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HomeMy WebLinkAbout 2015-04-01 CSE Meeting MinutesCSE Minutes Regular Meeting: April 1, 2015 Page 1 of 3 COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, April 1, 2015 @ 8:30 a.m. CSE Members Present: Jeff Andrews Barry Davis Shenna Engleman Mark Gordon Rayla Kundolf Marco Valenti Alison Wadey Town of Vail Staff Present: Kelli McDonald, Economic Development Manager Others Present: Laura Waniuk, Event Liaison Margaret Rogers, Vail Town Council Ronald Delp, Lone Star Security Morgan Landers, Can Do MS Jennifer Lucas, Vail Veterans Program Alan Himelfarb, Starting Hearts Liz Gladitsh, Vail Resorts AGENDA: Meeting materials can be accessed after March 27 at the following link: http://www.vailgov.com/WebLink8/0/fol/321725/Row1.aspx CSE Chair, Barry Davis, called the meeting to order at 8:35am Administrative Items • Approval of the Minutes of the CSE’s Meeting on March 4, 2015  Motion to approve the minutes of the CSE Meeting, March 4, 2014, as presented. M/S/P: Kundolf/Valenti/Unanimous The motion passed 6-0, Wadey not present • Financial/Contract Overview • Attachment: Roles and Responsibilities of Town of Vail Staff and Contractors with respect to Special Events Review and discussion regarding specifics of each role occurred. CSE Minutes Regular Meeting: April 1, 2015 Page 2 of 3 • CSE Invites: • Review and Recap 2015 Alpine World Ski Championships at Town Council meeting on April 21, evening session. Time TBD. • Review and Recap 2015 Burton US Open Snowboard Championship at Town Council meeting on May 19, evening session. Time TBD. • ERC Meeting Notices: do members want to be included on the list? o Response from CSE members is affirmative. Event Recaps: Can Do MS: Vertical Express: Morgan Landers This is the 2nd year bringing the event back to Vail; they had additional national sponsors and a 17% growth in revenue. Vail is their home base, but they partner with other mountains to share the website. Davis stated that the event overlaps a number of event categories; he asked Landers about how she sees the event growing and evolving. Landers said that the event will grow nationwide. There are two tiers of the event, fundraising and an adaptive skiing component. The new program doubled the number of adaptive skiers this year. The best attended event is in Vail. They updated the way they market registration, they did not require fundraising to participate. There was some overlap of events that weekend which may have impacted attendance at their event. Vail Veteran’s Program: Jennifer Lucas The first event was moved to December due to the 2015’s, the second event was held in March. Family members attend as well as the hospital staff. They experience the town as a family unit. There is no cost to any of the attendees. The plan is to grow and survey the attendees on how to improve the program. They have spoken with caregivers regarding the event producer’s plans to create a caregivers retreat. This would be a separate program and held at a different time than the other events. There would be a total of 5 events/programs; two events will be held winter and one summer golf event, the caregivers retreat and a separate veterans program. There are lots of local businesses involved and that benefit from these programs.  Motion to approve the final funding disbursement for Vail Veteran’s Program M/S/P: Andrews /Valenti /Unanimous The motion passed 7-0 Starting Hearts: Alan Himelfarb They completed a special event on February 20 at the Four Seasons called, “All You Need is Heart”. They had 80 complete screenings and 200 guests. They had 8 citizens who were discovered to have further need of medical attention. The screenings represent $1200 worth of concierge medicine. Davis asked about growing the event, the plan for 2015 is to grow the event to 600 attendees. Tier IV Criteria: Review final proposal and cover letter from subcommittee: Jeff Andrews Final presentation will be to Town Council on Tuesday, April 21. CSE Minutes Regular Meeting: April 1, 2015 Page 3 of 3 Rogers provided the background and history on how the funding was determined by the Town Council. Andrews stated that the funding topic could be left out of this memo. Rogers stated that perhaps it should be included to give a heads up, but don’t move too far from the original intent of the revisions. Rogers stated that it may be better to present this proposal on April 21 to provide ample time before the budget process. Discussion of Revised CSE Event Categories Andrews wanted to ensure that the categories mapped to the memo. Change of category to “Educational and Enrichment Events” from “Educational Events”. Next, the CSE reviewed the ratings of the scorecard. Further discussion included category titles, weighting of scorecard points. Revised documents will be distributed. These documents will include a memo to the Town Council, Education and Enrichment Events scorecard, Recreation and Cultural Events scorecard and the Event Category Definition document. New Business and Community Input Jeff Andrews and Allison Wadey will be absent from the May 6 CSE meeting. Congratulate Kelli McDonald on being a finalist in the Vail Valley Partnership Annual Success Awards as Tourism Professional of the Year. Comments from Morgan Landers: she is glad that the CSE continues to analytically break down the process, scoring, alignment and evaluation of events in the “Educational and Enrichment” category. Jennifer Lucas said that she didn’t see a category for revenue or ROI included in the criteria for the “Educational and Enrichment” categories. Davis stated that the CSE is moving away from evaluating strictly based on financial ROI for the “Educational and Enrichment” category because some events do not contribute to financial ROI in the same way as others. Some events do contribute to a brand affiliation/brand affinity. Landers asked which is weighted more heavily, financial or brand, which is harder to quantify.  Motion to Adjourn at 10:16am M/S/P: Andrews /Wadey /Unanimous The motion passed 7-0 Next CSE Meeting: Wednesday, May 6, 2015 @ 8:30 a.m. Vail Town Council Chambers