Loading...
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)