (more energy efficient than traditional lighting methads). "It's going to look pretty dark...lYs just trying to encourage making the village beautiful." McDonald urged not coinciding the lighting with the Beaver Creek lighting event. 4. New Business: McDonald stated the VLMD was including special events on everything (marketing materials) that is produced by the District. "There is a desire from Council that if they (special events) are being funded they are being promoted." Navas informed the group the Vail Film Festival and Taste of Vail events would be held on the same weekend in 2009. "Unfortunately, due to the way the calendar falls between Easter and the Vail Mountain closing dates, there will continue to be a conflict over the next three to five years... They are going to be on the same weekend and that's the bottom line." 5. Adjournment: Kirkham moved to adjourn with Bank seconding at approximately, 10:51 a.m. The motion passed unanimously, 6-0. Minutes taken by Corey Swisher, edited and submitted by Sybill Navas, CSE Coordinator August 26, 2008 A roved b ~ J( Pp y ve Cha 'n, CS Chair n Date Next Regular CSE Meeting: Tuesday, October 28, 2008 @ 9:00am CSE Minutes: August 26, 2008 Page 4 of 4 r ; Town of Vail: Commission on Special Events (CSE) Meeting Vail Town Councii Chambers September 28, 200$ at 9:00 a.m. The regular meeting of the CSE was called to order at approximately 9:00 a.m. by Chairman Dave Chapin. Members present: Dave Chapin, Chairman Rayla Kundolf Robert McKown Heather Trub Meggen Kirkham Robert Bank Kerry Donovan Staff Present: Sybill Navas, CSE Coordinator Pam Brandmeyer, Assistant Town Manager Kelli McDonald, Economic Development Manager Lorelei Donaldson, Town Clerk Corey Swisher, Exec. Asst. to the Town Manager Administrative Items: Town Clerk Lorelei Donaldson swore in newly appointed CSE member Kerry Donovan, who will fill owt the remainder of Scott Stoughton's term, which expires December 31, 2009. Public Input: Marc LaVarn, President of the Meadow Drive Partnership, thanked the CSE for their support of the Vail Farmers Market. He also presented the CSE with a letter from Bob McNichols encouraging the CSE to continue their support of the market. Joe Staufer spoke in support of the Farmers Market. He thanked Rick Scalpello for his efforts in getting the event off the ground. Meadow Drive gallery owner, Dan Telleen, spoke in support of the Farmers Market. He then spoke in support of the three events taking place over the Labor Day weekend; Gourmet on Gore, the Rotary Duck Race and the Farmers' Market, and remarked that the energy of the three events occurring simultaneously provided an exciting experience for all. He thanked Bob McNichols for his $25,000 contribution to the Rotary Club, with which the ducks for the Duck Race were purchased to make it possible to schedule the event over the weekend of choice, rather than being subject to borrowing the ducks from Summit County. Telleen also encouraged support for the Vail Jazz Festival. CSE/Minutes September 23, 2008 Page 1 af 6 ~ ~ ~ Brian Nolan thanked the CSE for all of the events they had sponsored in LionsHead over the past summer. "i think we had a great summer." He added his regrets concerning the cancellation of the Chili Cook Off, explaining that after all of the successes of the summer of events in l.ionshead, they did not want to finish with a mediocre event due to a lack of commitment to participate from a large enough number of restaurants to make the event successful. Brian finished his comments by stating, "The Colorado Grand was an unquestioned homerun." Local business owner Joe Joyce spoke in support of the Farmer's Market. He then expresSed concern of the Oktoberfest promoter selling food. "They've had a systematic str8tegy for eliminating the competition." And added that the event producer, whose event is supported by public dollars, should not attempt to "maximize profits at the expense of small business." Chris Manning, owner of the Swedish Clog Cabin, thanked the CSE for their continued support of events in LionsHead. Nigel Cooper, representing the Ski and Snowboard Club Vail, urged the CSE to continue supporting youth sports. Steve Retz, representing the Colorado State Autism Commission and a member of the SMART Foundation spoke in support of funding for autistic children. The Colorado Autism Commission is more influential than any in the other 26 states that have one. He encouraged the CSE to carefully consider which charities have the opportunity to benefit from publicly supported events. Montaneros manager, Keith Odza, remarked that the buzz we saw in LionsHead and Vail Village was unbelievable and added "I want to congratulate you all for supporting atl of this activity." Administrative ltems, cont.: Trub moved to appoint Robert McKown as co-chair of the CSE with Bobby Bank seconding. The motion passed unanimously, 7-0. McKown moved to approve the August 26, 2008 minutes, as presented, with Kundolf seconding. The motion passed unanimously, 7-0. Coordinator Report: Navas began her report by stating there would be a financial surplus of about $4800 in the CSE' s 2008 budget due to the cancellation of the LionsHead Chili Cook-Off. CSE members agreed by consensus to review alternate proposals that are submitted by a deadline of 5pm on October 9th at a special meeting on October 14. Event proposals must be for an event that will take place before the end of 2008.. She reminded the Commission that the annual Joint Meeting of the Event Review Committee (ERC)lCSE and event producers would take place on Wednesday October 22, from 11:30-1:00 in the Town Council Chambers. She then added the Vail Valley Foundation would be reluctant to commit to a large event such as the Colorado Stage (professional cycfing event) without a major sponsor. "Due to the current economic environment it makes it CSE/Minutes September 23, 2008 Page 2 of 6 t~ very unlikely this event will take place." She concluded her comments by stating the town is taking a very conservative attitude toward #his year's budget. Final Event Reports: ? King of the Mountain Volleyball: Event Promoter Leon Fell said the volleyball tournament was a simple event. "We operate pretty much like a non-profit...l take very little money for this event as I am still trying to grow it." He said the goal of the event was to become self-supporting. He stated that they have focused their promotional efforts on families and juniors, and are now the home of the 2nd largest "juniors" volleyball competition in the United States. "The 4.5% growth over last year's tournament represents the eighth straight year of growth... In order for the event to grow we need more sand courts." Fell also said his 2009 funding request would remain consistent. "I would like to see the prize money increase steadily." ? Summer Street Entertainment: Resort Entertainment representative Diane Moudy said buskers (people who entertain by dancing, singing, or reciting on the street or in a public place) had been contracted throughout the summer to perform Friday through Sunday. "The buskers rotate through the villages... it provides a form of ambient entertainment." She also stated that a lack of consistent power sources was the major difficulty the program experienced over the summer. Bank said he had observed a busker who was performing terribly during the Vail Arts Festival. Moudy responded that one was "not one of theirs." Navas explained many nomadic performers have started showing up and most have not filed for a Street Entertainer License, as the Town requires. Kirkham complimented the busker who posed as a statue, calling him "awesome." Kundolf expressed concern she did not see ambient entertainment on Meadow Drive. Moudy responded, "We are directed by the CSE for where we place our entertainment." Navas and Moudy said the Slifer Plaza location was particularly good for musical entertainment, as it provided a welcome to the village for people as they exit the parking structure. Meadow Drive was no# selected as a site largely because the CSE already provides funding to support the entertainment at the Farmers' Market. ? Jazz @ Vail Square: Jazz at Vail Square representative Mia Vlaar thanked the CSE for their funding support. "We are trying to promote the jazz art form...this summer we put on five free concerts on Thursday nights...the venue at Vail Square was extremely well received by virtually everyone.... The tent (used to host the performances) for us is an absolute prerequisite... We have received good feedback from LionsHead restaurateurs and shopkeepers." Vlaar clarified the Jazz Foundation was able to produce all five concerts as originally budgeted. "We will be respectfully asking for the same amount of funding as we have in the past... We can do a lot of things with jazz... Its has legs... There are a lot of ways we can go with it." Bank expressed concern that the large tent (used on 1`hursday evening) impacted events taking pface over the weekend. Sybill and Mia both assured the CSE members that steps were being taken to insure these sorts of conilicts would be addressed next summer. Vtaar concluded her comments by stating, "We are CSE/Minutr s September 23, 2008 Page 3 of 6 ~ working to bring the Labor Day events outside into the Vail Square and out of a hotel venue where it normally takes place." ? Gourmet on Gore: Highline Sports and Entertainment representative Jeff Brausch said the event had expanded its schedule from 1'/2 to three days. The Connoisseur Trail on Friday evening was very successful, and added that they would like to see more consistency from the restaurant community in terms of participation all three days. We would like to see some restaurants prepare more food... We are constantly looking to enhance the wine quality... We feel this will continue to grow... It was a well run and profitable event." The town saw a 70% Return on Investment (ROI) for this. Several CSE members expressed concern the event did not have enough food vendors as compared to wine vendors. "It's turning into a great event," Kundolph mentioned. ? Oktoberfest: Highline Sports Entertainment representative Jeff Brausch reported, "It was nice to have a new home in the Arrabelle at Vail Square ...Although successful, we need to find things to pull people throughout LionsHead...This is the best attendance we've had since we have been producing the event... We had strong sponsors... We had a well mannered and festive audience." Brausch explained the success of the event was very weather dependent. "We are working to balance these oscillations." Thanks to the CSE's the funding it continues to be a very solid event. CSE members expressed concern about Highline's bratwurst sponsor, who precluded other vendors from selling bratwurst on the street. "The brat issue was not what we wanted to happen. Sponsorships are very important for events like this," explained Brausch. Coleman became a sponsor in late July or early August. McKown clarified the sponsorship would remain the same for the 2009 events. Chapin asked for mare bratwurst variety. Kirkham said she believed the LionsHead event was tremendous. Review Procedure for 2009 Funding Allocations: Chapin asked the board to come to the late October meeting prepared for budget presentations. Sybill explained how the "Criteria Grading Sheets" would be used to calculate a relative comparison of each proposal to the CSE's stated criteria for decision- making. "It helps to have numbers in mind that you are bouncing off of." Bank asked board members to stick within the budget figures and resist the temptation to advocate for allocations that do not add up to the budget limit. Trub asked if funding for profit and non-profit events should be considerEd differently. McDonald proposed that the CSE members should develop an overall strategy for formulating their 2009 fundinq~ decisions. Sybill will include an agenda item at the end of the meeting on October 28 to discuss this topic. The CSE recommendation will then be presented the Town Council on November 4th for their feedback. Event Survey Proposal: Kelli McDonald explained a proposal for providing event producers with an intercept survey template that will allow for an "apples to apples" comparison for a variety of events, and provide the specific information that both the CSE and the VLMDAC are CSE/M+nutes September 23, 2008 Page 4 of 6 ~ seeking. The "Economic Impact Intercept Survey," taken at the 2008 3v3 Soccer Tournament that was included in the packets was contracted by the VRD as a sample of the type of document that could provide this information. McDonald suggested that the GSE might require events that receive funding above a predetermined dollar amount to use this template as a condition of their contract fulfillment, with the intention of providing a constant comparison of the ROI from each event. CSE members agreed in principal that the concept would produce a valuable resource. A mare complete discussion of the proposed RFP to create the surveys will be held at the November CSE meeting, New Business: It was reported a joint meeting with the Vail Local Marketing District Advisory Committee (VLMDAC) would follow. Adjournment @ 11:50 Kirkham moved to adjourn the meeting with Kundolf seconding. The motion passed unanimously, 7-0. Joint meeting w/ Vail Local Marketing District Advisory Committee VLMDAC Members Present: Chris Romer, John Dawsey, Laurie Mullen, Pe#e Hayda, Jamie Gunion and Joel Heath representing Untraditional Marketing as Agency of Record. The meeting began with two boards introducing themselves. Untraditional Marketing Agency representative, Joel Heath, announced his firm would act as the agency of record. "Advertising is very event focused...lt's clear events are a big driver for bringing people into town and having them spend the night... The focus is on overnight guests... People used to collect things... Now they want to collect experiences... We'll be talking about rich experiences and the value you get in the summer...Sport and adventure are one in the same in this community We are focusing in health and wellness along with sport and adventure... We are currently creating key brand partnerships and we will remain focused on brand partnerships." While discussing sponsorships Heath explained, "This is the hardest market I've seen in trying to raise dollars...we are attempting to triangulate and look for major brands." The two groups then discussed using the term luxury as part of promoting the Vail brand. VLMDAC member Pete Hayda said he believed luxury means different things to different people. "The term luxury needs to be used carefully... The experience here is what drives what a customer wants...0ur new lodging projects witl develop and drive a increased and increasingly affluent clientele. Kundotf urged using quality as opposed to luxury. "Luxury is kind of a scary word." Kelli McDonald reaffirmed the desire to fill in "need" times, particularly the 3`d weekend in August. The VLMDAC members agreed that August and September have been identified as the greatest opportunity time frame and that the development of an event centered around a theme of "health and wellness" during those months would be strongly encouraged. CSE/Minutes 5eptember 23 2008 Page 5 af 6 ~ VLMDAC member John Dawsey said the recently hosted events at the Arrabelie at Vail Square were very successful. "I feel like we were able to enrich the experience for visitors as wetl as locals." McKown clarified what name wauld be used to locate the LionsHead community. Dawsey responded, "The Arrabelle is the hotel, Vail Square is the Plaza and LionsHead is the ViIlage.° While acknowledging that the CSE also provides support for ambien# and community type events, VLMDAC member and Vail Valley Partnership (WP) Chris Romer explained that the WP has been charged with finding participatory type of events and bringing groups to the valley with a focus on fulfilling their mission of "heads in beds." VLMDAC member Jamie Gunion added that the Vail Recreation District is limited in terms of the number of fields that are available in Vail. This means that some aspect of group sporting events would have to be held down valley. Romer also expressed concern over having Vail Film Festival and Taste of Vail on the same weekend, and noted that this is not the most effectivE way to allocate public dollars. Both groups then asked for a comparative analysis of calendar of events of other communities. In summary, the VLMDAC identified the following as important factors for the CSE to consider in the development of new events: o Late summer/early fall is a need time o Focus on "empty-nesters" o Focus on "health and wellness" themes The meeting adjourned at 1:15 p.m. Minutes taken by Corey Swisher and Edited by CSE Coordinator Sybill Navas Sep#ember 23, 2008 Approved by ave Ch in, C E irman Date CSE/Minutes Septernber 23. 2008 Page 6 of 6 v MINUTES: Town of Vail: Commission on Special Events Special Meeting Vail Town Council Chambers October 14, 2008 at 9:00 a.m. CSE Members Present: Bobby Bank Kerry Donovan, Rayla Kundolf, Robert McKown and Chairman Dave Chapin CSE Members Absent: Meggen Kirkham, Heather Trub Others Present: Peter Mason, Vicky Lee, Fraidy Aber, Susie Tjossem, Keith Od2a, Sarah Franke, Pam Brandmeyer, and Sybill Navas CSE Chairman Dave Chapin called the meeting to order at 9:00 a.m. The Town of Vail Commission on Special Events had issued a Request for Proposals (RFP) to event producers who may have an interest in producing a new event, or enhancing an already scheduled event, which would be held in the Town of Vail before the end of this year. $4,800 was returned to the CSE's budget due to the last minute cancellation of the Lionshead Chili Cook Off and is available for a 2008 event only. Sybill reported that the Holidays in Vail application had been withdrawn at the request of the applicant and the CSE proceeded to review the remaining applications that were received prior to the deadline of Thursday, October 9@ Spm, as described below: EVENT: 2008 DATES: PRODUCING AMOUNT ENTITY: RE UESTED: lst Annual Vail GPS-athon December 12-13 Elevation Innovation $5000 Labs: Peter Mason Art of the Book Workshops (2) October 20 & 27 Vail Symposium: $750 Vicky Lee Vail Tannenbaum Festival: Saturday, Colorado Ski Museum: $4200 Lionshead Christmas Tree November 28 Susie Tjossem Lighting Holidays in Vai12008: Fridy, Eagle Valiey Events: Children's Parade: DecerY}` 19 Laurie Asmussen $4800 WITHDRAWN ~ ~a a Bobby Bank moved to fund the GPS-athon at $4800, citing the results of the "Criteria Grid" which showed this event to be the most strongly supported by the CSE's criteria. The motion was seconded by Kerry Donovan. Under discussion, Rayla Kundolf recommended that $600 be allocated to the Art of the Book workshops, as a sign of support for the Vail Library's 25th Anniversary celebration activities, and Bobby Bank and Kerry accepted this amendment to the motion. ~ ? Motion to allocate $4200 to the 1 St Annual GPS-athon and $600 to the'Jail Symposium to support the Art of the Book Workshops. M/S/P: Bobby Bank/Kerry Donovan. Voting in support: Bobby Bank, Rayla Kundolf and Bobby Bank. Voting in opposition were Dave Chapin and Robert McKown. The motion passed by a vote of 3-2. Sybill reported that CSE supported the request by Leon Fell to allow for the late submittal of the King of the Mountain Volleyball Tournament application for 2009 events funds. A vote conducted by email showed Bobby Bank, Robert McKown, Meggen Kirkham, Heather Trub and Kerry Donovan in support. Dave Chapin and Rayla Kundolf both stated that they were opposed to allowing the consideration of the late submission. ? Bobby Bank then moved to accept the submittal of a late application from Elevation Labs, for a 2°d Annual GPS-athon, stating that in light of today's decision ta support the initial event, it would be consistent with the CSE's desire to have the event become annual if it is successful in this first year. M/S/P: Bobby Bank/Rayla Kundolf/Unanimous. Peter Mason, representing Elevation Labs, agreed to submit his application for 2009 funds no later than Thursday, October 16. Pam Srandmeyer informed the CSE that the decoration of the TOV trees far the holidays was nearly complete and well ahead of schedule, thanks in large part to the favorable fall weather. She also stated that the Tannenbaum Festival had submitted an application to the Town Council as part of the out of cycle requests, and had been denied. Sybill then reviewed the current status of the Town of Vail budget discussions and stated that, although it appears that the council will continue to support special event funding without significant cuts, there are no guarantees until the final reading of the budget ordinance which is not expected to occur until November 18. The meeting was adjourned at 10:00 a.m. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 14, 2008 Approved by 10/28/2408 e Cha irman Date Next Meeting.• Tuesday, October 28, 2008 @ 8: 30am - S: 30 pm. CSE/sn Minutes: Special Meeting October 14, 2008 Page 2 of 2 ~ . MINUTES: Town of Vail: Commission on Special Events Meeting Antlers @ Vail Conference Center October 28, 2008 @ 8:30 a.m. CSE Members Present: Meggen Kirkham, Bobby Bank, Rayla Kundolf, Heather Trub, Robert McKown, Kerry Donovan and Chairman Dave Chapin Staff Present: Kelli McDonald, Sybill Navas Chairman Dave Chapin called the meeting to order at 8:40 a.m. Motion to approve the minutes of the meetings of September 23 and October 14, 2008 as presented: ? M/S/P: Robert McKown/Bobby Bank/Unanimous At the CSE's meeting on October 14, the motion to allocate $4200 to Elevation Labs, LLC for the Geo-cache event and $600 to the Vail Symposium for the Unlimited Adventure Speaker Series passed by a vote of 3-2, with only 5 members present. Since the CSE is required by the Town Code to pass actions with a minimum of 4 positive votes, it is necessary to ratify the decision. Motion to ratify the CSE's October 14, 2008 funding allocation as described above: ? M/S/P: Bobby Bank/Kerry Donovan/Unanimous Administrative Items: (15 minutes) • Sybill requested that the CSE add an Executive Session to the agenda at a convenient opportunity during the day, pursuant to 1)C.R.S. 24-6-402(4)(e) to determine positions, develop a strategy and instruct negotiators. • Review status of 2008 Contracts and Financial Report: no issues were raised. • Event Survey Proposal: Update from Kelli McDonald on the status of a proposal for providing event producers with an intercept survey template that will allow for an "apples to apples" comparison for a variety of events, and provide the specific information that both the CSE and the VLMDAC are seeking. • Review application for funds from Project Sport for the US Half Marathon Vail. Due to the fact that they are producing a similar event in San Francisco, Ryan Dawkins is unable to attend, but will be available by phone to answer any questions. There was consensus to discuss this application at the end of the day. Presentations of Funding Applications for 2009 Events: At the request of the respective producers, funding applications from The Session and GruVe Vail have been removed from consideration. The remaining applications were represented and discussed as follows: • Vail Lacrosse Shootout: $15,000 Jim and Dave Soran. Jim explained that their original CSE funding was used to retire debt a.nd that the current request is needed as assistance to transition to an event that can continue into the future as they increase efforts to advertise nationally, marketing both the event and Vail. Stating that field costs are going up, he noted that they receive no revenue from concessions- which is not the same as in most other venues. He explained that the event utilizes all fields in the valley to Edwa.rds, but all of the championship games are in Ford Park. CSE/sn Minutes: October 28, 2008 Page 1 of 9 _ - • Vail Valley Challenge Cup: $5000 Susie Hervert, accompanied by Jennifer Vance, Executive Director of the Vail Valley Soccer Club. Susie explained that the tournament has been held for 20+ years, and that it is THE soccer tournament to attend in Colorado, utilizing all the fields from Vail to Edwards. The event brings 5000 people to Vail at time when there is no one, attracting 96 teams that fill many hotels in Vail. She added that they work closely with the Vail Valley Partnership, although this year there were difficulties with hotel bookings and lodging commissions were less. They are seeking additional funds to promote the tournament, with all monies raised going to fund the overall club annual budget. • Vail Whitewater Park, Kayak Demo Series: $2050 - Sean Glackin described the concept as an opporlunity to showcase the new bladder system that TOV put in Gore Creek and to create a better use of the TOV's infrastructure- with the suggestion arising from a meeting attended by Greg Barrie, Kelli McDonald, Pam Brandmeyer, Mike Ortiz and Chad Young and Joe Blair. CSE members remarked that $200 is not enough to effectively market the idea, but Sean responded that they would like to get something started that might grow in the future. CSE members agreed that grass roots is a good concept, but that there will need to develop a better way to get the word out. • USSA Alpine Junior Olympics: $10,000 Nigel Cooper of Ski and Snowboard Club Vail informed the CSE that the race has been hosted in Vail often, including last year and that they would like to make it the permanent venue. Kids travel from 15 states. The funding request is intended to subsidize the video production that is given to all of the athletes attending. CSE members noted that it is unfortunate that the last day of racing is scheduled for Beaver Creek. • Kick-It 30 Soccer: $50,000 Dan Cramer stated that they had been partners for 14 years in Vail and know that the event has generated significant revenue for the Town of Vail. It is part of a unique National Tour, which consists of a number of locai events that feed 10 regional events similar to Vail across country, culminating in the National Championships at Disney World. Dan noted a number of challenges in Vail including the lack of space, double venues between the athletic field and the softball fields, and a 6pm time limitation to accommodate the amphitheater concerts, the combination of which has prompted them to turn it into a 3- day event. This provides greater input for the community, as people come up on Thursday, more local staff is hired and more lodging/restaurant dollars come into the community. He stressed that they need some assistance with associated costs- i.e. the fields-$5000, explaining that other communities don't have the field rental fees. Dan continued to explain that the Teams consist of inembers from 6 years old, who come with rest of family, to adults- bringing in a total of about 8100 people, many of who stay on to vacation in Vail. As a company, they spend significant dollars in marketing these events nationally and recognize that the Vail brand helps to support other locations that build to bring folks here. He added that they do not expect significant negative impacts from the economic hard times, as a high-income level demographic supports them and people are always willing to invest in their kids. They are looking to expand the number of cities they hold tournaments in, and after 10 years of partnering and investing in this community, are not seeking an alternative to the Vail site. • King of the Mountain Volleyball: $10,000 Leon Fell cited the 37 year history of the event and that $ years ago it had almost dropped away, but it has now come back to be the 2nd largest volleyball tournament in the region. (2"d to Aspen) He added that Father's CSE/sn Minutes: October 28, 2008 Page 2 of 9 ~ Day weekend provides a good setting for family activity and they have been successful in growing the junior components of the event. He closed by stating that it is a simple event to put on- the nets and staff are the infrastructure, but additional sand courts would help the event to expand beyond current limitations. • TEVA Mountain Games: $110,000 +$50,000 IFSC World Cup Climbing Joe Blair and Joel Heath gave a Power Point presentation on the history and expectations of the event. Some of the highlights include: Avg household income: $94,500- for spectators 2% are the "core" athletes • Continue to grow lifestyle components of the event: o Concerts/parties/art, photography exhibits and competitions/film etc. o Add a charity crawl to benefit each of the game's events o Adventure Village: family type atmosphere • All sponsors do significant marketing in addition to what TEVA marketing is • Spanish speaking hosts: Telemundo exposure good- demographic is important • Some events axe "sold out" and there is a need to expand. Joe stated that they are looking for different areas of town to host additional events, while noting the importance of keeping critical energy in a critical place with such a big infrastructure need. • Possible additions for next year: o Looking at citizen ride- road cycling event o%2 Marathon- hill climb up Vail pass (running) Joel stated that they have excellent traction this year on sponsorships- they just signed Swiss Army and a presenting sponsor is close. Bob McKown asked how attendance is measured, and Joel replied that it is challenging. Several creative methods have been tested, including counting V W labels- seeking your "twin" to receive a prize etc. Joel closed by remarking that surveys, in order to provide meaningful information, should be taken by a common "group" at each event- not by the individual event producers, and added that the challenge will be getting accurate attendance figures. • Farmers Market: $75,000 Angela Mueller and Marc LaVarn- and Rick Scalpello, Marty Stewart- distributed an event recap + CD. Highlights: • Sales tax from market went up 18% this year • Added value to guests- reason to stay in Vail • Advertising: ability for individual businesses to add their copy, as well as other events in TOV • All ads- had call to action/hotel contact etc. -this year, increased the exposure significantly to all of Colorado • Ads on Plum: year round • Vail Daily: presenting sponsor- 200K in ad • Comcast: 90K in kind ad T'hese entities make the market happen! Weaknesses: • The budget wasn't ready for the added markets in Sept (through the 21 St)- can't do again without additional funding • Finding sponsors for markets is difficult---looking to the local businesses CSE/sn Minutes: October 28, 2008 Page 3 of 9 . ,e.- mm" _ 6t..ti .,.._.~.......F...e.u:.u...e..u. .A-.. r • Weather can be weakness or a strength • Market: can't afford 3 bands each week- most weeks did have 3/ when didn't have that many it was noticed In summary: • Last year's CSE funds oniy adequate for 13 markets • Recard crowds on every Sunday: more days on Frontage Rd. than in other years • Sundays: keep people in town for another day • Total budget: advertising in-kind brings total budget to over $400K- • Excellent value for CSE- about $5000 per event date •"Services" line item in budget has increased as move from volunteer run to paid director. Meggen Kirkham suggested that they might get more bang for buck with electronic ads- work w/ad providers Lionshead Merchants Association: 3 Events Many members of the Lionshead business community were in attendance to support the funding of the following events. • Lionshead Friday Afternoon Club: $30,000 Add to the success of last year's event. • Colorado Grand: $5,000: Opportunity egits to improve next year on getting lodging info out to auto clubs. Car owners become guests- these are a high demographic who enjoy their stay- will come back. The Lionshead business community loved this event- as the demographic was excellent for business. • Vail Antique Festival: $12,000 Sarah FrankeBrian Nolan: Brian asked that the CSE consider full funding for these events this year, adding that "we'll ask for 50% next and after that won't come back- realize this is a means of establishing these 3 events- with a merchants association backing them." He stated that there are at least 2 people considering underwriting the Friday Afternoon Club, but they may back out with the anticipation of economic hard times. He also stated that funding consideration for the successful Jazz @ Vail Square has been moved to Council's purview, and the Chili Cook Off to the VCBA. Kerry Donovan asked if there might be an additional funding source from the Colorado Grand, to which Brian responded, "No." Meggen Kirkham reiterated her request from a previous meeting, "please get new logo for LH Merchants." Vail Chamber and Business Association: 3 eventsBill Suarez and Joyce Gedelman-Viers Bob McKown stated that Bill Suarez is his employer, and is here as a representative of the VCBA. Bob feels there is no financial benefit to himself personally, that he can vote objectively, and therefore determined that there was no need to recuse himself. Joyce and Bill described the goals o all three events to be bringing families in to the community, to create a fun festive environment and to make the events free for business community participation- as it is the mission of the VCBA ta help that sector. CSE/sn Minutes: October 28, 2008 Page 4 of 9 . • South of the Border Fiesta: $25,042 Described as an event with the chili cook off at "heart- center, " it has been positioned to accommodate the LH merchants interest in having a kick- off event coinciding with the Gondola opening weekend and the summer solstice. • BBQ Bonanza: $26,717 This event is intended to provide a similar kick-off to summer in Vail Village, and with the Arts Festival and Lacrosse tournament as complimentary events could provide stimulus for a destination weekend. Joyce reported that 24 restaurants participated last year, as well as a number of retail businesses and product sponsors, and that most have indicated they would do it again. They have contacted the BBQ association in Denver, with an eye to expanding the judging and bringing in more people (cookers) They will continue to work to secure a"celebrity" type chef. In response to a question about the $5000 management fee, Joyce replied that the VCBA is not in the business of making money from events, rather are in the business of promoting the business community and the fee is intended to cover organizing labor costs. • Sweet on Vail: $17,992 Proposed for a mid-August weekend, this event is intended to provide stimulus during one of the identified slow periods of the summer- with the weekend of the 15`" being preferred, as it is just prior to most kids going back to school. The concept is again to showcase the excellent restaurants and chefs in Vail with a focus on desserts. Activities might include cake/pie chocolate competitions, pastry chef demonstrations, a myriad of children's activities such as cooking/cupcake decorating contest, a sundaes bar, and a 50's band- harkening back to era we don't address just as major summer events are winding down. Eagle Valley Events: 3 events/Laurie Asmussen • Vail Arts Festival: $25,000 Laurie explained the move to the last weekend in June was made on account of scheduling conflicts with the Jazz concerts at Arrabelle, and in the hope of drier weather patterns prevailing. The date change will also pravide opportunity to package the marketing with America Days activities. Changes will include shrinking the number of artists to about 75, in order to accommodate the smaller venue footprint and enhancing the festival by adding elements of food and wine, entertainment and more kids' activities. Reiterating her commitment to stay in Lionshead and make the event better every year, she described it as an ambient type event that gives people something to do while they are here and that augments the sales tax numbers. Rayla Kundolf asked if the event was sanctioned, to which Laurie replied yes, that it is juried in February along with the Telluride, Cherry Creek and Crested Butte events. Rayla then asked if we might gain some synergy by marketing alongside those events. Kelli McDonald remarked that several people she had spoken with felt the quality of the art at the Vail event was much higher this year than at the Beaver Creek Arts Festival. • America Days: $60,000 Laurie stated that although sponsorships for this event seem as solid as last year, she is seeking additional funding to be able to continue to bring back the marching bands. The cost of bringing in the Pueblo High School band has increased significantly, with rooms and the bus. She thanked the Town of Vail information office for their tremendous support in helping to provide the community with all of the weekend activities. CSE/sn Minutes: October 28, 2008 Page 5 of 9 i • Holidays in Vail: $40,000 Laurie explained that 25% of the cost of this event is in the fireworks on New Year's Eve. On December 19, the holiday tree lighting will begin in Lionshead, followed by a light parade to Slifer Plaza and a tree lighting ceremony there. She is looking at the possibility of opening the parade up to community participation. Sybill recommended to the CSE that they consider withholding funds for the eaxly ski season events next year (Holidays in Vail, Snow Daze) in order to evaluate how they work out this year and to take advantage of the extra time to better define what the community wants. The goal should be to formulate an overall plan that would create an umbrella under which a number of events and activities could be mazketed ta start the season off with a bang at Thanksgiving and go through New Year's Eve. The meeting adjourned for lunc6 @ 12:30 and reconvened @ lpm. • Share our Strength/Taste of the Nation: Laura Hagan $10,000 Laura explained the program, founded in Denver, is the leading organization nationwide addressing childhood hunger- having raised over $70M since inception. With a goal of distributing 100% of ticket money to beneficiaries, the organization relies heavily on in-kind support from communities and chefs. She stated that there are added challenges to holding the event in small communities, because there are more costs to producing the event itself. However, citing the desire to position the event between the Taste of Vail and Gourmet on Gore, Laura explained that Vail is "the only place to be in the mountains" on account of the high-level restaurant community. Noting that the proposed date conflicts with the opening concert of the New York Philharmonic and the Bravo! Gala, Sybill suggested alternative dates should be considered- as the clientele would be similar. Bobby Bank suggested November or May, when there is little else going on. • Vail Symposium/iJnlimited Adventure Speakers Series: Fraidy Aber, Rob Levine $7500 Fraidy explained that the event had been moved from the Library to the Donovan Pavilion because they had so many people attending and cited a strong cross appeal to seniors, kids and adults, visitors and locals. The early start time is intended to encourage people to stay in town and go on to dinner. They are considering moving up the first event into January, as it is an indoor event that works well for colder, less busy times. Meggen Kirkham commented that it seems to be an event that has a lot of possibility for a corporate underwriter. • GPS-athon, renamed the GeoCache Dash Vail, $4500: Peter Mason, representing Elevation Innovation Labs explained that their focus is to provide an activity that appeals to out of town visitors and local families as well. He expressed confidence that sponsorships would be available from a list of out-door related companies who have supported some of their other events, as well as from local businesses. He stated that they could be flexible on the date, as the CSE desires. Motion to go into Executive Session @ 1:55, pursuant to 1)C.R.S. 24-6-402(4)(e) to determine positions, develop a strategy and instruct negotiators. M/S/P: Robert McKown/Kerry Donovan/Unanimous Following a statement by Kerry Donovan that "No decisions were made and the discussion focused on only the parameters as moved," there was a motion to re-convene the public meeting @ 2:15 p.m. M/S/P: Robert McKown, Heather Trub, Unanimous CSE/sn Minutes: October 28, 2008 Page 6 of 9 ~ • Vail Film Festival: $55,000 Sean and Scott Cross gave a PowerPoint presentation to review the highlights of last year's event, and highlighted the excellent PR effect of the Product RED partnership, which they hope to expand. They announced a new "online festival" that will be going up in January, and which will provide more exposure for their sponsors. They also announced that Best Life will no longer be the title sponsor, but that they are close to signing an alternative, better "fit," magazine with more money and that most of the other sponsors will be returning. 2009 venues will include Vail Mountain School and the Cascade Theater again, but the host site has not yet been determined. • Taste of Vail: $50,000 Mickey Werner and Susan Fritz announced it to be the 20`h annual coming up! They reported that they have hired a PR group to gain media exposure for the event and stated that the concept for the overall event began with and continues to be grounded in getting the name "Vail" in places where we could never get the same return with marketing dollars. Winemakers from around the world continue participate, and they hope to go after the organic factor in wine this year, with Fetzer, the godfather of organic California wines, leading the pack. Celebrity chefs generate great press coverage for Vail, however with some sponsors cutting back as a result of the tumultuous economic times, they believe now is the time to be aggressive and not cut back on marketing. • Ambient Street Entertainment: $50,235 Maren Lasky, Diane Moudy reaffirmed their ability to be flexible with both the schedule and the budget and that it is possible to provide a less expensive program of performers. They added that they try to book locally when possible. Highline Sports and Entertainment/Jeff Brausch represented the following 5 funding applications and used a PowerPoint presentation to highlight each event: • CarniVail: $20,000: Jeff noted the proposed addition of a headliner concert at Dobson Arena on Friday, February 27 to incentivize people to stay for the week, or come up on Friday and stay for weekend. Meggen Kirkham added that Vail Resorts had allocated additional money this season to grow this event. • Spring Back to Vail: $100,000: An additional free concert in the village on closing day has been added to the schedule to encourage people to get off the mountain. • Gourmet on Gore: $75,000 Citing comments from some of the restaurant community, Sybill encouraged Jeff to look at how to better interface the event with the restaurants to insure the event is a win-win opportunity for them. • Oktoberfest: $82,500 Comments from the CSE included remarks that the beer prices were higher this year and the need to know who the music acts are earlier. In response to a question regarding whether Coleman would remain the exclusive bratwurst sponsor, Jeff replied that is not know yet- they were signed as a one-year sponsor and that the decision comes down to a dollars and cents benefit to the event. • Snow Daze: $100,000 Bob McKown asked how they are able to keep track of the attendance numbers. Jeff replied that they use a"glimpse of a particular time period" and measure the food and beverage sales. He stated that they are estimating 50,000 people for this year's event. Responding to a question regarding sponsorship sales, Jeff responded that "right now, we're OK, but that it will be harder to get people here and hazder to get them to CSE/sn Minutes: October 28, 2008 Page 7 of 9 f spend money. He stated that their relationship with Vail Resorts is good, and that they are committed to being a good custodian of the events. He added that ambient events and activities are OK, but that it is important to worry about the traffic drivers that get people here and get them to come back. • US Half Marathon, Project Sport: $33,000 - Ryan Dawkins was unable to attend on account of their flagship event, the San Francisco Half Marathon, taking place this coming weekend. CSE embers felt that the lack of representation for this proposal made consideration of this proposal difficult. Issues cited included: o Budget seems too high o Competes w/existing races offered by the VRD the Teva Games o End of June dates are not good, as that is not a need time given the number of other event proposals under consideration CSE members recommended that the event producer consider partnering with one of the other producers of running events, such as the VRD or Untraditionat Marketing's Teva Games, or roll into the VVP/VLMDAC recruitment program. Consideration of Street Beat Concert Schedule for 2009: In light of the comments offered by the VEAC encouraging activity in the early winter season "need times," does the CSE wish to forward a recommendation to the council to tie the funding for this event in 2009 to a condition that would require that a least one of the concerts take place in December? CSE members felt that the Vail Valley Foundation, as the event producer, had a good understanding of how the event works best, particularly with respect to the weather at that time of year and the other activities being offered, and agreed by consensus not to forward a recommendation to impose the condition. Review Funding AllocaNon Strategy for Presentation to the Town Council on November 4: Surveys: CSE members were unable to agree as to whether or not these should be required of the individual events for the following reasons: Reasons not to support the survey proposal: • For smaller events, $2800 is a significant portion of the budget. • Larger events have to take surveys anyway and the information is critical to the successful sale of sponsorships. • The funds would be better spent adding more events. • The information is not accurate anyway, particularly without measurable attendance numbers. • It is easy to see the impact of successful events such as the Teva Mountain Games and the Farmers' Market without taking surveys. Reasons to support the survey proposal: • Apples to apples comparison of events. • A better understanding of the ROI to the Town and provides an argument for continued investment in Special Events. • It would provide more objective information, as opposed to relying on the event producers' presentations. • Can be used as a benchmark to measure improvement in the future. It was agreed to ask the council for direction on this issue. CSE/sn Minutes: October 28, 2008 Page 8 of 9 i Meggen Kirkham left the meeting @ 5:30p.m. CSE members affirmed by consensus that they are sensitive to the current economic situation and the recommendations from the VEAC and the VLMDAC to put additional emphasis on "head in beds." They remained strong in their commitment to the criteria listed on the Event Grading Sheet, and all agreed that document does accurately and strongly represent the funding strategy. They also discussed holding back some of the budget (up to $150,000) and not allocating funds at this time for events in the early ski season next year, pending opportunity to evaluate how the season develops with respect to the economic downturn, and to assess how these events go in the next couple of months. It is clear there is a desire from the business community to kick- off the season earlier and to expand the focus to include some kind of activities at Thanksgiving. Motion to adjourn at 6:00 p.m.: ? M/S/P: Kerry Donovan/Bobby Bank/Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 28, 2008 'v . Approved by 11i18i2008 ave Chapin, ~S~'IChai Date ~ CSE/sn Minutes: October 28, 2008 Page 9 of 9 ~ i MINUTES: Town of Vail: Commission on Special Events (CSE) Meeting Vail Town Coancil Chambers November 18, 2008 at 8:30 a.m. The regular meeting of the CSE was called to order at approximately 8:30 a.m. by Chairman Dave Chapin. I 'Members present: Dave Chapin, Chairman Rayla Kundolf Robert McKown Heather Trub Meggen Kirkham (@ 8:40 a.m.) Robert Bank Kerry Donovan Staff Present: Sybill Navas, CSE Coordinator Pam Brandmeyer, Assistant Town Manager Kelli McDonald, Economic Development Manager Corey Swisher, Exec. Asst, to the ToWn Manager Approvat of the Minutes: McKown moved to approve the minutes of the CSE meeting of October 28, 2008, as presented. Kundolf seconded the motion, which passed unanimously, 7-0. Jeff Brausch announced that "The Fray„ would be the headliner band for the Snow Daze concert on December 13. CSE members reviewed the financial report: no issues were raised. Kelli McDonald updated the CSE on the plans for Arrabelle's tree lighting ceremony, which will take place within their plaza on December 5. The lighting of the Town'$ tree in Lionshead will take place on Decerriber 19- as part of Holidays in Vail. Pam Brandmeyer added that she had also received a request from the Jewish Center to light a menorah in the pocket park in Sundial Plaza. Navas added that all of these uncoordinated activities illustrate the need for a review of all of the holiday events that take plaCe within the community and to develop a means of distributing better information to the public. The CSE reviewed the proposed meeting schedule for 2009, and decided to revisit the subject at the January meeting. Navas and Kundotf reported that at the presentation to the Town Council on November 4, no direction was given with respect to the issue of whether or not the CSE should contract for event intercept surveys. Council members expressed their confidence in the CSE's decision making. Event intercept Surveys: The CSE was unanimous in their decisian not to require event producers to contract for intercept surveys, or to contract for these types of surveys out of their own budget. Reasons cited included: ~ ~ Kirkham: Big producers already use sophisticated means of getting this type of information, and it is critical to their ability to sell sponsorships. Trub: Referring to the uncertainty in the economy, she stated, "This isn't the year" to get accurate benchmark information. ~ ~ Donovan: The value of the information depends on the accuracy of attendance numbers-we ~ need to figure out a good way to assess what information that is vaiuable. f ~ Consensus: Not spending the money on surveys "buys us another event." ; McDonald asked the CSE to come up with suggestions as to how the Town of Vail staff can help to develop accurate attendance count methods. Review of TEVA Mountain Games funding application, as produced by the Vail Valley Foundation: Ceil Folz began by explaining that The Session had nat been cancelled on account of any failure to secure sponsarships, but rather that the partnership between Vail Resorts and the Vail Valtey Foundation (WF) did not work for both entities. The resources required ftom Vail Resorts to put on the event were to great for the benefit the event provided them. She added that the only event cancelled by the WF due to lack of sponsorships was the Colorado Stage. Folz then explained that, with respect to the TEVA Mountain Games, it is their goal to maintain the authenticity of the event and tq have a seamless transition. Joel Heath confirmed that he has been contracted to remain involved for the next two years and that all sponsors remain committed with multi-year contracts. Citing the sale of the event to the WF as a"rare win-win for all,° Heath added that the WF has the resources to deliver what he originally set out to do: continue to expand the event and to keep it in Vail. Chapin asked if the funding requested of the CSE, as a°r6 of the overall budget will come down in the future. Folz repfied that they believe it is important to bring outside dollars into the community- but that this year is unpredictable. Nonetheless, she is confident that the Mountain Games can graw, and that the fiunding requests will drop in the future. 2009 Event Funding Allocations: Meggen Kirkham stated that she would be recusing herself from any discussion or voting on events produced by Highline Sports and Entertainment, as they effect her position with Vail Resorts. The CSE agreed to use the average allocation amount, as calculated from the Special Event Rating Grids, as the point of departure for their decision-making. Bobby Bank suggested that funds be altocated as deemed appropriate to Snow Daze and Holidays in Vail, as a means of "book marking" the amounts. Sybill noted that the recommendation for the IFSC World Cup Climbing event had been reduced by $5,000, on account of the 10% "across the board" reduction in the Council's funding. Donovan expressed concern that the Film Festival did not have a title sponsor. She then asked whether funding for the Vai1 Farmer's Market should be reduced, as it was a well-established event. Chapin noted, whife recognizing the success of the Market, it does not provide benefit to the restaurant community. Navas clarifled that the funding for the Colorado Grand went into the LionsHead Merchants Association marketing budget. Kerry Donovan sta#ed that she appreciated the commitment of the Lionshead Merchants Association to seek decreasing levels of funding each year. CSE Minutes: No%emher 18, 2008 Pa2e 2 of 6 ~ ~ Kundolph spoke in support of the USSA Junior Olympics, however Navas said there was ~ concem that most o# the event woufd take place in Beaver Creek. ~ While discussing the Taste of Vail the board expressed concern the public had limited access to the majority of the events activities. The CSE did agree that funding the Lamb Cook-off was appropriate as it is an accessible and public event. Local business owner and Taste of Vail representative, Mickey Werner, stated that the Lamb component of the event had grown ~ exponentially last year and clarified that the event did not compete with local restaurants. "We ~ are looking to grow the event." The Board then stipulated any Taste of Vail funding must go to the Lamb Cook-off. ~ ! Chapin emphasized the value of having the Lacrosse event in town. "1 know they have been approached by other resort communities." Navas explained that funding is critical for keeping the 3vs3 soccer toumament in Vail as well, as other communities who would like to host the event have approached them. "The Vail Va)ley Partnership is currently working to recruit sporting events similar to this event." McKown commented, °The lodging community thinks this event is very important...l don't feel like we are being held up... We are being practical." The board emphasized a desire far the Vail Arts Festival to take place in the LionsHead Mali. Donovan expressed concern that ths King of the Mountain application for funding had been submitted late for the past two years. Navas said the Vait Chamber and Business Association events were intended to directty impact the local business community. There was discussion about moving the BBQ to Memorial Day Weekend, but Joyce Gedelman-Viers explained that they are unwilling to risk the high potential for weather related difficulties. It was expressed that the "Sweet on Vail" event seemed stili to be in the "brain-storming° phase. The CSE asked that the date be set for August 15. Kundolph expressed concern that the ambient street entertainment was not visible enough. While discussing the US Half Marathon proposal the Board expressed concern that there were a number of similar events already taking place in the Vail Valley, and asked Sybill to encourage the event producer to work with either the VRD or the Teva Mountain Games. The board suggested that funding for the Vail Film Festival be contingent on the Festival obtaining a title sponsor. Kundolf encouraged the Oktoberfest promoters to find more of an "international flair." The board agreed the event should pursue emphasis on more cultural activities. Trub expressed her opinion that conditions should be imposed on this event in light Of the bratwurst sponsorship issues that caused such controversy at this year's event. The board agreed by consensus that any funding for the Geo-Cache Dash would be dependant on the review of the upcoming December event. Further discussion ensued conceming the 3v3 soccer event. Navas commented, "I just don't think the community woufd be ambivalent if the event went away." Navas then encouraged the board to hold off on funding allocations and retain enough additional money in the budget to develop events taking place between Thanksgiving and New Years. This would allow a review the 200$ events that are still upcoming, as well as an opportunity hear feedback from the business community as to what events they feel are important and how the timing of the activities will work to their best advantage. CSE Miriutes November I$. 2008 Paue 3 ot 6 ~ ~ - ~ ~ The CSE then allocated 2009 event funds as follows: ~ ~ Teva Mountain GamesNail Valley Foundation: Kundolf moved to approve funding for the i event in the amount of $85,000, with Kirkham seconding. The motion passed unanimously, 7-0. ;i IFSC World Cup Climbing/Vail Valley Foundation: Bank moved to approve funding for the event in the amount of $45,000, as directed by the Vail Town Council, with McKown seconding. The motion passed unanimously, 7-0. Vail America Days/Eagle Valley Events: Kirkham moved to approve funding for the event in the amount of $52,000, with McKown seconding. The motion passed unanimously, 7-0. Vail Film FestivalNail Film Institute: Trub moved to approve funding for the event in the amount of $57,000 with McKown seconding. With only Trub and McKown voting in favor, the motion failed 5-2. Kirkham then moved to approve funding for the event in the amount of $57,000, contingent on the event providing proof of having secured adequate sponsorship funds. Kundolf, Kirkham, Donovan and Chapin voted in favor; with Bank, McKown and Trub voting in opposition. Bank stated that he believed the funding amount should be greater. The motion passed 4-3. Gourmet on Gore/Highline Sports and Entertainment: McKown moved to approve funding for the event in the amount of $54,000, with Trub seconding. The motion passed 6-1 with Bank, who felt that the funding should be more, voting in opposition. OktoberfesUHighline Sports and Entertainment: Donovan moved to approve funding for Oktoberfest in the amount of $66,000, with McKown seconding. The motion passed unanimously, 7-0. Vail Farmers MarkeUMeadow Drive Partnership: Kundolf moved to approve funding for thc event in the amount of $56,000, with Trub seconding. The motion passed unanimously, 7-0. Colorado Grand/Lionshead Merchants Association: Kirkham moved to approve funding for the event in the amount of $3,000, with McKown seconding. The motion passed unanimously, 7-0. Spring Back to Vail/Highline Sports and Entertainment: Trub moved to approve funding for the event in the amount of $70,000, with Bank seconding the motion. Due to a predetermined conflict of interest Kirkham recused herself and the motion passed 6-0. USSA Junior Olympics/Ski and Snowboard Club Vail: McKown moved to approve funding for the event in the amount of $2,000, with a second from Kundolf. The motion passed unanimously, 7-0. Taste of Vail: Donovan moved to approve funding for the event in the amount of $20,000, with the direction that the funds be used to support the Lamb Cook-off. Trub seconded the motion, which passed 6-1 with McKown opposed. GeoCache Dash Vail/Elevation Innovation Labs: Bank moved to approve funding for the event in the amount of $4,000 contingent upon a positive review of the 2008 first year event coming up on December 12-13. Kirkham seconded the motion, which passed unanimously, 7- 0. CSE Minutes: Novemher 18. 2008 Pa,_~e 4 of 6 ~ 1 - ~ I ; I ~ L1onsHead Friday Afternoon Club/Lionshead Merchants Association: Kundolf moved to I'I ~ approve funding for the event in the amount of $20,000, with Bank seconding. The motion passed unanimously, 7-0. Vail Lacrosse Shoot-out/Colorado Lacrosse Promotions, Inc.: Kirkham moved to approve ~ funding for the event in the amount of $10,000, with Trub seconding. The motion passed ~ unanimously, 7-0. ~ Vall Arts Festival/Eagle Valley Events: Trub moved to approve funding for the event in the ~ amount of $18,000, with the condition that the event take place in the Lionshead Mall. Kundolf ~ seconded the motion, which was passed unanimously, 7-0. ~ ~ King of the Mountain Volleyball Tournament/King of the Mountain Volleyball: McKown i moved to approve funding for the event in the amount of $7,000, with Kirlcham seconding. The ! motion passed unanimously, 7-0. ~ i i CarniVaitlHighline Sports and Entertainment: Donovan moved to approve funding for the event in the amount of $8,000, with McKown seconding. Kirkham recused herself from the vote. The motion passed 6-0. Kick it 3 vs. 3 Soccer TournamenUBEST Blue Equity Sports Television: Bank moved to approve funding for the event in the amount of $35,000, with Kirkham seconding. The motion passed 43, with Donovan, Trub and Kundolf opposed. Vail Antlque Festival/MC Presents: Kundolf moved to approve funding for the event in the amount of $6,000, with T►ub seconding. The motion passed unanimously, 7-0. Vail Valley Challenge Cup/Vail Valley Soccer Club: Kirkham moved to approve funding in the amount of $2,000, with Trub seconding. The motion passed unanimously, 7-0. LionsHead South of the Border Fiesta/Vail Chamber and Business Association: Tnab moved to approve funding in the amount of $11,000, with Kirkham seconding. The motion passed 5-2, with Bank and Kundolf opposed. Bank stated that he voted in opposition because he felt the amount of the funding was inadequate to produce a high quality event. Unlimited Adventure Speaker SeriesNail Symposium: McKown moved to approve funding in the amount of $3,000, with Trub seconding. The motion passed unanimously, 7-0. BBQ BonanzaNail Chamber and Business Association: Donovan moved to approve funding in the amount of $12,000, with Trub seconding. The motion passed 4-3, with Chapin, gank and Kundolf opposed. Bank stated that he voted in opposition because he felt the amount of the funding was inadequate to grow the event. Vail Whitewater Kayak Demos/Alpine Kayak School: Bank moved to approve funding in the amount of $2,000, with Kundolf seconding. The motion passed unanimously, 7-0. Sweet on VailNail Chamber and Business Association: Kundolf moved to approve funding in the amount of $10,000, with Trub seconding. The motion passed, 5-2 with Bank and Donovan opposed. Ambient Street Entertainment/Resort Events: Kirkham moved to approve funding in the amount of $30,000, with Trub seconding. The motion passed 6-1, with Kundolf opposed. CSE Minutes: Noveniber 18_ 2008 P,we 5 of 6 ~ i r Administtrative Expenses: Trub moved to approve $3500 for CSE administrative expenses in 2009, with Kundolf seconding. The motion passed unanimously, 7-0. There was no new business. Trub moved adjourn the meeting at 11:45 a.m., with Kundolf seconding. The motion passed unanimously, 7-0. Minutes taken 4nd submitted by Corey Swisher, Executive Assistant to the Town Manager, and Sybill Navas, CSE Coordinator November 18, 20p8 ~ Approved by Date " CSE Chairman CSE Minutes: November 18. 2008 Pa~~e G o1 6 i