HomeMy WebLinkAbout2015-12-02 CSE Meeting MinutesCSE Minutes December 2, 2015 Page 1 of 3
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, December 2, 2015 @ 8:30am
CSE Members Present: Barry Davis
Jeff Andrews (arrived @ 8:40am)
Mark Gordon
Rayla Kundolf
Marco Valenti
Alison Wadey
Shenna Richardson
Town of Vail Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, Economic Development Manager
Laura Waniuk, Event Liaison
Others Present: Brooke Skjonsby, Vail Resorts
AGENDA:
Meeting materials can be accessed after November 30 at the following link:
http://65.38.144.10/WebLink8/0/fol/321734/Row1.aspx
CSE Chair, Barry Davis, called the meeting to order at 8:32 am
Administrative Items
Approval of the Minutes of the CSE’s Meeting on November 4, 2015 and the CSE
Special Meeting on November 11, 2015.
Motion to approve the minutes of the CSE Meeting, November 4, and
November 11, 2015, as presented.
M/S/P: Kundolf/Wadey/Unanimous The motion passed 6-0 (Andrews not yet
arrived)
CSE Deadlines and Meeting Reminders:
• Application Deadlines and Interview Dates for CSE applicants: Letters of
Interest due to the Town Clerk, Patty McKenny, by Friday, December 4th.
CSE Minutes December 2, 2015 Page 2 of 3
Interviews on Tuesday, Dec. 15 during the Vail Town Council Work Session.
Appointments will be made at the evening meeting, also on Dec. 15.
• Updated Meeting Schedule for 2016: CSE, VLMDAC and VEAC
End of year 2015 allocations/budget review.
Navas called out that the Vail Beaver Creek Restaurant Week returned some of their
funding - $625. They invoiced with what they were billed for in terms of marketing.
There are also 3 events that haven’t been paid out their 3rd payment due to outstanding
sales tax owed by participating “out of town” vendors.
Final 2016 CSE Budget and Review of feedback from Vail Town Council on Dec. 1
and VLMDAC on Nov. 19
Questions from Council came up with regard to how the CSE is recruiting new events.
Jim Kellen requested to attend the February meeting and brainstorm for new event
producers or events. Kundolf and Gordon spoke about previous events and the process
of bringing new events in CSE history. Andrews suggested the CSE write a memo to
council regarding recruiting of events.
The topic of the permit process was raised and questions about challenges, process
and successes of different events and producers were discussed. How are certain
producers successful and why are others challenged with the permit process?
Determine Fireworks allocations for 2016 Vail America Days and Vail Holidaze.
Total available budget for 2016: $51,500 2015 split: $32K for America Days, $18K
for New Year’s Eve
Following brief discussion, CSE members agreed by consensus to allocate the 2016
Fireworks budget: New Years Eve fireworks funding at $18,000 and the balance of
$33,500 for Vail America Days.
Motion to approve the 2016 fireworks funding distribution of $18,000 for
New Years Eve and $33,500 for Vail America Days.
M/S/P: Kundolf/Richardson/Unanimous The motion passed 7-0
Vail Bluegrass dates - Consideration of a proposed change from 4 concerts
taking place every other Wednesday beginning on June 29 and ending on Aug.
10, to 4 consecutive Wednesday’s from June 29-July 20
The issue is raised due to a potential conflict of concerts in Avon with the Bluegrass
Series in Vail. The CSE is in favor of a consecutive Wednesday series of concerts.
Navas will discuss with Ariel Rosemberg. Navas also has a meeting with her contact in
Avon to discuss events for 2016 and processes.
2016 Event Survey Plan/Schedule Review final plan for 2016 independent event
survey program contracted by the CSE
McDonald explained about the types of surveys and why “post event” surveys via
web/email can be more successful in terms of sample sizes and collection of data.
Navas mentioned that the Staff will work to ensure the surveyors and producers are
working together. Andrews mentioned that it’s important to note where surveys changed
CSE Minutes December 2, 2015 Page 3 of 3
over from at event to post event to track data impacts. Navas mentioned parking counts
as another data point. RRC looks at attendance estimates, parking counts and room
nights.
New Business and Community Input
Brooke Skjonsby, representing Vail Resorts Marketing, came to say thanks for
approving funding for Snow Daze and Spring Back to Vail and that Vail Resorts is
excited about bringing CarniVail back as well.
The CSE recognized term-limited CSE member, Rayla Kundolf, and Jeff Andrews, who
elected not to re-apply for a second term, for their contributions to the CSE and the
community.
New Business and Community Input:
Alison Wadey invited the CSE members to the VCBA Winter Mixer, which will be held
on December 10 from 4:30-6:30pm at La Tour.
Mark Gordon informed the group of the B’Nai Vail nightly Hanukkah candle lighting at
5:00pm beginning Sunday Dec. 6-13 at the Covered Bridge. Free coffee and hot cocoa
will be provided by Starbucks beginning at 4:30pm, before the lighting of the menorah.
All were encouraged to attend.
Motion to Adjourn at 9:32am
M/S/P: Kundolf/Andrews/Unanimous The motion passed 7-0
Next CSE Meeting:
Wednesday, January 6, 2016 @ 8:30am- location TBD
Annual kick–off Breakfast to introduce new CSE members