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HomeMy WebLinkAboutMINUTES Special Events Committee 1994-03-24BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee March 24, 1994 Committee: Chairman Hix, Trustees Habecker and Gillette Attending: Chairman Hix, Trustee Habecker Also Attending: Town Administrator Klaphake, Special Events Director Scott, Clerk O'Connor Absent: Trustee Gillette Chairman Hix called the meeting to order at 8:31 A.M. ESTES VALLEY RECREATION & PARK DISTRICT (EVRPD)/SCOTTISH FESTIVAL - DISCUSSION. At their meeting held March 3, 1994, the Committee requested EVRPD appear to discuss the proposed community center on the Stanley Park site. The District was represented by Cathy Lissner who stated the proposed structure will replace the former swimming pool building which was vacated in 1983, located east of the fairgrounds. Thorp Associates and Hastings and Chivetta Architects created the plan. Ms. Lissner thoroughly reviewed the floor plan, facility and amenities. Administrator Klaphake reviewed the 30-year lease for this site which was executed in 1976, later amended, which will expire in 2017. Terms of the lease were identified, which included a condition that the Trustees must approve all changes to the property. If the community center is approved by the voters, staff anticipates that the lease will be re -written to include current insurance coverage requirements. In addition, staff advised that the Town Attorney is working on a quiet title action for Stanley Park. Scottish Highland Festival President Durward stated he had no objection to the proposed center and use of Stanley Park; however, he is in favor of the Town reviewing the entire site, possibly entering into a joint -venture for the development and maintenance of this property to create a venue area. Infrastructure such as restrooms, electricity, etc. are essential in providing a quality event. EVRPD did not contact Dr. Durward with the community center proposal and he raised concern with whether or not the center would be open for business during the festival, traffic patterns, potential use of restroom facilities, etc. EVRPD Representative Ranglos reported that the District will meet with Dr. Durward to resolve his concerns, and he urged support for the community center. Chairman Hix expressed his appreciation to EVRPD Representatives for their presentation, and stated he was gratified that Dr. Durward and EVRPD would meet to discuss issues raised this date. AGREEMENTS. Rooftop Rodeo Entertainment. The Committee reviewed a standard agreement with the Darn Thirsty Cowboys to perform at the Rodeo Dirt Dance, July 12 and Rodeo Dances July 15 and 16 for a fee of $2,200.00. Director Scott has booked Sweethearts of the Rodeo for the Rodeo Concert scheduled July 9 for a fee of $8,500.00, plus the Agent fee of $850.00. Two items must be deleted from the Contract and staff will discuss same with the Town Attorney prior to Town Board BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - March 24, 1994 - Page 2 approval. Evidence of workers compensation has not yet been furnished. Horse Show Agreement. The Committee also reviewed a standard horse show agreement with the Colorado Quarter Horse Show, June 15-19. The Committee recommends approval of all three Agreements, subject to Town Attorney approval of the proposed changes for the Rodeo Concert Agreement. PARADE PERMITS. Museum Director Kilsdonk presented the Duck Race Parade Permit sponsored by the Museum which is scheduled May 7. Entries will consist of marchers, floats, automobiles and possibly horses. Chamber Director Boschen presented the Hippy Dippy Do-Wop Parade sponsored by the Chamber of Commerce scheduled May 21. A $10.00 entry fee will be assessed, prizes awarded, and all entries will be marching drill teams. Director Boschen advised that the Town's insurance was used for the Bed Race held in February, and she requested the Town cover this parade. Administrator Klaphake reported that if the Town is excessive on this type of coverage, rates will increase, and he suggested the Chamber provide a Certificate of Insurance. Discussion followed on risk management, with the Committee recommending approval of both parade permits, with the Chamber to supply a Certificate of Insurance for the their Parade. GROUNDS USE. Staff received an inquiry from the Family Motor Coach Association (FMCA) to use the grounds for a rally of August 19-21, 1994. Approximately 100 coaches would participate. A letter from the Marys Lake Campground dated March 16, 1994 advising they had no objection to the Fairgrounds accommodating FMCA was acknowledged. The Committee recommends Family Motor Coach Association be allowed to use the Fairgrounds as referenced above. REPORTS. Director Scott advised that curb cut repair on Fourth Street, requested by Rally 'n the Rockies, will be completed this week. There being no further business, Chairman Hix adjourned the meeting at 8:43 A.M. Vickie O'Connor, CMC, Town Clerk f' P APR 12 1994 7v`r:;7 ©r EST:S :'=:};E( B:,AD OF TF U ES