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HomeMy WebLinkAbout2016-09-07 CSE Agenda Minutes FINALCSE Minutes September 7, 2016 Page 1 of 6 COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, September 7, 2016 @ 8:30am AG ENDA: Meeting materials can be accessed at the following link: http://65.38.144.10/WebLink/0/fol/346303/Row1.aspx CSE Members Present: Barry Davis Mark Christie Mark Gordon Kim Newbury Rediker Shenna Richardson Marco Valenti Alison Wadey TOV Staff Present: Laura Waniuk, Event Liaison Specialist Kelli McDonald, Economic Development Manager Ernest Saeger, Special Events Coordinator Others Present: Leon Fell, King of the Mountain Volley Brian Hall, Blue Creek Productions – Vail Family Fun Fest Laurie Asmussen, Eagle Valley Events Inc. Missy Johnson, Highline Ariel Rosemberg, Vail Bluegrass Peggy Wolfe, Highline Brooke Skjonsby, Vail Resorts Samantha Biszantz, Root & Flower CSE Chair, Barry Davis, called the meeting to order at 8:30 am. Administrative Items Approval of the Minutes of the CSE Regular Meeting on August 3, 2016 Motion to approve the minutes of the CSE Meeting, August 3, 2016 as presented. M/S/P: Christie/Valenti/Unanimous The motion passed 5-0. CSE Minutes September 7, 2016 Page 2 of 6 Review financials: Refer to the spreadsheet Waniuk pointed out that NPS scores are looking good overall besides the Vail Arts Festival. Waniuk stated that the lodging percentage is very good with King of the Mountain Volleyball and Vail Lacrosse Shootout being very strong. Waniuk said that there were parking issues for Vail Lacrosse Shootout which lowered their NPS. McDonald stated that Town Council will discuss parking in the future weeks. Reminder: No regular CSE meeting on October 5 Reminder: Upcoming RFP meetings: October 19 & 26 at the Antlers: CSE 2017 Allocations to be presented to VLMDAC on Thursday, November 17. CSE 2017 allocations to be presented to Town Council on Tuesday, December 6. Wadey asked what time VLMDAC and CSE presentations are. McDonald stated that she will confirm the times. Reminder: Application Deadline and Interview Dates for CSE Applicants: Interviews at Town Council Work Session on Tuesday, December 20. The deadline for letters of interest is due to the Town Clerk, Patty McKenny, by Friday, December 9. o CSE members whose terms expire on December 31, 2016 are Barry Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna Richardson will not finish out her term (through 2017). Waniuk asked if we should survey Vail / Beaver Creek Restaurant week. Waniuk stated that comment cards did not work last year. Davis said it does not make sense since it is more of a promotion than an event. Event Recap: *motion to release final funding disbursement required King of the Mountain Volleyball * (Leon Fell) Please see presentation for further details. Fell stated that they provide a drop off area for participants to drop equipment before they go park in in the structures. Fell believes his marketing push increased team and attendance. Fell stated that he would like to see more adults participate. Davis asked Fell to share growth ideas. Fell said sponsorships will be retroactive and fees would be discounted to $45 for the 45th anniversary. Fell stated that Misty May wants to make the event part of their academy.  Motion to approve the final funding distribution for King of the Mountain Volleyball. M/S/P: Christie/Valenti/Unanimous The motion passed 7-0 CSE Minutes September 7, 2016 Page 3 of 6 Event Recap: *motion to release final funding disbursement required Vail Summer Bluegrass Series * (Ariel Rosemberg) Please see presentation for further details. Rosemberg stated that attendance drops in the middle two weeks mainly due to artist selection. Rosemberg stated that in 2013, the first funding year, the CSE stated the desire to scale back its contribution. Rosemberg stated that the Arrabelle may not be the right venue due to their liquor license preventing him from receiving any revenue. Rosemberg approached the Arrabelle with a profit sharing model and they declined. Wadey asked for Rosemberg to share his profit sharing model, Rosemberg will send. Davis asked if a new venue has been chosen. Rosemberg stated that he is looking into it. Gordon asked if he is talking to other resorts. Rosemberg said he does not plan on moving out of Vail.  Motion to approve the final funding distribution for Vail Summer Bluegrass Series.. M/S/P: Richardson/Valenti/Unanimous The motion passed 7-0 Event Recap: *motion to release final funding disbursement required Vail America Days * (Highline – Missy Johnson) Please see presentation for further details. Johnson stated that this is the Town of Vail’s event and Highline is here to produce it. Davis asked if anything was missing from the event. Johnson stated she would like to see the opportunity to bring new partners, sponsors and activation to the event.  Motion to approve the final funding distribution for Vail America Days. M/S/P: Richardson/Valenti/Unanimous The motion passed 7-0 Event Recap: *motion to release final funding disbursement required Vail Arts Festival * (Laurie Asmussen) Please see presentation for further details. Asmussen stated that there were 70 artists in 2016, down from 95 in 2015. Asmussen stated the decline in artists was to help the flow of traffic through Lionshead. Waniuk asked for target number of vendors for 2017. Asmussen believes that 70 is the best number and may be able to move to 80. Davis asked CSE Minutes September 7, 2016 Page 4 of 6 why the NPS score was 23. Waniuk believes that parking issues caused by the construction in Lionshead brought the NPS score down. Asmussen noted that the Lionshead parking structure was full by 10am on the Friday of the event and they had to park in Vail Village. Davis asked if the event is the right time on the calendar. Asmussen stated that it is a good time slot as far as the Colorado art show events schedule is concerned. Christie stated that parking was the issue and that was the feedback received at the welcome center. Davis corrected motion from $11,666.66 to $10,000.00  Motion to approve the final funding distribution for Vail Arts Festival pending receipt of sales tax balance from vendors. M/S/P: Rediker/Wadey/Unanimous The motion passed 7-0 Event Recap: *motion to release final funding disbursement required Vail Family Fun Fest * (Brian Hall) Please see presentation for further details. Hall discussed the addition of new activities with a goal of keeping families present and engaged longer. Hall noted that he implements his own survey as well for the subjective comments from attendees. Hall noted the use of tents and Arrabelle worked to mitigate any weather. Hall added that Vail Resorts brought in Epic Discovery as a partner and hopes they return in 2017.  Motion to approve the final funding distribution for Vail Family Fun Fest.. M/S/P: Christie/Valenti/Unanimous The motion passed 7-0 CSE 2017 Budget Draft Review Please see presentation for further details. Waniuk noted that the budget reflects 1% increase over 2016. Waniuk noted that the total fund is $837,290. Waniuk stated the difference from 2016 is the one time funding by Town Council of Spring Back, Film Festival Virtual Reality Tent, and a VCBA promotion. Richardson asked if we are going to have to ask for those additional funds again. Waniuk answered that the discussion will take place with the Town Council when budget is presented. McDonald stated that the difference is not in CSE budget and was a one time contribution. Review Process for Evaluation of RFP’s for 2017 Events - Extension of successful events Waniuk stated that all RFPs will be loaded to Dropbox or on a usb by Friday, October 7th. Waniuk will include a highlight of new events that are submitted. CSE Minutes September 7, 2016 Page 5 of 6 Waniuk noted that the deadline for CSE members to read through applications is October 19th. Waniuk noted that the presentations by event producers will take place on October 19th. Waniuk stated that CSE members need to complete funding spreadsheet by 4pm on October 20th. Waniuk stated that the meeting on October 26th will be funding decision meeting. Waniuk stated that the VLMDAC suggested that existing successful events be extended by a day or two through additional CSE funding. Gordon asked if Burton and VIDF will be presented to CSE. Waniuk stated that no, they are through Council contributions. Richardson asked if any new events are coming. Waniuk believes there will be 2-5 new event RFPs. Review San Miguel de Allende Event Calendar Waniuk stated that Moffet asked CSE to look at San Miguel event calendar. Waniuk stated that she left off a majority of religious holiday events. Waniuk noted that they have a lot of music and party style events. Gordon asked if CSE should suggest any events that they would like to see. McDonald said yes, suggest events to partner with in San Miguel de Allende or for San Miguel de Allende to partner with an event in Vail. New Business and Community Input Waniuk stated the World Fly Fishing Championships kicks off and hopes that someone from CSE can make the parade and dinner on Sunday, September 11th. Richardson noted she can attend the parade.. Davis said he might be able to make both. Waniuk noted that the closing ceremony was moved to Gerald Ford Amphitheatre. Saeger reviewed all of the events occurring the weekend of September 9 -11. Saeger noted that the events are; Outlier Offroad Festival, Oktoberfest, Casual Classic, Skatepark Grand Opening, Colorado Grand, Vail Automotive Classic, World Fly Fishing Championships, and Vail Police 50th Anniversary Gordon commented on VEAC meeting stating Tough Mudder would not submit an application on their own. Gordon stated that Memorial Day would be a good fit for Tough Mudder and would like to know how much it would cost. Gordon stated that Council’s direction that iconic events go through the CSE funding process is problematic because a large event may require a significant amount of funding. Gordon noted that the issue is whether he votes zero dollars and sends the event to Council or fund the event and take away from other events. Gordon would like this clarified before funding process. Davis stated that the CSE will take the direction from the Council. Davis asked if Council is saying they want new events and new producers with the current budget. McDonald stated that we will get clarification and that Council directed the CSE should review a new event. Davis stated that Burton did not come to CSE initially. Valenti shares Gordon’s concern that it could result in unclear decisions during the funding process. Wadey stated that she agrees it needs to be clarified by Council. Wadey stated the potential unfairness of a new event CSE Minutes September 7, 2016 Page 6 of 6 presenting before the funding process begins. Gordon stated it is unfair to the events on presentation day to hear from an event that they cannot fund. Gordon stated that a new event may need more than the 10 minute allocated time. Rediker pointed out that Burton did not come to CSE first, but the CSE was not as efficient or advanced at that time.  Motion to Adjourn at 9:47 a.m. M/S/P: Valenti/Richardson/Unanimous. The motion passed 7-0