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04-19-05 Town Council Minutes SNOWMASS VILLAGE TOWN COUNCIL SPECIAL JOINT MEETING MINUTES APRIL 19, 2005 Mayor Mercatoris called to order the Special Joint Town Council and Marketing & Special Events Board Meeting at 10:10 A.M. Chairman Reed Lewis of the Marketing & Special Events board called to order the Special Joint Town Council and Marketing & Special Events Meeting at 10:10 A.M. Item No. 1: ROLL CALL COUNCIL PRESENT: Mayor Mercatoris, Arnold Mordkin, Sally Sparhawk, John Wilkinson, and Bill Boineau COUNCIL ABSENT: All Council Members were present MARKET & SPECIAL EVENTS Reed Lewis, Bob Purvis, Mary Harris, MEMBERS PRESENT: and Kyle Sharp MARKET & SPECIAL EVENTS Peter Moore was absent MEMBERS ABSENT: STAFF PRESENT: Susan Hamley, Marketing Director; Beth Albert, Communications Manager; and Donna J. Garcia-Spaulding, Deputy Town Clerk PUBLIC PRESENT: David Perry, Brett Huskey, John Quigley, Eric Fullerton and other members of the public interested in Agenda items for this Meeting. Item No. 2: PHILOSOPHICAL DISCUSSION WITH THE MARKETING AND SPECIAL EVENTS BOARD Mayor Mercatoris explained that since its inception, the Marketing & Special Events Board (MSEB) and Town Council have not had an opportunity to discuss issues and that the purpose of today’s Joint Meeting is to promote an informal discussion of philosophy relating to the MSEB. Council Member Boineau thanked the MSEB, as well as the Exofficio Board Members David Perry. and Brett Huskey and other volunteers for their time and participation relating to this Board. Council clarified that as Council Members they don’t have the ability to do 04-19-05JntMtg. Page 2 of 3 anything more than to approve the MSEB budget. Council Member Sparhawk stated that she would be interested in hearing from the MSEB relating to the direction and flow the Board is moving toward. In response to Sparhawk’s inquiry, Lewis stated that their goal is to create vibrancy in the Village, work toward an increase in guest visitation paralleled with the idea of maintaining activities for Snowmass Village citizenship as a fun place to live. Sparhawk and Lewis discussed funding support to maintain the MSEB goal. MSEB Member Kyle Sharpe stated that the Board has tried some things that have not worked and that they feel comfortable in terms of current special event developments. Lewis stated that the Board conducts meetings every other month. Council Member Mordkin inquired of the Board’s role in terms of long-range activities, programs for next fall and how the Board deals with unforeseen opportunities that may come up last minute. In response, Hamley stated that the MSEB has appointed an Advisory Board that meets to make decisions of whether or not programs should be introduced on a long-range basis and that the Board then votes after an evaluation is determined on these kinds of issues. MSEB Member Purvis explained that the Advisory Board was created based upon the By-laws to include a total of five members. These five members would consist of three representatives from the lodging community, food and beverage and industry with two at large. Purvis further provided Council with a complete understanding of the mechanics of the MSEB as a whole and stated that the MSEB deals with various targets segments seasonally, athletic sponsorships and that there is great opportunity to build in the summer. In response to an inquiry by Council Member Mordkin, Purvis stated that the MSEB has acquired uncommitted funds that are spent based upon agreements among MSEB Members to assure that all the industries mentioned above are represented, that concerns and ideas are discussed and that they are made aware of the activities of the committee by the liaisons. Purvis stated that when it comes time to vote, the MSEB Member always vote on the Village interests as a whole. He further explained that the MSEB maintains a relationship between Town Council, as well as Marketing staff and employees of the Town; the MSEB has a relationship with the Town Manager, the Marketing Director has a relationship with the MSEB. Council Member Wilkinson made a suggestion that activities target the aggressive older athletes for events because there is a large market out there for this age group guests. Hamley explained that the Marketing Department is willing to try new things and that there are calculated risks to keep in mind. Lewis explained that money for dying events have been put toward other events. 04-19-05JntMtg. Page 3 of 3 MSEB Member Harris explained that there is not a “cut and dry” formula to gauge whether to take a risk on events; there are many considerations for each event that come into play. Lewis stated that the Board is working toward a goal of encouraging self-funding by some events. Council, staff and the MSEB discussed occupancy, the Suzuki event, group sales, merchandising jerseys during special events, funding for the Rodeo, packaging special events in Snowmass Village, responsibilities of the Snowmass Resort Association, advertising outside the Snowmass Village area, and revamping the marketing web site. In response to an inquiry by Mayor Mercatoris, Hamley stated that 10% of the sales tax funds would be put toward a terrain park, target events and a wish list of capital improvements. After further discussion Council, staff and the MSEB agreed that today’s meeting was valuable and requested a similar meeting to be scheduled in the near future. Item No. 3: ADJOURNMENT There being no further discussion, Mayor Mercatoris thanked the MSEB for their time and efforts and stated that they are appreciated by the Community. Council Member Boineau made a motion to adjourn the Special Town Council and MSEB Joint Meeting, seconded by Council Member Sparhawk. The motion was approved by a vote of 5 in favor to 0 opposed. MSEB Member Purvis made a motion to adjourn the Special Town Council and MSEB Joint Meeting, seconded by MSEB Member Harris. The motion was approved by a vote of 5 in favor to 0 opposed. The Meeting adjourned at 10:05 A.M. This set of Minutes was approved at the January 17, 2006 Town Council Meeting. Respectfully Submitted By: