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HomeMy WebLinkAboutMINUTES Community Development Committee 1999-01-28BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS <^Community Development Committee January 28, 1999 Committee: Attending; Also Attending: Chairman Barker, Trustees Doylen and Marshall All Directors Hinze, Kilsdonk, Pickering, and Stamey, Advertising Manager Marsh, Deputy Clerk van Deutekom Chairman Barker called the meeting to order at 8:00 a.m. 1. CHAMBER RESORT ASSOCIATION l.a No report. 2. COMMUNITY DEVELOPMENT No report. 3. MARKETING 3.a. 3.b. Advertising Report: Manager Marsh presented the following data and associated graph. Visitors Guide requests totaled 61,287, a decrease of 13.25%. After accounting for duplicated names in previous year’s leads of 12%, the actual decline from 1997 was 1.25%. Incoming 800 calls totaled 62,475, a decrease of 5.3% from 1997. Adjusting for the increased level of unanswered calls during 1998 over previous years (a 6.13% difference, equivalent to 5,086 calls) the calls were significantly higher than 1997. Virtual Visitors Guide “Unique Visits” totaled 150,200, which represents more than double the monthly average in 1997. A total of 5,347 e-mail requests for Visitors Guides were received. This represents a 91% increase over 1997. E-mail requests as a percentage of hits rose from 3.5% in 1997 to 5.3% in 1998, indicating much greater utilization of the entire site. Discussion followed on the transition of the Virtual Visitors Guide and e-mail to the Chamber domain. No decisions will be made on transferring e- mail until all parties are confident that e-mail requests will be handled properly. Research results indicate the re-survey of Fall, 1997 advertising respondents generated a conversion figure of 22% vs. the original study results of 14%. For perspective, the overall conversion rate in 1997 was 37%. Rating of overall experience was higher, 4.3 vs. 3.4 in the original study. Conversion from an advertising respondent to a visitor, generated expenditures of approximately $1,153,147. Conference Center Report: Director Pickering presented the 1999 Conference Center Bookings Report and the Estes Park Occupancy Report. The Conference Center’s targeted months are April-June and September-October which are considered the shoulder seasons. Resorts are becoming increasingly competitive, therefore, local activities are an important component of the conference package. Increased activities enable resort areas to offer varied options for conference participants. Director Pickering explained the year end statistics of the Occupancy Report (representing approximately 40% of the total hotel/motel facilities). Room nights available in 1997 totaled 438,969 and 1998 totaled 439,555. Room nights sold in 1997 totaled 181,391 and 1998 totaled 189,685, which represents an average occupancy of 41.3% in 1997 and 43.8% in 1998. The average daily rate for 1997 was $85.69 and for 1998 was $91.17. This report supplies trend information only. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - January 28,1999 - Page 2 MUSEUM 4.a. Monthly Report: Director Kilsdonk reviewed the 1999 Schedule of Exhibitions: Collectors’ Choice - November 20,1998 - April 4,1999 1899: Preparing for a New Century - May 7 - October 31,1999 Enos Mills and the American Conservation Movement, November 19 - April, 2000 Rocky Ridge Music Center, Then and Now - July 10,1998 - March 7, 1999 Powerl The Story of the Fall River Hydroelectric Plant - March 19 - June 20, 1999 Herb Mignery Retrospective - July 2 - August 29, 1999 Upcoming programs include: February 6th at the Museum - Valentines of Yesteryear. Local collector Ellen Termin displays and discusses her extensive collection of antique valentines: free with Museum admission. February 13th at Estes Park High School - Museum’s annual Imagine This! Booth for families on historic toys to make and try. 4.b.Conservation Project Support Grant Update. The Museum was awarded a grant from the Institute of Museum and Library Services to upgrade collection storage. The Town matched these grant funds with funding for an HVAC system for the Museum. These funds ($25,000) are in the 1999 budget and the Museum is requesting authorization to solicit bids. The Committee recommends the Museum obtain bids for the HVAC system and return to the Committee for approval. SENIOR CENTER 5.a. Monthly Report: Jody Thompson reported the Senior Center Board will become the Senior Center Advisory Board and a Friends Board will be established in the first quarter of 1999. For the calendar year 1998, the Center served a total of 7,690 C-1 (congregate) meals and 5,590 C-2 (Meals on Wheels) for a total of 13,280. This averages approximately 52 meals per day. Notification was received in January from the Larimer County Office on Aging that $2,475 has been awarded to the Center to assist with operations in 1999, and $5,000 was awarded in Title III dollars. The United Way application has been received and is due on February 1, 1999. Utilization of the Center by all age groups is increasing. Discussion was held on additional lighting in the parking lot. Town Administrator Widmer will research lighting options and report to the Committee. Director Kilsdonk praised the efforts of Jody Thompson for a smooth transition into her new position. 5.b. Director Kilsdonk presented a letter from Steve Blacksher, Community Outreach Coordinator for Special Transit, a private non-profit based organization in Boulder. They have provided transportation services for 20 years and have contracts with every community in Boulder County. Currently they have a fleet of 25 vehicles and have conducted an estimated 80,000 passenger trips. The passenger fee is typically $1.50 per local one-way trip (more for longer distances), but it is income-based and many clients pay less. Special Transit will receive $20,000 in additional Federal funds to provide rural transportation services in 1999, and they would like to use a portion of the funds to provide services in Estes Park. The Committee requested further discussion to determine the need within the community. Director Kilsdonk will assess community need and report the findings to the Committee. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - January 28,1999 - Page 3 6. SPECIAL EVENTS 6.a. Event Critique. The following events were evaluated: • Christmas Parade, November 10th. 1998 marked the 10th year for this event. The weather was very good. Visitors came to Town early and spent the day. Several merchants indicated an all-time high volume. Expressions of thanks to Bronco Kicker Jason Elam, the Police Department, the Rodeo Committee, the Swim Club, the volunteers, and to Connie Boschen for the beautiful new floats this year. • Celebrate Estes. November 28th and 29th. This event ran 2 consecutive weekends. The weather was very favorable the first weekend and cold and snow the second. The merchants have indicated they would prefer to return to one weekend for this event, and business monetary support was down from 1997. Traffic flow, general visibility, signage, advertising, packaging and attractions were improved, however, staff will continue working on all the areas listed above 6.b. 1998 Event Organizer Survey review. Director Hinze reported on the favorable comments received from surveys returned for Stanley Park Fairgrounds and Bond Park/Riverside Plaza events. Event participants commended staff on a job well done. 6.C. Contracts. Director Hinze reported the following contracts: • Colorado Arabian Horse Club. June 30 - July 4, 1999 and June 30 - July 4, 2000. This is a standard agreement. Discussion was held regarding two-year contracts. Chairman Barker noted that Action Plan Goal 4B team members will meet February 11th to begin evaluating the Special Events Program, and modify as necessary, for maximum benefit to the economy and the community. Therefore, approval of multi-year contracts may not be appropriate at this time. The Committee recommends approval of the Colorado Arabian Horse Club contract for 1999. The Committee will reevaluate the contract for 2000 after the 1999 event date. • Christmas Parade Contract. November 26, 1999. This is a standard agreement, and the Committee recommends approval of the Christmas Parade Contract for 1999. • EVRPD Barn W Contract - This is a standard agreement with EVRPD for in-line skating use. The Committee recommends approval of the EVRPD Barn W Contract for 1999. 6.d. Multi-Use Field - Authorization to Design and Bid. The 1999 Budget includes the construction of a multi-use field at Stanley Park. The concept is that a large irrigated grass field would be useful for special events and community activities, including soccer. During the budget process, staff was directed to explore the idea with the Estes Valley Recreation and Park District (EVRPD) and present a draft Intergovernmental Agreement to the Committee prior to design and bidding of the field construction. An irrigated, turfed area approximately 85 yards wide X 120 yards long to accommodate a soccer field is proposed on the northeast corner of the Fairgrounds property. The Master Plan for Stanley Park proposes parking and landscaped berms in the area. Impact on the RV camping area was noted. Six spaces on the northwest end of the camping area could be affected. Detailed survey work may prove the impact on the spaces to be less than six. The field is budgeted in the 1999 Budget at $110,000. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - January 28,1999 - Page 4 Discussion was held regarding usage of the multi-use field. After a petition containing 1200 names was received, Stan Gengler, EVRPD, reported that the High School is giving serious consideration to the addition of High School level soccer. The High School football field is not large enough to accommodate soccer, therefore, a larger field would be necessary for this sport. Dr. Dunward, President of the Scottish Highlands Festival, reported a multi-use field could alleviate the Festival’s space problem. The Committee recommends approval of survey work, design and bid of the multi-use field, with bids to be returned to the Committee for action prior to construction. 6.e. Comments The Business Report, Ft. Collins. Director Hinze reported the largest 1999 events/conventions ranked by attendance were recently listed the Northern Colorado Business Report. Six Estes Park events were listed in the top twenty-five. They were the Long’s Peak Scottish-lrish Highland Festival, Celebrate Estes Park, Wool Market, Rooftop Rodeo, Autumn Gold Festival of Brats & Bands, and the Scandinavian Midsummer Festival. Upcoming Events. The International Dog Weight Pull, February 13-14. Winter Trails Weekend, February 13-14. There being no further business. Chairman Barker adjourned the meeting at 9:40 a.m. Rebecca van Deutekom, Deputy Town Clerk FEB 9 F;99 Of ras