HomeMy WebLinkAbout2012-03-07 CSE MinutesCSE/Meeting Minutes March 7, 2012 Page 1 of 3
MINUTES:
Town of Vail: Commission on Special Events Meeting
Town Council Chambers
__________________Wednesday, March 7, 2012 @ 8:30 a .m.______________
CSE Members Present: Jenn Bruno, Chairman *arrived @ 8:40 a.m.
Cali Adkisson
Bobby Bank
Joyce Gedelman-Viers
Amanda Jensen **left meeting @ 10:00 a.m.
Rayla Kundolf **left meeting @ 10:00 a.m.
Sonny Kerstiens
TOV Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, TOV Economic Development Direct or
Tammy Nagel, CSE Secretary
Pam Brandmeyer, Assistant Town Manager
Lorelei Donaldson, Town Clerk
Others Present: Margaret Rogers, Vail Town Council Member
Jessica Stevens, Vail Valley Partnership (VVP)
Robin Litt, Vail Jazz Foundation (VJF)
Beth Slifer and Mia Vlaar, Vail Local Marketing Dis trict Advisory Council
(VLMDAC)
Missy Johnson, Highline Sports and Entertainment (H SE)
Jaime Gunion, Vail Recreation Department (VRD)
Rhonda Jackson, Legacy Entertainment
Tony Landon and Jeff Suffolk, Human Movement Manag ement
Ronald Delp, Lone Star Security
______________________________________________________________________
In the absence of Jenn Bruno, CSE Vice Chair, Rayla Kundolf, called the meeting to order at 8:35 a.m.
Administrative Items:
• Approval of the Minutes of the meeting of the CSE meeting held February 1, 2012.
Motion to approve the Minutes of the meeting of Fe bruary 1, 2012, as presented.
M/S/P: Jensen/Adkisson/Unanimous*.
• Financial Report and Contract Status: CSE members reviewed the status of financial report and
contract status and no issues were raised.
• CSE Meeting Wednesday May 2: CSE members would l ike to have the May 2, 2012 meeting
put on the schedule. A discussion of the Special E vent permitting process and how to
streamline it will be one of the topics discussed a t this meeting. Local event producers will be
encouraged to come and contribute their comments an d suggestions.
CSE/Meeting Minutes March 7, 2012 Page 2 of 3
• Invite: Town of Vail Community Meeting on March 13 , Donovan Pavilion @ 4pm: Navas
informed CSE members of the time correction. The T own of Vail Community Meeting on March
13, Donovan Pavilion @ 5pm.
• Update on Vail Restaurant meeting held on March 5: McDonald provided the CSE members
with a brief update a recent meeting of Vail Resta urateurs, particularly regarding the input from
the group on “Vail Restaurant Month”. McDonald sta ted that they are encouraging the event to
include top chefs participation and that they woul d like the event to be shortened to two weeks,
rather than a full month.
ACE (Arts, Culture and Entertainment) Overview:
Mia Vlaar with the Vail Valley Local Marketing Dist rict (VLMD) presented a PowerPoint to the
CSE members titled ACE (Athletics, Culture, Events) Funding Initiative. The initiative outlined a
proposed initiative to have a permanent funding sou rce for Town of Vail special events. The
initiative is loosely modeled after the Denver Scie ntific and Cultural Facilities District (SCFD)
and would be a tiered funding mechanism to provide financial support for Vail’s existing iconic
events and “opportunity fund” for new proposals and smaller events. The VLMD proposes a tax
initiative similar to the conference center tax, wh ich would be a 1.5% lodging tax and a .5%
sales tax that would exclude groceries and would ha ve a sunset clause, and which would
provide an estimated $4.2M in annual income. Vlaar stated the next steps are to complete a
Town of Vail community survey, provide community ed ucation and the due diligence to develop
a proposed structure governing/board structure. Vl aar stated that the committee is hoping that
the ACE Funding Initiative will be on the Eagle Cou nty November 2012 election ballot.
Overview of Colorado State Liquor Licensing Regulat ions and how they affect Special Event
Venues in the Town of Vail:
Tammy Nagel, Secretary to the Town of Vail Local Li censing Authority, provided a
memorandum to the CSE members outlining the number and type of liquor licenses currently
held in the Town of Vail. Nagel explained the dif ference in how a licensed premise vs. a no
licensed premise works for non profits and event pr oducers.
RFP for Independent 3 rd Party Event Surveys:
Navas presented a draft RFP for Intercept Surveys a t Town of Vail Funded Special Events for
the CSE members to approve prior to taking the RFP to Town Council for their approval.
Rogers suggested that the amount allocated for this RFP be $49,999.00 rather than $50,000;
this way CSE will not have to present the RFP to Co uncil for approval and could speed up the
RFP selection process.
Motion to send out the RFP for Independent 3 rd Party Special Event Surveys of all
remaining publicly funded 2012 special events in Va il, with a funding of $49,999 as
approved by the Vail Town Council..
M/S/P: Bank/Adkisson/Unanimous**.
Updates on Upcoming Special Events:
• Film Festival: Navas explained neither Scott or Sean Cross were able to attend today’s
meeting due to previously scheduled commitment, but Colorado Film Institute provided a
memorandum, which is included in the meeting materi als, outlining the steps that have been
made to address the CSE members concerns from the p revious year.
CSE/Meeting Minutes March 7, 2012 Page 3 of 3
• Mojo Man: Missy Johnson, Highline Sports and Entertainment, stated her company is still
awaiting approval for the event from the Forest Ser vice and that they expect the approval to
be granted very soon
• Vail America Days: Tony Landon, Human Movement LLC, provided a brie f update to the CSE
members regarding the 4 th of July Vail America Days celebration. Landon sta ted his company
has signed Sam Adams as the title sponsor and curre ntly has 8 food sponsors and is working
on using the Solaris Plaza for a portion of this ev ent. Landon said that they are focusing on
promoting the “active lifestyle” in Vail and that t he theme of the parade will be “Team America,”
in honor of the Olympics which will occur three wee ks following the event. They are hoping to
attract USA athletes to participate in the parade.
• Soul Music Festival: Rhonda Jackson, Legacy Entertainment, said the So ul Music Festival
has confirmed the August 17-19 dates and that websi te is up and running. The theme of this
year’s festival will be “Classic Soul Train,” honor ing the memory of several soul music icons
that have passed away this year. Jackson also expla ined that the survey data from previous
years has indicated that a two day event is “not en ough,” and they are therefor hoping to
include a gospel component on Sunday morning.
• Attendees from previous years are already booking lodging, even though a host
hotel has not yet been selected. Jackson stated th at Simba Run, Sonnenalp and the Four
Seasons are working with the Soul Music Festival, b ut an agreement with a middle priced
lodging tier is still being sought. A bundle packag e with airline tickets, lodging and music
festival tickets is also in the works. Vail Soul Fe st “ambassadors” will be on-site during the New
Orleans Jazz and Heritage Festival, as well as bein g promoted in other major city newspapers
across the country. Kundolf expressed that they sho uld be jointly promoting the Vail Soul Fest
in New Orleans, however Jackson stated that the New Orleans input has been that the festival
needs to be larger.
Bruno requested Jackson remove the link to the “Vai l on Sale” site from the festival’s
webpage, explaining this site is for the last minut e bookings and does not fit the Vail brand.
Rogers asked Navas to look into the Gerald Ford Amp hitheater considering the earlier
release of patrons’ seats for the Soul Music Fest.
Matters from CSE members not currently on the agend a:
• Bank informed the CSE members of a new app that h e and a partner have developed called
“The Vail App” which will be available shortly to h elp guests of Vail to locate lodging, restaurants
and special events.
• Gedelman-Viers stated she attended the last ERC (E vent Review Committee) meeting and was
impressed with how every member of that committee i s committed to the event process.
Gedelman-Viers encouraged all CSE members to take t ime and attend an ERC meeting.
New Business: None
Adjournment:
Motion to Adjourn @ 11:10 a.m.
M/S/P: Bank/Gedelman-Viers/Unanimous**
Next CSE Meeting:
Wednesday, April 4, 2012 @ 8:30 a.m.
Vail Town Council Chambers