HomeMy WebLinkAboutCSE_Minutes_08-05-2020_DRAFTCOMMISSION ON SPECIAL EVENTS MEETING Virtual Meeting
(Info at the bottom of the page)
Wednesday, August 5, 2020 @ 8:30a.m.-10:00a.m.
Minutes:
Meeting materials can be accessed at the following link:
August 5, 2020 Meeting Materials Board Attendees: Ali Wadey, Sam Biszantz, Mark Gordon, Jill Lau, Barry Davis, Marco
Valenti
Other Attendees: Jeremy Gross, Mia Vlaar, Liz Gladitsch, Angela Mueller, Joel Rabinowitz, Kathy Fagan, Kristen Horpedahl, Leon Fell, Lynn Martin, Michael McCormack, Peter Osorio, Ryan Slater, Skip Thurnauer
1. 8:30a.m.: Administrative Items (10 minutes) a. Approval of the Minutes from the CSE Meeting on 07/1/2020
• Motion to approve the minutes from the July 1 CSE meeting.
• Gordon/Biszantz/unanimous b. VLMDAC, VEAC and Council Updates
• VLMDAC 1. Skip: Last meeting we voted to reduce our 2020 budget by
60% for 2021 2. Continuing to market to drive and Front Range markets, shifting as needed when drive markets have spikes
• VEAC:
1. Rental Relief Program was passed at $1M and up to $15k/business 2. Tenting of Restaurant patios in Winter: Focus on how to keep restaurants open at larger capacity this winter
3. Gift Card Program: provided to local community and guests
to encourage spending in Vail 4. Tenting proposal should include some village/public consumption areas
• Gordon: Boards and commissions feel constantly behind with once
a month meetings due to the speed that things are changing. c. Financial Update
• $87,473 unspent from CSE after 30% reduction
• 2021 budget discussions now but planning on flat budget from 2020. d. Upcoming Meeting Reminders
• VLMDAC – Thursday August 20
• Town Council – August 18
• CSE – September 2
e. 2021 Application/RFP timeline
• RFP published this month, applications due September for CSE to
review in October, votes at end of October, final approval by
Council in conjunction with 2021 budget approval.
1. Gordon: In the past, the CSE has been involved in the
drafting of the RFP. Gross: RFP will be sent to CSE for
review prior to publishing.
2. 8:40 a.m.: Update on Current Public Health Orders (5 Minutes)
a. Transition Trail Map/State Orders 3. 8:45 a.m.: Event Recap (15 Minutes) a. Vail Whitewater Race Series
• First event in Vail post COVID shut down and only white-water
series that happened this year
• 30% people from Vail, 50% EC
• Used some of CSE budget to purchase gift cards from local businesses
• Motion to approve final funding for the Vail Whitewater Series.
• Valenti/Biszantz/unanimous Davis abstained (Barry Davis is the
Emcee for the event) 4. 9:00 a.m.: Event Funding Approvals (20 Minutes) Working on a reimbursement plan for those events that were canceled. Ie:
unrecoverable marketing costs,
a. Powabunga –
• Powabunga has significant marketing and entertainment costs paid out. Because it is a ticketed event, the lineup is being retained as
well as the ticket revenue. Approval of final funding will be
contingent on a modified agreement to produce the event in 2021 with the 2020 funding.
• Motion to approve final funding Powabunga with an amended
contract for a 2021 event.
• Valenti/Davis/unanimous b. Taste of Vail
• Taste of vail spent significant amounts on marketing and PR which
is unrecoverable. With the event being canceled withing a few weeks of the shutdown much of the marketing benefit to the Town had already been realized even without the event being held. Total funding was $55,000. Staff recommends a funding amount of
$46,684.77.
• Motion to approve the amended amount of $46,684.77 for Taste of Vail unrecoverable expenses.
• Biszantz/Valenti/Unanimous
c. Farmers Market
• Increased operational costs and decreased revenue due to COVID-
19 have forced the Farmers Market to look for new revenue
sources. For 3 weeks, the Farmers Market charged admission of $2.70 with $1 going to the market and $1.70 in processing fees.
• Wadey: can CSE/staff set up a meeting with Meadow Drive
business owners so we can get a unified stance from them and investigate a way for more vendors, spread out past Meadow Drive.
• Motion to approve additional $22,000 to allow farmers market to continue without charging
• Davis/Valenti/Davis, Valenti, Wadey, Lau – For Gordon, Biszantz Against 5. 9:20 a.m.: Event Funding request (15 Minutes)
a. September wine festival
• Original request for $65,000
• Discussion
1. Biszantz, this seems like the amount we would fund for a full
2021 event. 2. All businesses are suffering and adapting to higher expenses with lower revenue. 3. Concern that the event could move back to Breckenridge
next year regardless of funding.
4. Concern that this would deplete funding for other events that may come up through the rest of the year.
• Gordon Motion to fund vail wine festival at $55,000 for wine festival
• Wadey Gordon Davis for/Biszantz, Lau, Valenti Against 1. Discussion: With limited attendance due to COVID-19 the amount seems too high. 2. Gordon Motion to fund wine festival at $50,000/Davis/
a. Biszantz/Lau/Valenti against
3. Motion to support wine festival at $45000 a. Approved 6/1 Valenti Against 6. 9:35 a.m.: Event Survey List (10 minutes)
a. Board members to submit ideas for updates to the survey to include
COIVD related questions 7. 9:45 a.m.: Event Updates (15 Minutes) a. Vail Outlier/Van Show Update
b. Update from Mike McCormack
• Vail Resorts has withdrawn approval to use property for bike expo. Many bike brands are limited in activation opportunity due to pandemic. Others are still interested but it will be a smaller field.
Van/RV vendors are still engaged and interested. 2020 event
would be smaller all around with the goal of getting it off the ground
and collecting marketing assets for 2021 event. There is still a lot of excitement for the van show this year as more people are taking to the streets in campers/rvs.
• Motion to keep funding at 16500 for adjusted outlier and van show.
• Biszantz/Davis/unanimous
8. 10:00 a.m.: Public Comment/Event Producer Open Discussion (5 Minutes)
9. 10:05 .a.m.: New Business (5 minutes) Events still on calendar for 2020 as of Aug. 5, 2020 a. Vail Automotive Classic b. Vail Mountaineers Alumni Weekend
c. Art Festival
d. Vail Classic invitational e. Vail Mountaineers Hockey Tournament f. Vail Family Fun Fest g. Farmers Market
h. Farm to Table i. Yeti Hockey j. Legacy Fighting alliance k. Vail Skating Festival l. Vail outlier
Adjournment @10:10 a.m.