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08-08-05 Town Council Minutes SNOWMASS VILLAGE TOWN COUNCIL SPECIAL JOINT MEETING MINUTES AUGUST 8, 2005 Mayor Douglas Mercatoris called to order the Regular Meeting of the Snowmass Village Town Council on Monday, August 8, 2005 at 8:30 a.m. Item No. 1: ROLL CALL COUNCIL PRESENT: Mayor Douglas Mercatoris, Bill Boineau, Arnold Mordkin, Sally Sparhawk, and John Wilkinson COUNCIL ABSENT: All Council Members were present MARKETING & SPECIAL Robert Purvis, Reed Lewis, Peter EVENTS BOARD: Moore, Mary Harris, and Brett Huske MARKETING & SPECIAL EVENTS BOARD ABSENT: Kyle Sharpe was absent STAFF PRESENT: Mike Segrest, Town Manager; Beth Albert, Communications Manager; Brandi Lindt, Assistant Finance Director; Jason Haber, Economic Resource Director; Susan Hamley, Marketing Director; Kathleen Milbrath, Public Relations Officer; and Donna J. Garcia- Spaulding, Deputy Town Clerk PUBLIC PRESENT: John Corcoran, Madeleine Osberger, Tapio Niskanen, Mike George, John Quigley, Peggy Burke, Derek Johnson, Sue Twigg, Dave Spence,Maureen Kerr, Mel Blumenthal, Don Schuster, Robert Sinko, Hiram Champlin, and other Members of the public interested in Agenda items for this Meeting Item No. 2: GROUP SALES DISCUSSION WITH THE MARKETING AND SPECIAL EVENTS BOARD Mayor Mercatoris welcomed Snowmass Village Resort Association (SVRA) President Hiram Champlin to the meeting, who listened in over the telephone during today’s discussions. 08-08-05tc Page 2 of 4 Mayor Mercatoris explained the purpose of today’s meeting and stated that over the past two years the Town and the Snowmass Village Resort Association (SVRA) have held discussions relating to the long-term future of Group Marketing, especially in light of the downscaling of SVRA and the future expansion of lodging outside the SVRA boundary. He stated that the purpose of this report is to put forth a specific proposal for moving lodging properties into the Group Marketing program and that this proposal includes an initial concept of such a program, an organizational plan and a financing plan. Town Manager Mike Segrest reported that the new group marketing program would be financed with a 2.4% lodging tax specifically limited in its use to group marketing (further definition of uses would be spelled out in the ballot language). Segrest stated that this is the same amount currently collected by SVRA to support group marketing but the expanded base of properties town-wide would increase the total funding available by approximately $287,000 per year initially. He further stated that the revenue would increase in the future when the new Base Village properties come on line and would allow either a reduction in the tax rate or expanded efforts for group marketing. Council Member Mordkin explained the process of choosing two more representatives from the lodging/Base Village community and a representative from the “other” community. Mordkin explained that Council would choose the two representatives. Marketing & Special Events Board Member (MSEB) Peter Moore provided those in attendance with a brief overview of the governance issue including having a 5-Board Membership and also having a second advisory Board. Moore stated concerns with the idea of limiting the choice with just a lodging representative rather than seeking people with marketing skills from the community itself. He further stated that another issue is the perception that this new group is suddenly overloaded to the point that is seems to be a lodging board by perception. Mayor Mercatoris stated that the possibility of having a separate board has been discussed and according to the Town Manager it would be advantageous to keep group sales within the existing MSEB with Town Council maintaining a fiduciary responsibility over expenditures. MSEB Member Bob Purvis clarified the two main issues for today’s discussion including: 1. Having group sales activity a part of the existing MSEB and 2. the notion of expanding into a separate board. He stated that the MSEB consensus is to choose one representative from the upper village and another from the Base Village community moving in the 08-08-05tc Page 3 of 4 direction of 2 lodging seats assigned and the second with another at-large leaving us with 3 at-large. MSEB Member Marry Harris stated her concern with having one board consisting of a few lodging people. She stated preference for a 7-member board with 3 lodging representatives. MSEB Member Reed Lewis also stated his concern with the notion of one board. Representative of First Choice Properties Maureen Kerr; Mayor Mercatoris; Silvertree Representative John Quigley; and Aspen Skiing Company Don Schuster further discussed folding the group sales effort into the already MSEB, dissolution of SVRA, having this newly formulated board contain 5 members from the lodging and restaurant community, 1 member from the retail community and two members appointed at-large. Kerr, Schuster and Quigley stated their approval of one board handling group sales. Quigley stated that the MSEB does a great job and suggested that more information and events be placed on a collective calendar by the MSEB as a means to sell more effectively. After further discussion, Mayor Mercatoris called that question for approval of folding a group sales effort into the existing MSEB funded by a ballot question of 2.4% lodging tax, seconded by Council Member Mordkin. The vote was approved by 4 in favor and 1 opposed. Council Member Wilkinson opposed. Town Manager Mike Segrest stated that Town Council would appoint the members from applications submitted by candidates who currently work in the Village in a group-marketing role. Segrest further stated that a sub- committee of the MSEB would be formed to advise the MSEB on the formulation of the annual budget for group marketing and that this sub- committee would also be responsible for a quarterly review of the group marketing program and reporting to the MSEB on any recommended changes, with the structure further defined in an ordinance amending the structure and responsibilities of the MSEB. Representative of The Crestwood Robert Sinko stated that regionalization of board members is a bad idea that will wash out in the end; property management companies representation is a gray area for him, adding two members from the lodging community is a good idea. Sinko requested representation from the retail community on this board. After further discussion, Mayor Mercatoris called the question for approval of a seven-member board appointed by Town Council. The vote was approved by 5 in favor and 0 opposed. 08-08-05tc Page 4 of 4 Item No. 3: ADJOURNMENT There being no further discussion, Council Member Mordkin made a motion to adjourn the Special Joint Town Council and MSEB Meeting, seconded by Council Member Boineau. The vote was approved by 5 in favor and 0 opposed. The Meeting adjourned at 9:45 a.m. This set of Meeting Minutes was approved by Town Council during a Regular Meeting held on September 9, 2005. Respectfully Submitted By: