HomeMy WebLinkAbout2012-11_07 CSE MinutesCSE/Meeting Minutes November 7, 2012 Page 1 of 6
MINUTES:
Town of Vail: Commission on Special Events Meeting
The Grand View
Wednesday, November 7, 2012 @ 8:00 a.m.
CSE Members Present: Jenn Bruno, Chairman
Cali Adkisson
Bobby Bank
Dave Chapin
Barry Davis
Sonny Kerstiens
Rayla Kundolf
TOV Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, Economic Development Director
Clare Hefferren, Economic Development Assistant
Lorelei Donaldson, Vail Town Clerk (arrived at 8:30 a.m.0
Mike Griffin, Town of Vail IT Department
Others Present:
o Adam Sutner, Strategic Consultant to the CSE
o Margaret Rogers, Vail Town Council
o Greg Moffett, Vail Town Council, Taste of Vail
o Skip Thurnauer, Vail Local Marketing District Advisory Council
o Ilene Rapkin, I Openers Holding, LLC and Vail Restaurant Month
o Sarah Langston, Vail Restaurant Month
o Marc LeVarn, and Jonathan Staufer, Meadow Drive Partnership and Vail Farmers
Market
o Angela Mueller, Vail Farmers Market and Taste of Vail
o Chris Chantler and Randall Martinez, Taste of Vail
o Brian Nolan, Vail Restaurant Association
o Sarah John, Restaurant Kelly Liken
o Missy Johnson, Greg Schwartz, Peggy Wolf, Highline
o Euginnia Manseau, Ski and Snowboard Club Vail
o John and Jodi Knight, The America Cup
o Mark Bradford, Skate Club of Vail
o Scott Bluhm, Mike Imhof,and Duncan Horner, Vail Valley Foundation
o Dan Cramer and Bryce Thornburg, Team Championships Intl.
o Jamie Gunion and Beth Pappas, Vail Recreation District (VRD) and Keen Vail Kids
Adventure Race
o Helene Mattison, Grand Traverse Adventures, Keen Vail Kids Adventure Race
o Dieter Drake, Anthem Sports, Tour of Vail
o Cynthia and Carl Bruggeman, Speckled-Hound Productions
CSE/Meeting Minutes November 7, 2012 Page 2 of 6
o J. Russell Gill and Francesca Conte, Bad to the Bone Endurance Sports
o Shannon Moller and Janet El-Bitar, Vail Soccer
o Seth Ehrlich, SOS
o Jillian Becker and Tony Landon (by phone), Human Movement
o Gena Buhler, Vail Global Energy Forum
o Sean and Scott Cross (by phone), Vail Film Festival
o Alby Segall, Mike Losier, Vail Symposium
o Andrew Chiacchierini, Josef Korbel School of International Studies, University of
Denver
o Brian Hall, Lionshead Family Fun Club, Blue Creek Productions
o Shannon Henn, Vail Rocks!
o Laurie Asmussen, Eagle Valley Events
o Rhonda Jackson, Vail Soul Fest
o Jens Werne, Peeples Ink PR
o Morris Lawrence, Season of Song
o Jamie and John Stone, Kathy Langenwalter, DiscoverWell
o Robin Litt, Vail Jazz Foundation
o Sean Glackin, Alpine Kayak
o Rich tenBraak and Doug Landin, Vail Automotive Classic
o Sarah Franke, Lionshead Merchants Association and Colorado Grand
o Elyse Howard, Habitat for Humanity
o Michael Holton, Vail Valley Medical Center, PINK Vail
o Jen Radueg, Holli Snyder and Pete Benedeth, NRC
o Jim Reynolds and Crystal Strain, Commando Bootcamp
______________________________________________________________________
CSE Chair, Jenn Bruno, called the meeting to order at 8:15 a.m.
Administrative Items:
Motion to approve the Minutes of the CSE meeting of October 3, 2012 as
presented.
M/S/P: Kerstiens/Davis/Unanimous*
*Chapin abstained as he had not been officially sworn in at this time.
• Town Clerk, Lorelei Donaldson, arrived at approximately 8:30 a.m., and proceeded to
swear- in newly appointed CSE member, Dave Chapin, who will fill out the unexpired
term of Joyce Gedelman-Viers, expiring on December 31, 2012.
• Review Current 2012 Allocations/Financial Statements: Navas stated that the status of
contracts and payments is progressing as expected. There were no questions from the
CSE.
• Navas reminded the board that the terms of current CSE members; Cali Adkisson, Barry
Davis and Dave Chapin, expire on December 31, 2012. All three members are eligible to
CSE/Meeting Minutes November 7, 2012 Page 3 of 6
reapply. All persons interested in serving on the CSE board should submit letters of
interest and experience to the Vail Town Council, Attn: Lorelei Donaldson, Town Clerk,
75 South Frontage Road, Vail, CO 81657 by mail or in person no later than 5:00 p.m. on
Tuesday, December 11, 2012. All applicants will be interviewed by the Town Council at
their afternoon work session on Tuesday, December 18, 2012, with appointments to be
made at the evening Council meeting on December 18, 2012.
• CSE members agreed by consensus to reschedule of the regular CSE Meeting, which
would fall on January 2, 2013, to January 16, 2013, 8:30am to 11am. CIRSA Board
Member Training will take place at this meeting.
CSE Budget Items:
1. 4 week extension of Clare Hefferren’ s contract for 2012: 16 hours per week through
December 15
Motion to approve $800 from 2012 CSE Budget as requested.
M/S/P: Chapin/Kerstiens/Unanimous
2. Contract for Services Discussion: 2013 Strategic Guidance budget item and RFQ:
Rogers encouraged the CSE, in their report to the Council, to emphasize the strong
investment return feedback that special events have delivered and to make clear that a
strong strategic decision making plan has been developed with the goal of continuing to
raise the bar. Rogers noted that where successes were “less than hoped for,” most often
it was the result of a new producer who didn’t know Vail’s systems well enough and
inadequate marketing. Rogers stressed the message of taking the CSE to the next level
and the need to illustrate to the Town Council why that is important.
Motion to approve RFQ as presented. M/S/P:Davis/Kerstiens/Unanimous
Bruno and Kerstiens volunteered to serve on the committee with Navas and
McDonald to review responses to the RFQ, and select finalists for CSE to interview on
December 5th.
3. The CSE reviewed the overall budget for 2013, and approved the document as
presented by consensus.
Discussion of Proposed Mission Statement and Agreement:
The Vail Commission on Special Events is accountable to deliver an annual
Special Events Plan which ensures world class events that are fully aligned with Vail’s
brand. The CSE shall effectively and efficiently allocate available budget behind this
objective.
CSE/Meeting Minutes November 7, 2012 Page 4 of 6
The Events Plan will deliver measureable results in terms of specific goals:
economic impact, optimization of the seasonal calendar, positive community experience
and integration, as well as positive guest-centric results that lead to future loyalty.
Motion to adopt the new CSE Mission Statement as written.
M/S/P: Bank/Adkisson/Unanimous
Marketing Checklist for Publicly Funded Events: This item was deferred to the December 5,
2012 CSE meeting.
Review of Event Funding Proposals, and recaps as previously scheduled and listed
below :
2012 Special Event Funding Available:
$768,500
Event: Producer: Dates: $$Requested:
CULINARY EVENTS AND FOOD FESTIVALS
Vail Restaurant Month + Recap* I Openers Holding Sep 16- Oct 13 $250,000
Vail Farmers' Market and Art Show
+ Recap*
Meadow Drive
Partnership
Sundays, June 16
- Sep 22 $40,000
Gourmet on Gore + Recap* Highline Aug 30- Sep 2 $75,000
Oktoberfest + Recap* Highline Sep 6-8, 13-15 $85,000
Taste of Vail Taste of Vail, Inc Apr 4-6 $70,000
HIGHLINE EVENTS
Spring Back to Vail Highline Apr 8-14 $100,000
Snow DAZE Highline Dec 4-8 $100,000
Vail HoliDAZE Highline Dec 16-22, 31 $75,000
Vail New Year's Eve Highline 31-Dec $20,000
PARTICIPATORY ATHLETIC EVENTS: Q & A , STRATEGIC BRAINSTORMING
SSCV Noram Cup Ski and Snowboard Club
Vail Jan 31- Feb 5 $2,500
US Youth Fly Fishing
Championships America Cup, Inc June 20-22 $2,500
King of the Mountain Volleyball King of the Mountain June 14-16 $10,000
Vail Lacrosse Shootout Colorado Lacrosse
Promotions June 29 -Jul 7 $20,000
Skating Club of Vail: Invitational and
Mountain Fun Skating Club of Vail Jul 10-14 $7,500
Kick-It 3v3 Soccer Tournament Team Championships
International Aug 2-4 $40,000
Keen Kids Adventure Race
Vail Recreation
District/Grand Traverse
Adventures
Aug 8-11 $40,000
CSE/Meeting Minutes November 7, 2012 Page 5 of 6
Tour of Vail + Recap* Anthem Sports Aug 16-18 $100,000
Vail Valley Victory Races Speckled-Hound
Consulting Sep 1 & 8 $45,705
The America Cup International Fly
Fishing Tournament + Recap America Cup, Inc Sep 10-15 $5,000
Falling Leaf 50 Mountain Bike Race Vail Recreation District 21-Sep $6,000
Ultra Race of Champions (UROC) Bad to the Bone
Endurance Sports, LLC Sep 27 -28 $75,000
Vail Valley Cup Soccer Tournament Vail Valley Soccer Club Oct 5-6 $6,200
Winter Mountain Games Vail Valley Foundation Feb 8-10 $70,000
Summer Mountain Games Vail Valley Foundation June 6-9 $100,000
Vail America Days Human Movement July 4-6 $65,000
MUSIC/ART/CULTURAL EVENTS
Vail Global Energy Forum Vail Global Energy
Forum Mar 1-3 $35,000
Vail Film Festival Colorado Film Institute Mar 28-31 $100,000
Beyond Winning and Losing Vail Symposium Apr 5-6 $37,500
Lionshead Family Saturday
Afternoon Club Blue Creek Productions 9 Saturdays, June
15- Aug 10 $23,400
Vail Rocks! Love Strength Hope
Foundation June 15 $25,000
Vail Arts Festival Eagle Valley Events Jun 28-30 $18,000
Soul Music Fest Rhonda July Jackson Aug 23-25 $50,000
Season of Song + Recap* Morris Lawrence Sep 6-8 $120,000
The Vail "Living Well" Summit Discover Well Sep 19-21 $50,000
AMBIENT AND COMMUNITY EVENTS
Vail Whitewater Park Kayak Demos Alpine Kayak 6 Tuesdays, May
14- June 18 $3,000
Vail Automotive Classic Vail Valley Concours 8-Sep $5,800
Colorado Grand Finish Line and
Councours
Colorado Grand, Tom
Horan President Sep 20 -21 $5,000
Carpenter's Ball Habitat for Humanity 9-Mar $5,000
Pink Vail Vail Valley Medical
Center 9-Mar $25,000
MEMORIAL DAY EVENT OPPORTUNITIES & DISCUSSION
Preliminary Research Findings
Vail Songwriters Festival NRC365 May 23-26 $75,000
Commando Bootcamp and Mutt'er
Run Jim Reynolds May 23-26 $10,000
Budget Considerations and Opportunities
Total Funds Requested: $1,998,105
CSE/Meeting Minutes November 7, 2012 Page 6 of 6
Motion to approve the recaps as presented, and release the final installment of the
2012 CSE funding allocation, for the following events:
o Vail Restaurant Month
o Vail Farmers’ Market and Art Show
o Gourmet on Gore
o Oktoberfest
o Tour of Vail
o Season of Song
M/S/P: Chapin/Kerstiens/Unanimous
New Business and Community Input: No new business was discussed.
Motion to adjourn @ 6:00 p.m.
M/S/P: Davis/Bank/Unanimous
Next Regular CSE Meeting:
Wednesday, November 15, 2012 @ 8:30 a.m.
The Grand View (Located on top deck of LH Parking Structure)