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Home My WebLink About01. 2019-1-2 CSE Agenda Minutes DRAFTCSE Minutes January 2, 2019 Page 1 of 4 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, January 2, 2019 @ 8:30a.m. AGENDA Meeting materials can be accessed at the following link: January Meeting Link CSE Members Present: Alison Wadey Mark Gordon Rayla Kundolf Kim Newbury Rediker Barry Davis Marco Valenti Samantha Biszantz TOV Staff Present: Ernest Saeger, Special Events Coordinator Matt Miano, Economic Development Coordinator Mia Vlaar, Economic Development Director Others Present: Eddie Shipstad, Shipstad Entertainment Angela Mueller, Ren Events Pete Osorio, Vail Mountain Chris Cofelice, Westin Riverfront Avon CSE Chair, Barry Davis, called the meeting to order at 8:30am. Administrative Items: Swearing-in • Swear in reappointed CSE members for terms ending December 31, 2020 (Barry Davis, Mark Gordon, Marco Valenti, Alison Wadey) by Tammy Nagel, Vail Town Clerk • Davis noted that a new Chair needs to be decided • Kundolf nominated Wadey • The CSE placed a unanimous vote approving Wadey • Davis nominated Gordon for Vice-Chair • Kundolf nominated Rediker. Valenti second Gordon • 3-1 Gordon approved. Kundolf nay CSE Minutes January 2, 2019 Page 2 of 4 • Kundolf noted she has very much confidence in Gordon but added she nominated Rediker just to make a change Approval of the Minutes of the CSE Meeting on December 5, 2018.  Motion to approve the minutes of the CSE Regular Meeting on October 17, 2018 as presented. M/S/P: Davis/Kundolf/Unanimous. The motion passed 7-0 January Events -Vail Yeti Hockey, Vail Symposium, Vail Jazz Winter Series, Community Arts Programs - Alpine Arts Center 10th Mountain Parade, Vail Veterans Program; The Steadman Clinic Vail Cup Colorado Snowsports Museum “Through the Lens”, Vail Centre: Community Leadership Foundations Event Recaps: Vail Mountaineers Hockey Club • Miano said he received communication that they could not make the meeting and will be presenting February 6 • Gordon asked to note their lack of appearance for 2020 funding • Saeger said yes and will make this note • Saeger clarified that the CSE funded two events for Vail Mountaineers in 2019; the Sportsmanship Tournament and Pucks, Pars and Poker Vail Skating Festival *motion to release final funding disbursement required Please see presentation for further details. • Shipstad noted that Patrick Chan, 2018 Olympic Gold Medalist, performed at the event • Shipstad noted they sold over 250 seats • Shipstad noted attendees were from US, Canada, and Mexico • Kundolf said the Solaris show was great and should continue to grow • Wadey said it was a great show and suggested filling the floor seats • Rediker said a lot of lodges extended their lower rates to the weekend before Christmas • Shipstad said lodging rates are an issue the week of Christmas • Wadey said she liked the date and if offered an event to a different demographic • Valenti noted that the early weekends of December will improve because of the increased snowmaking capabilities  Motion to approve the final funding distribution for Vail Skating Festival M/S/P: Davis/Kundolf/Unanimous The motion passed 7-0 Vail Holidays *motion to release final funding disbursement required CSE Minutes January 2, 2019 Page 3 of 4 Please see presentation for further details. • Gordon asked how the ads are paid for • Saeger clarified that the Town of Vail designed the ads and Mueller paid the advertising costs • Gordon asked who pays for vailholidays.com • Mueller suggested that whoever takes over Vail Holidays should manage the website, which was developed and paid for by the town • Mueller noted that the flow of the Kris Kringle market was not great due to fragmentation with competing event in town • Saeger noted that Vail Snow Days was allocated space on the I-Bridge which they underutilized and will be revisited in 2019 • Saeger said staff will meet with Mueller to create some framework to create an RFP for Vail Holidays which will be presented as a draft to CSE • Gordon asked if we can pay Mueller as a consultant • Saeger said it is a good point and staff will look into it  Motion to approve the final funding distribution for Vail Holidays M/S/P: Davis/Biszantz/Unanimous The motion passed 7-0 Civic Are a Plan Discussion: Please see presentation for further details. • Miano noted that the CSE should identify a spokesperson to represent the CSE with town council during the Civic Area Plan process • Gennett encouraged the CSE to visit engagevail.com • Gordon asked what the action steps of the CSE are • Gennett said there are some covenants on the Lionshead parking structure but the CSE should look at the plan as a blank slate • Gordon asked if the CSE should have the discussion now or is it ongoing • Gennett said it is ongoing • Vlaar encouraged the CSE to submit their ideas individually on engagevail.com and then the CSE to come together to suggest their top 4-5 ideas • Wadey asked Miano what the next steps are and if its on February 6th agenda • Vlaar suggested staff create a google doc that the CSE can share and provide input on • Wadey confirmed with the CSE to provide input online • Gennett said the current feedback will be presented to Council on February 19th Event Survey Discussion: • Miano noted that Chris Cares will be attending the February 6th meeting to present 2018 event data • Miano noted free giveaways could increase the amount of survey respondents CSE Minutes January 2, 2019 Page 4 of 4 • Miano noted follow up surveys tend to be more realistic • Kundolf said she likes the short and simple survey • Wadey said the survey respondents numbers need to be increased • Vlaar said the Vail App will be utilized to engage additional attendees • Rediker said she likes the incentives and should be continued with smart giveaways like a chance to win a stay in Vail • Biszantz suggested creating a business survey for them to give their feedback about the event and how it impacted their business • Vlaar said it is a great idea and will continue to work on compiling a business contact list – VCBA has one • Davis asked if Vail Mountain tracks skier data such as Epic Pass vs. day or multi -day passes • Osorio said a lot of this info will be included in the final Snow Days recap • Osorio said he would like the survey to include a question about if they used the lift • Rediker said event producers should be specifically reaching out to lodges to place event packages and learn if attendees did utilize promotions to book • Saeger noted the parking stats between 2015-2018 for Vail Snow Days • Miano asked the CSE if they would like to provide their input on the survey questions being asked • Rediker said yes but RRC can sometimes be hesitant with any changes due to the need for apples vs. apples New Business and Community Input: • Wadey said thank you to Davis for being Chair and doing a fantastic job • Biszantz asked if recycling can be introduced to Dobson at the Yeti games • Saeger said yes he will speak to the VRD • Vlaar noted that there is going to be a board and commission training session that Matt Mire will host in the next month • Vlaar said that the Vail Centre has closed its doors and we are trying to get a better understanding of any programming being transferred to other entities • Kundolf asked since it was funded as Vail Centre shouldn’t the money come back to the CSE to put out as an RFP • Gordon suggested if it’s the same program being managed by a different entity the allocation should be the same • Wadey said she would like to ensure that the programs are using the allocation in the correct way • Wadey said the new year reboot for employees is at Bol with Jon Kedrowski and Chris Anthony on January 17th • Gordon noted that the Vail App is not displaying any events at this time • Miano said the TOV took over the app and will be adding content • Miano said the CSE can meet for a happy hour  Motion to adjourn at 9:53am. M/S/P: Rediker/Davis/Unanimous. Motion passed 7-0