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HomeMy WebLinkAboutMINUTES Community Development Committee 1995-05-04BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS y Community Development Committee May 4, 1995 Committee: Attending: Also Attending: Absent: Chairman Doylen, Members Dekker and Marshall All Town Administrator Klaphake, Assistant Town Administrator Widmer, Directors Stamey, Kilsdonk and Hinze, Advertising Manager Marsh, Sales and Marketing Director Pickering, Conference Services Coordinator Thomas, Deputy Clerk Kuehl None Chairman Doylen called the meeting to order at 8:00 a.m. COMMUNITY DEVELOPMENT 1995 Advertising Report. Manager Marsh reported that as of April 30, 1995, Town packet requests decreased 16% from the same period in 1994 as a result of removing USA Weekend from the 1995 national media schedule. As of March 31, 1995, telephone inquiries increased 7% over the same period in 1994, partially due to accommodation referrals and responses to past advertising. 1995 Media Relations Program. Manager Marsh reported the Chamber referred a call from the Rocky Mountain News to Lynda Vogel requesting information on local cultural and special events. The article ran April 16 at a value of $2,268. Rocky Mountain News also ran an article on the top ten scenic drives in the country, which included Trail Ridge Road. Ladies Home Journal featured Estes Park in three of their April regional editions (West Coast, Mountain, and Southwest), reaching over 900,000 readers for a value of $13,410. The story idea and contact originated with Sally Anderson of Market Reach. A former resident wrote an article on Estes Park for the Miami Herald Travel Section, valued at $15,680. The information contact was Suzy Blackhurst at Market Reach. The Denver Post published an article on the Duck Race on May 3. A full-page article on the Lake Estes Hike/Bike Trail appeared in the April 10 issue of the Nation's Cities Weekly newspaper. Internet Virtual Visitors Guide. Manager Marsh reported the Virtual Visitors Guide will be complete and accessible to anyone from anywhere in the world after May 24, 1995. A presentation at the Library will be made by Lee Lasson and Steve Weaver and media releases will be distributed regarding the availability of this Guide. The Guide will be graphical rather than text oriented and will include a questionnaire to be completed by the user, the results of which will be accessible to Manager Marsh. Summer Insert. The summer insert will be included in the Boulder, Longmont, Loveland, Greeley, Fort Collins, Cheyenne and Estes Park newspapers the weekend of May 6, 1995. Conference Center Report. Sales and Marketing Director Pickering distributed a copy of the 1995 Conference Center ad which appears in meeting planner news releases. The ad displays a likeness to a computer screen with a photograph of the _ Conference Center which will familiarize the planners with the facility and project a high- tech aspect of the Conference Center. Director Pickering has started a post card campaign for contact with prospective users of the Conference Center, and is proving to be more popular than telephone calls. Planning has begun for the Society of Government Meeting Planners, scheduled in October. The attendees will be introduced to the community through scheduled field trips The Meetings Express Program facilitates meeting planners wishing to schedule small conferences more appropriate for other facilities in the area. As information is received at the Conference Center the information is dispersed by fax to the appropriate facilities. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development committee. May 4, 1995 - Page 2 This program allows participation opportunities for all conference facilities. Administrator Klaphake reported The Stanley Hotel is under new ownership and should be contacted regarding Conference Center activities. Coordinator Thomas has attended marketing functions in other areas as a tool to promote future conferences in Estes Park. This is a marketing tool offered to conference planners. Conferences are posted on the internet and expanded programs are being pursued. Conference Center Transportation: Director Stamey reported that bids for conference center transportation have been received from Charles Tour and Travel and Centennial Bus Charters in Littleton. Staff recommends Charles Tour and Travel due to Centennial Bus Charters' distance from Estes Park and their proposed use of school buses, which may not be appropriate. The Committee recommends Charles Tour and Travel as the service provider and authorizes Staff to revise the proposed transportation service levels for the six conferences and negotiate a new bid price. The cost of the Conference Center transportation services is funded from a per room night fee for each conference. Transportation Service Bids: Assistant Administrator Widmer reported that Town staff met with the Chamber of Commerce, YMCA, and other businesses to explore transportation alternatives when it became obvious the Trolley Corporation would no longer be in operation. A cost-sharing approach was proposed. The Chamber prepared bid specifications for two routes: YMCA to Downtown and Marys Lake Lodge to Downtown. Both routes are express, with no scheduled stops. One bid was received by the submittal deadline from Charles Tour & Travel. A higher bid was received after the deadline. The YMCA Route is scheduled to operate June 16 to August 25, between the YMCA and downtown, with no scheduled stops in between, starting at noon every day, and running every hour until 5:00 p.m., with a minimum 32 passenger vehicle. The proposed cost sharing is: YMCA, $ 4,500; Town, $14,315, for a total of $18,815. The YMCA will receive 300 passes for their employees, and all other riders will pay $3 round trip fare, to be collected and retained by Charles Tour & Travel. The Marys Lake Lodge Route is scheduled to operate June 16 to September 28, between Marys Lake Lodge and downtown, 9 times per day from 6:30 a.m. to midnight, with a minimum 14 passenger vehicle. The proposed cost sharing is: National Park Village South (16 beds), $2,152; McDonald's (16 beds), $2,152; Barlow/Poppy's/Mama Rose's (16 beds), $2,152; Town (18 beds maximum), $2,419, for a total (66 beds) of $8,875. The 18 beds shown as the Town's share are the independent and small employers who have to date not agreed to an up-front payment. Marys Lake Lodge would sell passes to these beds/employers at a rate of $60/month or $150/season. . The revenue from these sales would be used to decrease each cost share proportionately. Charles Tour is authorized to collect single trip fares ($4-5) as allowable revenue. The Committee recommends that the Mayor sign the letter agreements, prepared by the Chamber of Commerce, authorizing Charles Tour and Travel to provide transportation services at a total Town cost of $16,734 ($14,315 for the YMCA route, and a maximum of $2,419 for the Marys Lake Lodge route). Assistant Administrator Widmer reported that $3,000 remains in the budget for further transportation uses. Assistant Administrator Widmer commended the Chamber of Commerce and participating employers for their efforts. Watchable Wildlife Radio License Application: Assistant Administrator Widmer reported that the Accommodations Association has requested the Town sponsor an FCC license application for a low-power AM radio station located at the Chamber of Commerce, as well as assisting in obtaining appropriate highway signage to inform the public of radio access to the station. Jeff Barker, Accommodations Association President, stated that the proposed station would broadcast prerecorded messages to alert motorists to BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS PoTmTinni hy Development: Committee, May 4, 199S - Page 3 wildlife watching opportunities and techniques, including announcements of upcoming activities in Estes Park. No paid advertising would be accepted. The initial cost is $8,000 paid by the Accommodations Association, with no future costs anticipated. Approval of the license by the FCC is expected to take several months; however, the application may be given priority if presented as a public safety issue. The YMCA has also applied to install a similar station, but has put this request on hold. A municipality can apply for and be granted more than one of these type^licenses. The Committee recommends the Accommodations Association be authorized to file the radio station license application. MUSEUM Mission Statement/Long-Term Objectives. Administrator Klaphake reported that the Museum Advisory Board has established a Mission Statement and long-term objectives, which describes the Museum's goals in the categories of management, facilities, operaticpns, programs and exhibits, collections, marketing and participation, and funding. Director Kilsdonk expressed her appreciation to Administrator Klaphake for his assistance. Parking Lot Overlay Expenditure. The Committee recommends approval of the Museiim's parking lot overlay expenditure, not-to-exceed $4,000, including improvement of the entrance configuration. Report: Director Kilsdonk reported History Camp support was received from the Kenneth Kendal King Foundation of Denver in the amount of $5,000, and from the MacGregor Ranch in the amount of $1,000 plus use of the facility and staff. Hewlett-Packard of Loveland grants gifts of equipment to local _ non-profit organizations and has awarded the Museum a new laserjet desktop printer. The Museum hosted four high school groups on April 24 and 25, held a program on the history of the Colorado Mountain Club, and conducted volunteer training programs. Trustee Marshall suggested pursuing grants through the Exxon Corporation. SPECIAL EVENTS Scottish Festival Transportation: Dr. Durward requested Town assistance in obtaining transportation between downtown and Stanley Park during the three-day festival. Durward has contacted a company which could provide up to three articulated buses, equipped with wheelchair lifts. The Committee recommends Staff discuss this situation further with Dr. Durward, commenting on the possibility that the remaining $3,000 in the transportation funds budget could be used for transportation services during the Scottish Festival. Staff will report their findings to the Committee in the near future. Contracts: Director Hinze presented the contract with Bob Purcell, dba Bob Purcell and the Outriders, for performances at the Rooftop Rodeo Dances, July 14 and 15, 1995. The Committee recommends approval of the contract, in the amount of $1,000, as described and presented. Rooftop Rodeo Committee Report: Director Hinze reported that Western Heritage Days scheduling is near completion. The Accommodations Association is assisting through ticket sales and on-site advertising. There being no further business. Chairman Doylen adjourned the meeting at 9:28 a.m.- V n \ Ar r* ^ ^ /t4 ST' 'i / tv 'h;'4 t * %I' * y‘ i| MAY 9 1995 BC:Afi0 OF TiiU-;cV£f;s iiTina Kuehl, Deputy Town Clerk