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HomeMy WebLinkAbout05. 2019-3-6 CSE Agenda Minutes DRAFTCSE Minutes March 6, 2019 Page 1 of 6 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, March 6, 2019 @ 8:30a.m. AGENDA: Meeting materials can be accessed at the following link: March Meeting Link CSE Members Present: Alison Wadey Mark Gordon Rayla Kundolf Kim Newbury Rediker Barry Davis Samantha Biszantz CSE Members Absent: Marco Valenti TOV Staff Present: Ernest Saeger, Special Events Coordinator Matt Miano, Economic Development Coordinator Mia Vlaar, Economic Development Director Others Present: Nanette Kuich, Betty Ford Alpine Gardens Robert Prechtl, Mountain Art Collective Jana Morgan, VLMDAC Jason Balera, SayNoMore! Promotions Michael Youngblood, Unsettled CSE Chair, Alison Wadey, called the meeting to order at 8:30am. Administrative Items: Approval of the Minutes of the CSE Meeting on February 6, 2019. • Gordon asked for the minutes to be revised surrounding conversation about Snow Days ROI • Saeger said he will listen to the recording and revise the meeting meetings  Motion to approve the minutes of the CSE Regular Meeting on February 6, 2019 as presented. M/S/P: Davis/Rediker/Unanimous. The motion passed 6-0 CSE Minutes March 6, 2019 Page 2 of 6 Meeting/ Event Reminders: • 10th Mountain Parade - March 8 – 7:00pm start • Family Apres Ski Lionshead - March 9, March 16, March 23 o Rediker asked if Brian Hall has provided event info to local lodges o Miano said he will follow up with Hall to confirm • Town of Vail Community Meeting – March 12 • Pink Vail – March 16 • Powabunga Fest – March 22-23 Review 2019 Survey Program Events: • Saeger explained that CSE surveys are done through RRC in order to best compare data • Davis said the CSE needs to take responsibility and survey the events they want data from • Saeger explained Council contribution events must perform and fund their own survey • Vlaar said we could create standard questions for events to provide to their survey company in order to compare data on the same level • Rediker suggested to include stipulations for the survey questions and data • Saeger said staff will work with events to ensure their survey program is sufficient • Saeger read the Council funding agreement survey terms stating that Council funded signature events must hire a third party survey company RFP Discussion for Educational and Enrichment Funding: Global Solutions Forum: • Gordon confirmed that they were already funded $5,000 for 2019 • Kundolf said they are working with Ceil Folz’s company which has the ability to elevate the event • Rediker said the event is not bringing in international students • Rediker said it is mostly a networking event that helps prepare future college students go to other destinations America Days Parade Dance Camp and Float • Biszantz said she sees the potential future success of this program • Gordon said this event could grow a program into a much bigger scale and benefit the town • Wadey said this would add a great element to the parade • Davis asked if Vail America Days name would be an issue • Saeger said we own the trademark and it would be up to the Town of Vail CSE Minutes March 6, 2019 Page 3 of 6 • Kundolf said this could open the door for other parade entries to ask for funding • Rediker said she feels that kids would participate with a fee as opposed to town funding • Biszantz asked if $1,000 would be enough to make it happen • Prechtal said their goal is to host events to bring traffic to the Mountain Art Collective in the Cascade area • Prechtal said the group of three are funding everything personally at this time and it may be hard to move forward with the event without CSE funding • Prechtal said the $2,000 would be beneficial and a big piece to attract customers and help grow the event in the future Vail Veterans: • Biszantz said it is already one of the highest funded events in the EE category • Gordon said he is concerned they could pull it together in time since it is in just over a month • Gordon noted that other events support them through temporary special event liquor licenses • Davis said their RFP proposal did not check the EE box for him • Wadey said it is a great program and suggested the median funding amount • Gordon asked if the event would still happen • Biszantz said yes, they had the event last year even without funding Betty Ford Alpine Gardens: • Rediker said it is a great organization and they have already funded well but there are other events that she’d prefer to give the funding to • Kundolf clarified that the Council is funding operating expenditures and the CSE funds the event programming • Saeger clarified the goal is they go to Council for event funding to keep the monetary ask in one location • Wadey said she likes the idea of soils and farmers and requests that local schools to be involved • Kuich said they are hoping to put signage in the Ford Park area to explain sustainable farming • Gordon asked what $2,500 will do for the program and will the signs be made • Kuich said yes, she would hope that the board would add in additional funding and cut back other expenses • Gordon said without the signs there will still be marketing to attract customers into the exhibit Eat Chat Parent: CSE Minutes March 6, 2019 Page 4 of 6 • Davis said he has attended their events and said they have been helpful to his family and many others in the Valley • Wadey said this program addresses the issue that Eagle County has with mental health and high suicide rates Unsettled: • Gordon said it is spot on and brings 30 people here for two weeks that will be living, eating, and dining in Vail • Wadey said she would like to see it in lodges and hotels as opposed to short term rentals • Vlaar said the Council is focusing on a co-working space which is missing from Vail • Rediker said she has seen guests at the Antlers living this lifestyle and sees the demand • Youngblood said their goal is to have the event occur in Vail a minimum of four times per year • Youngblood added they could increase the number of participants to 50 • Wadey asked how he acquires his clients • Youngblodd said social media and advertising • Youngblood said the nationality usually consists of 1/3 European, 1/3 North American, and 1/3 other • Youngblood said the average age is 40 • Wadey asked for attraction to Vail • Youngblood said Vail fits their international brand reputation and noted its about the lifestyle and Vail has the idea lifestyle • Biszantz asked how partial funding would affect the program • Youngblood said $6,000 or less would not allow them to move forward with the program • Davis asked what his normal ask would be during the CSE funding process in September • Youngblood said he would ask for $20,000 for a fall event and $20,000 for a late ski season • Kundolf asked what is being brought back to the community • Youngblood said he would offer a local scholarship or discount, possibly open a co-working space in Vail, and hire local staff • Gordon asked if $10,000 would confirm the event • Youngblood said $10,000 yes, $7,500 he would have to discuss with his partners • Wadey said she is concerned about the short planning period before the event • Biszantz said this type of thing is always talked about in economic development circles in the valley to improve the quality of life • Gordon asked if the full package will be there at $10,000 • Youngblood said $20,000 would allow them to hire local staff from day 1 to help create the program CSE Minutes March 6, 2019 Page 5 of 6 • Youngblood said he will be here in the fall for CSE funding • Youngblood said the cost for attendees would be around $3,000 • Kundolf asked if any former participants have moved to the location of the retreat • Youngblood said close to zero • Wadey said the event could produce an ROI and heads in beds • Davis said people come to Vail for learning and professional development and it is great if people come back • Biszantz said she is concerned that if they don’t fund it, we may lose it • Rediker said this helps builds Vails reputation • Vlaar said September is a need time period to increase lodging occupancy • Gordon said the $10,000 is going to hit a grand slam on a new event that has huge potential upside  Motion to approve funding in the amount of $13,500 to Unsettled and $1,500 to Eat Chat. M/S/P: Kundolf/Rediker. The motion failed 2-4  Motion to approve funding in the amount of $10,000 to Unsettled, $1,000 to Global Solutions Forum, $1,250 to Betty Ford Alpine Gardens, $1,250 to America Days Parade Dance Camp and Float, and $1,500 to Eat Chat. M/S/P: Rediker/Gordon. The motion passed 5-1 (Dissent: Davis) • Davis said he would keep more money invested in the new event dance camp Boards and Commissions Training/ Review: • Mire noted that there is a guidebook that he can provide upon request • Mire said to check before acting outside of the room on behalf of the CSE • Mire said to avoid contact outside of the scope of the CSE • Mire said deliberation is good and encourages it as long as there is basis discussed for a decision • Mire said to put ethics first New Business and Community Input: • Vlaar said that an EE task force is being created based on the Town Council action plan • Vlaar said the goal will be decided at the VEAC meeting on March 12th • Vlaar thanked Jana Morgan for attending to improve cohesiveness between CSE and VLMDAC • Miano said that Powabunga presented to Council yesterday and it went very well • Miano noted their goal is 4,000 ticket buyers CSE Minutes March 6, 2019 Page 6 of 6  Motion to adjourn at 9:53am. M/S/P: Davis/Kundolf/Unanimous. Motion passed 6-0