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HomeMy WebLinkAboutMINUTES Community Development Committee 1996-01-04BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS -//Community Development Committee January 4, 1996 Committee: Attending: Also Attending: Absent: Chairman Doylen, Trustees Dekker and Marshall All Ass't. Town Administrator Widmer, Directors Stamey, Hinze, Kilsdonk and Pickering, Manager Marsh, Clerk O'Connor None Chairman Doylen called the meeting to order at 8:00 a.m. COMMUNITY DEVELOPMENT. 1995 Advertising Report. Advertising responses as of December 31, 1995 were 4.1% below the 1994 level without USA Weekend counts being included in 1994. Telephone inquiries as of November 30, 1995 are running 1.9% below the 1994 level. Staff confirmed that these statistics are similar along the entire Rocky Mountain region. In addition, 1994 was an outstanding year for the tourism industry, and those statistics have inflated expectations. 1996 Advertising Report. Manager Marsh presented copies of the January issue of Southwest Art Magazine, January, 1996 issue where Estes Park was included in the "Explore Colorado's Top Art Towns" article. Staff believes Estes Park was included due in part to the "Arts in the Park" event held last June. 1996 Fulfillment Program Agreement. The Committee reviewed said 1-Year Agreement between the Chamber of Commerce, A-C Book Committee and the Town to provide visitor information services, including answering 800 number calls, mailing the Visitors Guide to advertising responses, and answering and responding to general requests for information. A major change includes a 4% rate increase request; the increase will be allocated toward staffing services. The A-C Book Committee will continue to finance postage costs of the Visitors Guide. Staff confirmed that the increase is included in the 1996 Budget. The Committee recommends approval of the 1996 Fulfillment Program Agreement as presented. 1996 Revisions to the Virtual Visitors Guide. Manager Marsh presented revisions to the Virtual Visitors Guide which are intended to assist the viewer through the web site: Page 1 - added the two award achievements, a table of contents on each side of the photograph (Hallet's Peak); Page 2 - added a monthly calendar link which enables the viewer direct access to any month, this is important due to the length of the calendar (5 pages); incorporated the Estes Park logo (direct access to a link function); added three maps (Northern Co., Estes Park area, and Downtown Estes Park)—staff has received numerous requests for these maps; changes are made weekly to the "Travelers' Advisory/Notes" page—this weekly update keeps the information current, i.e. an opportunity was available to mention the closure of RMNP; the "Estes Park Links" page refers the viewer to the appropriate area of the internet and the Estes Park Conference Center and Conference Association pages. The Committee questioned whether staff could elaborate on the weather factor both on the internet and with Denver television stations. Staff reported that the weather station installed BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - January 4, 1996 - Page 2 at the School by the Chamber of Commerce assists in this area, and, as the weather changes so quickly, it may not be appropriate to elaborate on weather on the internet. Staff will^ also review the Advertising Policy and research the possibility of a volunteer calling-in weather reports as was previously provided by A1 Chrisi. The Committee noted the positive news reports on Channels 4 and 9 concerning the closure of RMNP, plus the exposure relative to "Samson" (the royal elk recently poached at the YMCA). 1996 Conference Center Report. Director Pickering presented the 1996 Conference Meeting Schedule: a total of 32 conferences/events are booked for 1996 which is up significantly from 1994 and 1995. Meeting planners have positively responded to the stability in the Conference Center operation and staff which is evidenced by the bookings. Of the 32 conferences/events, 14 are repeat bookings. As the 1996 calendar was confirmed so quickly, an opportunity for local groups has been realized, as evidenced by the 12 local bookings (up from 4). Local bookings have improved resident visibility/acceptance of the Center. Lodging rates are increasing by approximately 10% which will allow properties to reinvest in their facilities. Twelve groups have made a commitment for 1997 and two have booked for 1998. The Holiday Inn is entering into a major remodeling project which should be completed in April; the Conference Center decor is being duplicated in the remodeling areas—Director Pickering will schedule a tour of this Project in the near future. Staff confirmed that the previous concern with bookings as they relate to Amendment 2 is no longer viable. Discussion followed on the agricultural groups in the front range and whether they are being marketed. Staff advised that the Cattlemen's Association was pursued for five years, and that the Association has booked with the Center for 1996. Staff will continue to heavily market other agricultural groups. The Marketing Fund, which was instituted in 1995, has collected $16,000. This fund is used to support conference transportation and coordinator expenses, and an ending balance may be $2,000; the fund is expected to increase yearly. A year-end report will be presented in February. MUSEUM. Hours of Operation. The Museum continues to investigate avenues to better serve their audience, thus the Museum will now be open Fridays, Saturdays and Sundays year-round. Hours are 10:00 a.m. - 5:00 p.m. Fridays and Saturdays, and 1:00 - 5:00 p.m. on Sundays. The expanded schedule will allow visitors to see the new Winter Legacy Exhibit of winter sports and the Hidden Valley Ski Area. Outreach/Programs. On January 20, the Columbines will hold a wine and cheese party at the Museum. On January 25 at 7:00 p.m. in the Municipal Building, Bob Haines will give an exhibit-related program entitled "Over the Range in Winter." The program is a history of winter travel in the Wild Basin area. The 1996 Program schedule will be presented to the Committee in February. Miscellaneous. Thanks to the Cultural Arts Council, the Museum is being featured in a Southwest Art article on Colorado's Top Art Towns. 1995 Accomplishments. Major accomplishments for 1995 include BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - January 4, 1996 - Page 3 the: Eagle Plume exhibit, landscaping project, remodeled restroom facilities, cooperative exhibit with the Wool Market, History Camp, expanded Gift Shop, and revised Mission and Strategic Plan. Statistics. February. SPECIAL EVENTS. Year-end 1995 statistics will be presented in Rooftop Rodeo Award. Director Hinze reported that the 1995 Rooftop Rodeo received the Mountain States Rodeo Circuit "Cowboy's Choice Award" for the second year. The award will be presented January 6 during the Mountain States Finals. Memorandum of Understanding with Top Hands Organization. Staff reported that discussions have been conducted with the Rooftop Rodeo Committee, Top Hands Organization, and Town staff for the privatization of support events during the Rooftop Rodeo. The discussions were precipitated by the Town Board who were interested in event privatization. The Cheyenne Frontier Days Committee began with a similar concept which has provided their members ownership of their own event, accountability and self-supporting status. The agreement, which has been reviewed by Town Attorney White, is between the Rooftop Rodeo Committee, Top Hands Organization, and the Town. The Rooftop Committee is the operational arm and Top Hands is the financial arm, under Rooftop. The five-year agreement identified the levels of Town support based on the 1995 budget from the Western Heritage event. The cash flow amount of $12,500 is to be repaid to the Town within five years. The $3,500 yearly sum is the difference between the revenue and expenses (based on the '95 event). Expenditures will not be processed through the Town - they will be submitted and approved by Rooftop and then submitted to Top Hands for payment. Ass't. Administrator Widmer commented on amendments to the agreement that were recently made by Town staff. The Committee recommends approval of the Memorandiim of Understanding as presented and amended. Rooftop Rodeo Committee Report. President O'Connor reported on various changes to the Rodeo for 1996: the two previous afternoon rodeo performances have been replaced with night performances, thus Rodeo Week will begin Tuesday (not Wednesday), July 9 and end Sunday (not Saturday), July 14; the annual parade has been changed from Wednesday to Saturday morning. The Committee believes both of these changes will benefit and satisfy front-range spectators. The Committee is discussing/developing a new "kick-off" event for Tuesday. The Western Heritage event has been changed from four days to Saturday and Sunday only, and the Entertainment Committee is planning a "jam-packed" event for 1996. Membership is at capacity with 30 members (maximum allowed). The Committee believes the Western Heritage ad on Channel 4 had a tremendous positive impact, and Committee representatives will meet with Peter Marsh to discuss plans for 1996. 1996 Lions Club Lease. Director Hinze presented the 1996 Lease for operation of the concession stand. The standard lease includes minor amendments. The Committee recommends approval of the 1996 Lions Club Lease as presented. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - January 4/ 1996 - Page 4 Chairman Doylen encouraged all citizens to become involved in the various functions of the Town. There being no further business, Chairman Doylen adjourned the meeting at 9:04 a.m. fapproved! 5 I JAN 9 1996 I TuWii Of ESTES PMiK I BOAF.O OF TP.lJFf.7IS Vickie O'Connor, CMC/AAE, Town Clerk