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HomeMy WebLinkAbout2012-09-05 CSE MinutesCSE/Meeting Minutes September 5, 2012 Page 1 of 6 MINUTES: Town of Vail: Commission on Special Events Meeting Town Council Chambers __________________Wednesday, September 5, 2012 @ 8:30 a.m.______________ CSE Members Present: Rayla Kundolf Cali Adkisson Bobby Bank Joyce Gedelman-Viers Barry Davis Sonny Kerstiens Jenn Bruno *absent TOV Staff Present: Sybill Navas, CSE Coordinator Tammy Nagel, CSE Secretary Stan Zemler, Town Manager Matt Mire, Town Attorney Clare Hefferren, Economic Development Assistant Kelli McDonald, Economic Development Director Others Present: Margaret Rogers, Vail Town Council Member Chris Jarnot and Kristin Williams, Vail Resorts Adam Sutner, MKT Vail, LLC Rhonda Jackson, Legacy Entertainment Tony Landon, Human Movement Management Sean Glackin, Alpine Kayak Michael Imhof and Scott Bluhm, Vail Valley Foundation Jessica Stevens, Vail Valley Partnership Jeff Brausch, James Deighan and Peggy Wolfe, Highline Amy Phillips, Bravo! Vail Valley Music Festival Marc LeVarn, Nick Calello, Jonathan Staufer and Susan Rapson; Meadow Drive Partnership Angela Mueller, Vail Farmers Market Kursten Canada, Legal advisor to the Vail Village Center ______________________________________________________________________ In the absence of the CSE Chair, Jenn Bruno, CSE Vice-Chair, Rayla Kundolf, called the meeting to order at 8:30 a.m. Epic Discovery Center Presentation: Chris Jarnot, Vail Resorts, presented to the members a PowerPoint introducing new summer activities coming to the mountain. Last year legislation was passed allowing CSE/Meeting Minutes September 5, 2012 Page 2 of 6 more summer activities on the mountain. Jarnot stated Vail Mountain will lead the industry and set the standards. The new summer activities will promote environmental education and forest stewardship, mix eco discovery zones with fun activities, make the National Forest accessible to everyone and give kids and families a unique way to experience the mountains. Vail Resorts will use existing infrastructure and already developed parts of the mountain so that all activities will blend seamlessly with the natural environment. Appropriate mountain activities include Zip Lines, Forest Flyers, Rope Courses and Adventure Tours. Vail Resorts will donate 1% of summer activity revenue to The Nature Conservancy for forest restoration; Jarnot estimated the new attractions will generate $21 million in summer revenue. The new mountain activities will benefit the community by creating new jobs for construction and operations, support healthier year-round employment and visitation and attract I-70 summer travelers to experience Vail for a day. Jarnot stated the Lionshead Gondola currently has 100,000 summer riders and predicts 350,000 visits over 100 days of summer once the new activities are operational. Adventure Ridge will be the “hub” of the activities. A “European-style” lift-served hiking area will provide increased and more easily accessible opportunities for both hiking and mountain biking. Zip line construction will start this fall, opening spring 2013 with a goal of all activities operating by 2015. Executive Session: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Special Events, Gran Fondo; 2) C.R.S. §24-6-402(4)(e) - to determine positions, develop a strategy and instruct negotiators, Regarding: 2012/2013 Contracts.  Motion to adjourn the regular meeting and enter into executive session @ 8:45 am. M/S/P: Rogers*/Bank/Unanimous *At the request of the CSE members, Rogers read the language into the record as required to adjourn into Executive Session, but is not a voting member of the CSE and did not vote.  Motion to adjourn executive session and enter into the regularly scheduled CSE meeting @ 10:05 am. M/S/P: Bank/Adkisson/Unanimous EVENT RECAPS: Kayak Demos: Sean Glackin, Alpine Kayak, provided a PowerPoint in the members’ packets. No members had any comments concerning this event. CSE/Meeting Minutes September 5, 2012 Page 3 of 6 Vail Soul Music Festival: Rhonda Jackson, Legacy Entertainment, provided a PowerPoint presentation in the members’ packets. Bank stated the event production needs to improve, particularly with regard to getting information out to the public regarding venue locations for event parties etc.  Motion to authorize release of the remaining allocation for Vail Soul Music Festival. M/S/P: Adkisson/Kerstiens/Unanimous Vail America Days and discussion of use of funds remaining due to cancellation of the fireworks: Tony Landon, Human Movement Management, provided a brief recap for America Days to the members in their packets. CSE members, while noting the gaps in the parade as a difficult and on-going issue, complimented Landon on doing a good job in the face of many obstacles, including the weather in the afternoon and the drought conditions/fire danger which drove the decision to cancel the fireworks just a few days prior to the event. Kundolf stated that despite the cancellation of the fireworks the energy in the town was awesome. Landon provided options to the CSE members concerning the unused fireworks, as described in the recap provided. He stated that Human Movement Management is willing to sign a new contract for the next 4th of July which would include using the fireworks purchased for 2012, or Human Movement Management is also willing to sign over their agreement with Zambilli Fireworks Manufacturing Companies to the Town of Vail and the fireworks can be used for another event such as Vail’s 50th Anniversary or New Year’s Eve. CSE members agreed by consensus that the most beneficial resolution from a financial perspective would be to accept the 5% cancellation penalty, pay the balance on the contract to Human Movement Management, and have the contract for the remaining $29,500 contract be signed over to the Town of Vail for use at next year’s 4th of July celebration. Landon confirmed that the contract could be used for either close proximity/non-combustible or traditional/ariel fireworks. Review $10,000 allocation for US Ski Team and Opening Day party in light of changes to the event as previously proposed: James Deighan and Peggy Wolfe, Highline, stated that due to event changes made by the US Ski Team, Highline no longer believes they can uphold the agreement they entered into with the CSE for the additional $10,000.00 allocation.  Motion to accept the returned $10,000 allocation money for the US Ski Team and Opening Day party. M/S/P: Kerstiens/Adkisson/Unanimous CSE/Meeting Minutes September 5, 2012 Page 4 of 6 50th Anniversary Logo: Navas informed members that event producers of all of the major Town of Vail sponsored events will be asked to use the 50th Anniversary Logo through July 4, 2013. Strategic Planning Discussion: Vail Farmers’ Market and Art Show Marc LeVarn, Jonathan Staufer, Susan Rapson and Nick Calello, as the Board of Directors representing the Meadow Drive Partnership which owns the Vail Farmers’ Market and Art Show, provided a short recap to the members on the history of the market. Currently the Farmers’ Market has 144 tents on town streets each Sunday, with a waiting list of 169 vendors, and attracts from 10,000-14,000 guests each week. The Vail Farmer’s Market is listed as a largest farmers market in the State of Colorado. Town merchants have expressed that Sundays during the Farmers’ Market are the busiest days of the summer. Rogers suggested cutting down the number of tents to reduce the congestion on town on streets and to place more emphasis on farmers. Staufer thought reducing the number of tents may not necessarily reduce the congestion on the streets. Rapson stated that they have discussed implementing a plan next year to have all the farmers in one location, which would create a stronger awareness of the number of farmers that participate in the market. Mueller added that adding more farmers to the market is difficult because the farmers are all selling similar produce, which discourages farmers from wanting to make the haul to Vail to compete for sales. Kundolf inquired about the food vendors and expressed concerns she has heard from local restaurants on how their businesses are affected negatively by the market because guests are not coming into the restaurants for a sit down meal. Mueller stated that all of the outside food vendors sell food that is not otherwise available in Vail, but that she would welcome suggestions for revised guidelines for the food vendors. Calello spoke to the CSE members about a suggestion to offer a coupon book next year with a $50.00 value selling for $40.00 with coupons to be redeemed at the market that would help to subsidize the farmers and create more incentive for them to participate. Kundolf also suggested a “bike corral” to encourage cyclists not to push or ride their bikes through the market, in order to promote safety and relieve the congestion on the town streets. Gedelman-Viers would like to see the vendors starting to set up earlier stating she has attended the market at 10:00 a.m. and there are still vendors setting up to sell their product. Administrative Items: • Approval of the Minutes of the meeting of the CSE meeting held August 1, 2012.  Motion to approve the Minutes of the meeting of August 1, 2012, as presented. M/S/P: Adkisson/ Kerstiens /Unanimous. CSE/Meeting Minutes September 5, 2012 Page 5 of 6 • Financial Report and Contract Status: CSE members reviewed the status of financial report and contract status. Navas informed members that the Labor Day RMUSSSA Softball Tournament had been cancelled with little notice, and that the $3,500 allocated to the event will be returned. The current balance of funds available in the CSE’s 2012 budget, as of the start of the meeting, was $8,010.00. • LH Merchant Association Meeting: Navas reminded members of the Tuesday, September 18, 2012 at 8:30 meeting at the Chophouse. • CSE Planning Session, Wednesday, September 19, 2012 8:00 a.m. to 11:00 a.m. The CSE members agreed by consensus to a proposed agenda that would focus on further development of a strategic approach to the allocation of special event funds. Matters from CSE Not Currently on the Agenda: CSE members spoke with Adam Sutner regarding a proposal for professional services to the CSE board. Rogers stated an agreement could only be for the last four months of the year, after which a contract for continuation of the services would be required to be advertised through a public RFP process. It was agreed that Bank would gather suggestions from CSE members as to proposed revisions to a scope of service concerning the work Sutner would do. Kundolf stated she would like to see a contract with Sutner in place prior to the CSE Planning Session on September 19, 2012. Sutner thought that an agreement could be reached by that date. Executive Session, pursuant to: 1) C.R.S. §24-6-402(4) (e) - to determine positions, develop a strategy and instruct negotiators, Regarding: Contract with Adam Sutner.  Motion to adjourn the regular meeting and enter into executive session @ 11:32 a.m. M/S/P: Rogers*/Bank/Unanimous *At the request of the CSE members, Rogers read the language into the record as required to adjourn into Executive Session, but is not a voting member of the CSE and did not vote.  Motion to adjourn executive session and enter into the regular schedule CSE meeting @ 12:05 p.m. M/S/P: Bank/Adkisson/Unanimous  Motion to offer Adam Sutner a contract for Professional Services as discussed, for a fee of $12,500 and covering the time frame of September 12-December 12, 2012, for the purpose of helping the CSE to develop a more strategic approach to their funding decisions. M/S/P: Adkisson/ Kerstiens /Unanimous CSE/Meeting Minutes September 5, 2012 Page 6 of 6  Motion to request that Human Movement Management sign over the contract with Zambilli to the Town of Vail, which would provide a credit of $29,500 to be used towards the fireworks display on July 4, 2013. M/S/P: Adkisson/ Kerstiens/Unanimous New Business: There was no new business discussed. Adjournment:  Motion to Adjourn @ 12:10 p.m. M/S/P: Bank/ Adkisson /Unanimous Upcoming Meetings: Special CSE Planning Session Wednesday, September 19, 2012 @ 8:00 a.m. – 11:00 a.m. Vail Town Council Chambers Regular Monthly CSE Meeting Wednesday, October 3 @ 8:30 a.m. Vail Town Council Chambers Joint Meeting with the VLMDAC Thursday, October 18 @ 8:30 a.m.