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HomeMy WebLinkAbout2013_09_04 CSE MinutesTOV/CSE Minutes September 4, 2013 Page 1 of 9 Minutes: Town of Vail: COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, September 4, 2013 @ 8:30 a.m. CSE Members Present: Jenn Bruno Bobby Bank Amy Cassidy Barry Davis (left at 11:20 a.m.) Sonny Kerstiens Rayla Kundolf CSE Member Absent: Dave Chapin Town of Vail Staff Present: Kelli McDonald, Economic Development Manager Sybill Navas, CSE Coordinator Pam Brandmeyer, Assistant Town Manager Todd Oppenheimer, Capital Projects Manager/Town Landscape Architect Molly Eppard, Art in Public Places Coordinator Others Present: Margaret Rogers, Vail Town Council Clare Hefferren, Callosum / Event Liaison Consultant to the CSE Katie Tille, Highline Cabal Yarne; Vail Chamber, Lionshead Merchants Association Kit Williams, Lionshead Merchants Association Dan Cramer, Brandon London, Bryce Thornburg; North American Sports Group Sarah Franke, Brian Nolan; 970 Group Cati Miller, Lionshead Merchants Group Laurie Asmussen, Eagle Valley Events Alison Wadey, Vail Chamber and Business Association (VCBA) Jonathon Brownlee, Arrabelle, Lionshead Merchants Association Amad Akkad, Lionshead Jewelers Jeff Andrews, Vail Spa, Lionshead Merchants Association Meeting Materials may be viewed at: http://www.vailgov.com/WebLink8/Browse.aspx?startid=34151&row=1&dbid=0 TOV/CSE Minutes September 4, 2013 Page 2 of 9 CSE Chair, Jenn Bruno, called the meeting to order at 8:30 a.m. 1. Administrative Items a. Approval of the Minutes of the CSE Meeting of August 7, 2013  Motion to approve the Minutes of the meeting of August 7, 2013, as presented. M/S/P: Davis/Kerstiens/Unanimous b. End of Year Meeting Schedule - attached. Cassidy, Bruno and Kundolf confirmed they can attend the VEAC/CSE joint meeting on September 10th from 8-8:45am. Bobby Bank requested that VLMDC come to the CSE meeting 50% of the time versus the CSE attending all of theirs. McDonald stated location and meeting attendance is based on topic and deadline requirements. Bruno also stated the VLMD conference seating setup is more conducive to discussion at the VLMDAC meetings in the Antlers site than in the Council Chambers, where the CSE usually meet. c. Review Financial Status: remaining unallocated Special Event funds: $30,221.00 Request to approve moving $221.00 to the Admin budget to cover upcoming meeting costs.  Motion to approve moving $221 to the Admin budget to cover upcoming meeting costs, as requested. M/S/P: Kundolf/Davis/Unanimous Navas stated that she will have a proposed split for the 2014 budget at the October 2nd CSE meeting. d. Vail Family Fun Challenge/Brian Hall, Blue Creek Productions: $900 additional funding requested by Blue Creek Productions, due to unexpected charges from Solaris Navas reminded the CSE that Brian Hall of Blue Creek Productions had been contracted by the CSE to produce the Survivor Casting Call and associated Vail Family Fun Challenge event. Having never used the Solaris venue, he was taken by surprise to be informed that there was a rental fee for the plaza of $2300 involved, which was then negotiated down to $900. Hall is requesting the allocation to cover the unexpected and unbudgeted fees. Rogers asked why Solaris gets to charge at will with differing amounts? Solaris has a contract with the Town, and Rogers doesn’t want to deviate from it. McDonald explained fees have been raised due to wear and tear, security and maintenance. Solaris negotiates with each event producer based on expected wear and tear. These contracts have been accepted by the Town of Vail (TOV) and confirmed by Matt Mire, the town’s attorney, as reasonable costs of maintaining the plaza. Brandmeyer added that, if Solaris usage is compared to that in the public rights of way, the TOV would have public works crews providing the maintenance. The Town came to the conclusion that a mechanism is needed to maintain the plaza, as the TOV won’t put staff resources into it. Kundolf suggested putting signage on the artwork to stop people from climbing on it – noting this is the responsibility of the Solaris Management. TOV/CSE Minutes September 4, 2013 Page 3 of 9  Motion to approve the additional funding of $900 to Blue Creek Productions for Vail Family Fun Challenge, as presented. M/S/P:Kundolf/Cassidy/Unanimous 2. Updates: a. Event Review Committee (ERC) Permitting Policy: Pam Brandmeyer, Assistant Town Manager Navas reminded the CSE that the question, which had been raised originally by Kundolf, for Brandmeyer was “What are the criteria for approval of special events that do not receive funding from the TOV or the CSE?” Kundolf confirmed the question, stating sometimes there are non-funded events that create congestion based on dates. Kundolf asked ERC to provide a complete calendar of events, specifically referencing bike rides, to the CSE in advance of 2014 allocations. Kundolf also suggested creating a “This is What’s Happening” weekly ad from CSE/ERC,” and referenced an article that the Vail Daily had recently run. Brandmeyer stated that the ERC looks at the calendar carefully and tries to offer a venue comparable to that of any funded event. ERC additionally uses good judgment and respects the need to maintain the standard of the Vail brand. The overall philosophy is to build revenue based on events. She acknowledged that perhaps, based on recent comments from the Town Council, TOV has reached “the threshold” of risking damaging customer experience, safety and town resources. She stated that bike races are a political hot potato and the ERC manages it as well as possible; every year a conversation occurs concerning how to manage these rides into a full calendar of events, and welcomed suggestions. McDonald asked how much control ERC has over events. An example used was bike rides coming through East Vail. Navas confirmed that, with respect to the bike rides such as the Triple Bypass and the Copper Triangle, the ERC/TOV have no choice but to approve permit, as we are in the middle of their routes and we are politically unable to deny their access. She noted that if ERC did have a choice they would likely not approve them based on traffic congestion. Bank requested event producers share their participant database list. It was noted they would be required to opt-in to the TOV mailing list. Navas shared that all Town of Vail events, funded or not, are required to provide neighborhood notification as part of their permit approval. b. The update on Ford Park Construction for 2014 was moved to later in the meeting to accommodate Todd Oppenheimer, who had a previous commitment. 3. Vail Holidaze/Highline: Revised funding allocation discussion, Katie Tille Tille reviewed the 2 funding options of $81,360 and $105, 091. McDonald noted there was an earlier $50K option which was not presented in the packet. That bare bones $50K option includes the tree lighting, New Year’s Even torchlight ski down and fireworks, and candy cane patrol. This option is enough to make an impact for holiday but is not the biggest bang for the buck. Davis asked if there had been discussion of making it more skate centric. Tillie relied, “Yes, but the candy cane patrol is a more minimal cost.” Davis remarked that the CSE may want to discuss losing the fireworks for skating ramp up. TOV/CSE Minutes September 4, 2013 Page 4 of 9 Kundolf stated that the skating was introduced as an entertainment option for destination guests. It is a big part of the event which also brings in our local skaters. The Tree Lighting has lost its luster with the loss of President Ford and his family’s presence, and questioned whether the Town of Vail should focus less on it and more on working with AIPP on incorporating the Triumph Winterfest ice sculptures into a larger feature of the holidays. Bruno agreed with Kundolf and wants to see a $50K budget with the skate shows as the base and a la carte items on top. They discussed and requested a 2 night option on an overlap weekend to hit as many guests as possible. McDonald reminded the board that if the CSE wants this, we need to approve ASAP so Highline may secure the talent. Bruno feels very strongly on skating shows vs. candy cane patrol and carolers. She asked if it would be feasible to do the skate shows for $20K, to which Tille replied, “No.” Tille said $50K includes tree lighting, torchlight parade, fireworks and the candy cane patrol. Bank requested that all ‘asks’ for additional funding come at the same time. Navas confirmed that all are listed on the agenda for today’s meeting. Molly Eppard, representing AIPP, has agreed to consider aligning Triumph Winterfest with Vail Holidaze, pending artist availability. They can plan a soft opening prior to the Christmas holiday and a celebratory Martin Luther King weekend hard launch. Navas reminded the board that James Deighan had eluded at a previous meeting that Highline, which has received $10K in funding for the Dobson New Years Eve (NYE) event, may not produce that event if the right performers are not available. Tille confirmed that the event is still “on,” and added that there is a separate budget for a kids’ NYE event at Eagles Nest. In the past Highline has additionally worked with Vail Resorts for a top of the mountain family centered event separate from HoliDaze/NYE. CSE requested the following budget information: 1 night of skating vs. 2 nights of skating; a la carte version of remaining components. Tille noted that sometimes 1 night is more costly than 2 nights, i.e. $20K for one, versus only $24K for two – which makes 2 days more valuable. Final direction: CSE will vote via email for the HoliDaze budget, as soon as all information is available. 4. Discussion: Revised Strategic Plan for 2013-2017 Navas walked the CSE through the revisions to the Strategic Plan using a PowerPoint deck highlighting the revisions and seeking input where significant changes have been suggested. The final document will be prepared in PowerPoint format, so as to be easily displayed and updated. There was much discussion regarding the “recommendation” that the CSE be allocated increases in their budget based on some percentage of increased sales tax revenues generated by the events for the purpose of underwriting increased cost of administration, research and evaluation as well as further event development or recruitment. Rogers stated that the word “recommends” was not assertive enough and suggested rewording to, “We contribute and therefore we should be recipients,” or similar. She noted this should attempt to address the limitations of the CSE’s funding coming only from an allocation out of the General Fund when there should be a sales tax based budget similar in comparison to that of the VLMD. The CSE has proved to be a strong contributor. McDonald added that the Finance Department is projecting a 5% revenue increase this TOV/CSE Minutes September 4, 2013 Page 5 of 9 year based on record sales tax which the events contribute to significantly. Navas was directed to re-work the wording to address the concept more clearly. There was additional discussion regarding the concept of seed funding for a limited time vs. consistent funding for ongoing events. The CSE felt consistent funding is necessary for on-going events that are proving themselves successful under the CSE’s criteria. Navas pointed out that there had been some rewording of the language on the Score Card to reflect a more precise alignment with the revisions the VLMDAC incorporated into their recently approved strategies for the coming year. CSE members also felt that it was important to incorporate the newly increased focus of both the Town Council and the VLMDAC on further development of the concept of Health and Well-being. Finally, Navas was directed to incorporate references to the Town Council’s Mission as part of the measure of success and to further reinforce the alignment of the CSE’s strategic goals. CSE members agreed by consensus to separate the tactical suggestions that were included in the plan submitted by MKT Vail, (Adam Sutner) from strategic actions and measurements, and to use those as a basis for developing a “work plan” for the coming year and into the next 4 years. Rogers suggested showing “check marks” when goals are met. The revised draft will be reviewed at the upcoming VEAC meeting on September 10th, and will also be reviewed for input prior to the CSE’s formal adoption of the plan, by the VLMDAC, the ERC and finally by the Town Council. Hefferren requested bringing the work plan document back to the board for review at a later date. Bruno agreed and requested it be placed on an agenda after the fall allocations have been made. 5. Event Survey/recap requirements for 2014: Review Event Recap Guidelines. No additional research is recommended for 2014. Navas suggested keeping the current PowerPoint recap template for recaps. She noted, however, that event producers didn’t understand this year that they are still responsible for presenting their own independent survey info if they receive $10,000 or more in funding from the CSE. A separate document that was included in the agreement in previous years has been revised and now makes that clear. McDonald suggested that CSE add a couple of questions for the VLMD intercept studies based on events. CSE members agreed. 6. Event Recap: Kick-It 3v3 Soccer: Brandon London and Bryce Thornburg, North American Sports Group (formerly Team Championships International/Lagardere- Unlimited) TOV/CSE Minutes September 4, 2013 Page 6 of 9 London reported participation of just under 300 teams in the tournament. This year’s event included the addition of “King of the Pitch,” an extra event activation at Solaris on Friday night following tournament play for players, families and spectators which proved to be very popular. The creation of a time lapse video of Friday’s event is being considered. After hearing the Town of Vail focus on international guests, Thornburg stated that they may be able to draw in 3V3 international teams as well. This year the Kick-It organization hopes to capture new participants through an academy that they have recently acquired that mimics a soccer club. Mexican teams did not come for 2013, as they come alternate years, but they expect that they will return next year. They also are looking to create another extra-curricular event for 2014 on both Friday and Saturday, since the addition this year was so successful. Bank suggested hosting the awards in town to create more of a ceremony. Kundolf recommends following the King of the Mountain model by bringing in pros for signing events. They agreed, and can bring in other activation mechanisms as well. By way of example, their company also hosts “Sports Fests,” which include a ‘Glow Run’ to involve parents and kid participants as a family community run. Bruno asks if they have reached a number of participants that exceed the capacity of the Vail facilities, to which Thornburg responds, “No. 500 teams would be the maximum on current fields.” A detailed survey was provided on registration and again on site. Bruno thanks them for hosting the Solaris event, stating it brought people in and helps to answer the question of what’s going on at the fields. She agrees a ‘glow run’ is a good idea. Cramer asks if they would be permitted to produce a 5k “Glow Run” through the village on one evening during the tournament next year, as they have at some of their other venues, indicating that they were very successful. Navas replies yes, contingent upon scheduling considerations. Kundolf asks them to incorporate Lionshead. They are requesting shuttles for 2014 fields, which TOV will provide, since the Ford Park fields will still be under construction. They indicated that they may also be able to play at Red Sandstone elementary school – based on divisions, which ensures they keep as many players as possible in Vail versus heading down valley. Vail Mountain School has artificial turf and they will approach them to discuss possible use of that facility. Kundolf appreciates their attitude with respect to the activation requests of CSE. Bank asked Navas to advocate for the Town of Vail bus services to outlying fields.  Motion to approve the post-event recap and the release of the final funding installment for Kick-It 3v3 Soccer. M/S/P: Kundolf/Bank/Unanimous 7. Update, Sarah Franke: Vail-Beaver Creek Restaurant Week Diningataltitude.com is live and all marketing has begun. Compliments were given with respect to the web site designed by 970 Designs. Franke updated the CSE on event lodging, restaurants, marketing plan and marketing/PR efforts. Navas expressed that she was pleased with the amount of restaurant and lodging registrations a full two months out. Registration to participate as a lodge/restaurant will cut off on September 6th, based on print deadlines. McDonald requested a lodging update, which was confirmed by a list of 14 lodging partners. Bruno suggested contacting the Vail Valley Soccer Club to use their database. Franke confirmed that the VV Soccer Cup is a part of the program and are TOV/CSE Minutes September 4, 2013 Page 7 of 9 included in an email database. Bruno asked if restaurants are marketing themselves as well. Franke replied, yes, through print, web and social media. Outside of Vail marketing includes Front Range advertising, BC Resort and VLMD posts in the Denver Post, 5280 & Westword and database blasts, plus Aspen Times and Summit Daily. McDonald reminded the board of the American Planners Association of which the TOV is a sponsor, estimating 500 attendees. Franke replied that event was placed in the conference program and the database is included in email blasts. 8. Discussion w/Lionshead Merchants regarding their vision for 2014 Events in Lionshead, Sarah Franke and Cati Miller Franke and Miller conveyed that the Lionshead Merchants have changed the direction of their merchant group and the purpose they serve. Realizing the importance of special events, they have determined a program to both enhance existing events and to bring new events to support the businesses. Broken into several sub-committees, each with a focus on the calendar, hours and seasonality to best fit the CSE’s criteria of attracting destination guests and supporting the Vail brand. The events they intend to enhance include the Vail Arts Festival, Jazz at Vail Square and the Colorado Grand. New event categories they would like to recruit include music, cultural and culinary, for example, a food truck event; Bluegrass Wednesdays in the Jazz tent at Arrabelle to take advantage of shared tent costs; Sunday gospel event; Wine event; Large gospel event; and a Winter market. Franke believes there is a misconception that it is difficult to host events in Lionshead. They would like to minimize that impression as a community and ask for CSE’s support in building events. Bruno thinks they are taking the appropriate approach. She looks forward to hearing what they’ll bring to the CSE. Rogers commented that the Gospel on Labor Day weekend has received great comments. She thinks if they had this every Sunday, “I’d be here every Sunday. Build on that morning, you will pack them in.” Kundolf expressed a concern around Arrabelle weddings and stated CSE can help drive mid-week events to avoid the weekend conflicts, noting that Thursday Jazz events are very successful. Franke noted they have spoken to Vail Family Fun Club / Brian Hall to adjust his event based on Arrabelle weddings. Merchants are working with promoters to work around times/dates to place them in an area where they won’t impact or a time that won’t overlap. Kundolf suggests Lionshead Merchants get a complimentary calendar to which Navas complied. 9. Enhancements to the Colorado Grand: Sarah Franke and Cati Miller: $5250 funding request from LH Merchants to better promote the event and establish a stronger presence in the venue. Cati Miller explained that the demographic of the participants is clearly the 1%. They arrive on Sunday, and depart for their 1000 mile tour of Colorado on Monday, returning to Vail on Friday and staying through Saturday, when they display the vehicles in all of their dusty glory in the LH Mall. 2013 is the 25th anniversary of the event. In the past they did not greet them, this year they will. $6K in donations has been collected from the LH Merchants as a contribution to their silent auction. The finish line event on Friday, September 20 will be moved from the bus stop further into the mall under the Montauk arches where Mark Sassy of TV8 will MC car arrivals and a Dixie Land Band will be providing a welcoming TOV/CSE Minutes September 4, 2013 Page 8 of 9 atmosphere. Montauk & Bart & Yetis will host a social setting pro bono. In 2014 the Lionshead merchants intend to create a kick-off social as a welcome as well. Navas asked how many participants? Response: 100-110 vehicles with about 250 participants. Bruno noted that in the past that the CSE’s $2K contribution has gone to the Colorado Grand organization to provide the band, permits, awards and brunch, collateral. Franke: The new request is from the LH merchant community to bring the event to a higher level that the event producer has not been able to do solo. Bank confirmed the $6K in-kind from the LH Merchants is specific to the silent auction. The response, yes, and they had agreed to a $500 minimum contribution. The money from the silent auction goes to designated charities as well as to provide a $1,000 scholarship to a student from each community that they visit on the tour. Kati stated that in the past the Colorado Grand has actively participated in other communities they drive through, but that in Vail they seem to pass through without being involved. The event producers want to ramp up Vail. Kundolf noted the presentation seems vague. Franke replied the budget execution is lined up with reachable goals in small steps. Several CSE members had an issue with the $1250 allocation for flowers. Franke thanked the CSE for putting Lionshead in the RFP as a focus.  Motion to approve additional funding of $4000 to the Lionshead Merchants Group to enhance the Colorado Grand, as presented minus the flowers. M/S/P: Bank/Davis/Unanimous 10. Event Liaison Update to the CSE: Clare Hefferren Hefferren reviewed upcoming events and referenced ‘star student’ events highlighting Vail Beaver Creek Restaurant Week. She noted the Colorado Grand date on the event liaison update was incorrect. The event date is September 20th and 21st. Back to 2.b. Update: Ford Park Construction for 2014 Todd Oppenheimer, Oppenheimer is managing the Ford Park projects. They have just finished Phase 1. Phase 1B is on the upper bench of the park. Phase 2 will be lower bench. American Civil Constructors will rebuild the sports fields for a $4.2M contract. They began mobilization yesterday, 9/3/13. Remodel will create 2 full size soccer fields end to end in the venue, which is a very large increase. The fields may also be used for soccer, lacrosse and softball and include new walkways, irrigation, landscaping, fencing, underground work, a new bus shelter and bus lane immediately north of the northwest tennis courts. Reconstruction of the west parking lot will include a new entrance to east lots & reconfigure of trash building off the road to the back corner of the walk which allows semis to access Betty Ford Way. The schedule is being slowed due to CDOT permits having not arrived. The work on the fields can be accelerated, and if completed earlier than anticipated it is possible that some events may take place late in the summer of 2014. The work on parking/roads will be delayed. They are playing it by ear based on permits. The current plan is that the fields will be out of commission for all of 2014 to allow grass time to establish. Some things may be done in August 2014, but are not officially scheduled at the present time. TOV/CSE Minutes September 4, 2013 Page 9 of 9 Kundolf requested more trash receptacles and recycling. Todd replied trash receptacles are part of site contract not construction. There is a lot of space for both. 11. New Business and Community Input  Bank: A group of professional hockey players with over 10 teams are practicing at Dobson today until noon. They do not publicize the event, but welcome the public.  Motion to adjourn at 11:17 a.m. M/S/P: Kundolf/Davis/Unanimous Upcoming Meetings: Joint meeting with the Vail Economic Advisory Council (VEAC) Tuesday, September 10, 8:00 a.m. – 8:45 a.m. CSE Meeting: Wednesday, October 2, 2013 @ 8:30 a.m. Vail Town Council Chambers