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HomeMy WebLinkAboutMINUTES Special Events Committee 1994-07-28BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS `Special Events Committee July 28, 1994 Committee: Chairman Doylen, Trustees Gillette and Marshall Attending: All Also Attending: Town Administrator Klaphake, Special Events Director Scott, Coordinator Hinze, Rooftop Rodeo Committee Vice President Gary O'Connor, Top Hands President Jo Adams, Clerk O'Connor Absent: None Chairman Doylen called the meeting to order at 8:00 A.M. AGREEMENTS: Long's Peak Scottish Highland Festival, Inc. The Committee reviewed a 5-year Agreement with the Scottish Festival for use of the fairgrounds. The Agreement clearly defines responsibilities for both parties. Festival President Durward presented an Operations list for staffing needs. A renewal option for an additional five years was also included. Town Attorney White has reviewed the Agreement, and Durward will provide adequate insurance coverage. The Committee recommends approval of the Agreement as presented. 1994 Christmas Parade Agreement. The Agreement for the 1994 Christmas Parade between Connie Boschen and the Town was presented. The coordinator's service fee is $10,000, and a budget of $2,500 was included for the construction and presentation of floats and characters. The Town will be responsible for all advertising and promotion, postage/copying costs, personnel to drive floats/vehicles, supervisory personnel and facilities for parking, storage area for equipment, costumes, etc., and providing liability insurance. Coordinator Boschen will serve as an independent contractor and is responsible for Workers Compensation Insurance. The Agreement does not include the Workers Compensation language at this time; however Attorney White is reviewing it. The Committee recommends approval of the Agreement, subject to the inclusion of the Workers Compensation language. Note: Administrator Klaphake commented that a blanket insurance policy may be discussed during 1995 Budget discussions for all Town volunteers. SPECIAL EVENTS - CRITIQUE. Duck Race & Parade. The Noon Rotary Club has undertaken this event which was held May 7. Town expenses were minimal and there was no direct Town funding. The race was expanded to include a parade and entertainment in Riverside Plaza. The Club anticipates expanding the event in 1995, and they would like to see this event launch the beginning of tourist season. The Committee suggested restaurants offer "duck" on their menus on Duck Race Day. Kite Fly. This event, held May 14, is managed by the Special Events Dept., Optimists Club, School, Chamber of Commerce, Trail Gazette, EVRPD, and Skynausaur, Inc. The purpose is to promote kite flying for all age groups. Elementary School participation was down, possibly due to a change in administration who may not have been aware of the event. Prizes were donated by Skynausaur. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - July 28, 1994 - Page 2 Jazz Fest/Art Walk Weekend. Held May 14 & 15 and managed by the Special Events Department, Max Wagner, and the Estes Park Gallery Association. The purpose is to introduce and promote Estes Park as an active arts and music community. Activities include jazz concerts in Riverside Plaza and a tour of various art galleries throughout the community. Sponsors play a significant role on this event. Courage Classic. Sponsored by the Children's Hospital/Denver, this event was held June 11 & 12. High School facilities are utilized for housing as well as area accommodations. The sponsor also provides all food. Coordination is provided by Special Events, Chamber, Police Dept., and High School. Staff has received a request to conduct this race in 1995. Wool Market. Held June 9-12 and managed by the Special Events Dept. and Wool Market Committee. The purpose is to provide an education and entertaining event for those interested in fiber and fiber animals. Workshops, animal shows, spinning contests, spinning and weaving demonstrations, fashion show, fleece contests, skein contest and children's hands-on tent are featured. All 1994 goals were met (increase exhibitors and animals, involvement of each exhibitor, doubled workshop attendance, implemented new volunteer program to ensure a prolonged relationship with the Wool Market, and continued the distinguished quality of the vent), and Estes Park's event is now one of the top three such markets in the nation. Discussions are underway with the Museum to possibly include a Fiber Art Show, and the high school will be utilized to assist over -crowding at the Conference Center. Scandinavian Festival. Managed by the Scandinavian Club of Estes Park, this event was held June 24 & 25. The purpose is to continue and strengthen the traditions and heritage of the scandinavian people. A May Pole was raised and traditional dances were held in Bond Park. A Bonfire and dancing were held at the Marina. Rooftop Rodeo. Sponsored by the Special Events Dept. and the Rooftop Rodeo Committee. This was the 68th year for the Rodeo which was held July 9-16. Revenues and expenses have not yet been finalized. Director Scott reported that this year's Rodeo Committee was exceptional. Upon compilation of the demographic data, it will be furnished to Advertising Manager Marsh. Horse Shows. The Quarter Horse Shows were reviewed for these show is limited Downtown Parks. To date, Riverside Plaza, and 5 at Horse, Miniature Horse and Arabian In general, the growth potential without an indoor facility. 18 performances have been held at Bond Park. Discussion followed on the necessities for each event, which are diverse. Necessities are generally weather -related, and perhaps staff should investigate the rental/purchase of high -quality tents. Administrator Klaphake reported that pursuant to TABOR, and the estimated 42% growth factor, funding must be shifted toward significant events. In 1993, the Special Events Committee established an Event Priority List to assist in budgeting efforts. The priority list established an on -going process and attempts will be made to retain these significant events and keep them from becoming mediocre. The financial rewards for all volunteer hours was also noted, and BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - July 28, 1994 - Page 3 the Committee expressed their appreciation for these tangible efforts. ESTES PARR ROOFTOP RODEO COMMITTEE - REPORT. Vice President O'Connor reported that the Rodeo Committee was very pleased with the new stock contractor, Powder River Rodeo Productions. Contestants were up by approximately 50%, attendance up 20%±, and the Committee believes the new stock contractor was a positive move for the future. Funding of approximately $35-40,000 is needed to attract peak entertainers. The Rooftop Committee is committed to this event and they are investigating creative ideas for the concert (grants) and other associated western heritage features. President O'Connor expressed the Committee's appreciation to the Town for their support. Top Hands, Inc.. President Adams reported that attendance for the Cowboy Poets Night was slightly less than 1993; however, the potential for growth is evident with certain refinements. Jay Grooters acted as the MC for Poets Night. Top Hands donated approximately $4,000 to the Rodeo this year; a costumed cowboy was used to distribute Rodeo pamphlets and promote events; placemats were placed in restaurants; and $100 was given to each overall contestant winner. Top Hands joined the Duck Race this year and raised an additional $700. Many Rooftop Rodeo Committee members have joined this separate organization that was formed to enhance, support, and promote western heritage. REPORTS. Director Scott reported that he and Public Works Director Speedlin are investigating a new compost operation (preparation and sale). Revenues and expenses are being reviewed and further discussion will take place during 1995 Budget meetings. There being no further business, Chairman Doylen adjourned the meeting at 8:57 A.M. /! - • f l P e C. „ „l Vickie O'Connor, CMC, Town Clerk AUG 91994 TOWN 0r ESTES PARK BOARD OF TRJ F.B