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HomeMy WebLinkAboutMINUTES Special Events Committee 1994-09-22BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee September 22, 1994 Committee: Attending: Also Attending: Absent: Chairman Doylen, Trustees Gillette and Marshall All Town Administrator Klaphake, Special Events Director Scott, Coordinator Hinze, Rooftop Rodeo Committee President Gary O'Connor, Clerk O'Connor None Chairman Doylen called the meeting to order at 8:01 A.M. LONG'S PEAK SCOTTISH HIGHLAND FESTIVAL - JIM DURWARD. Festival President Durward suggested the formation of a standing or ad -hoc committee to work on asset development (long-term planning, initial contact with agencies, capital expenditures, shuttle system, facilities). The development of first-class events that showcase Estes Park is essential, and, in Dr. Durward's opinion, there comes a time when the events go beyond volunteer groups. Chairman Doylen stated the Town will initiate a meeting between key event organizers (private sector), EVRPD, School District, Town staff and others as appropriate in mid -November. Chairman Doylen, staff and Dr. Durward will meet to define the agenda. The Committee commended President Durward on the success of the 1994 Festival. ESTES PARK ROOFTOP RODEO COMMITTEE - APPOINTMENT OF 1994-95 MEMBERS. The following were submitted for appointment to the Rooftop Rodeo Committee for 1994-95: Officers: Gary O'Connor, President Jo Adams, Vice President Jill Smith, Secretary Members: Ed Allbright Jerry Brumleve Don Cunningham Rick Dill Margee Gartner Ken Hobert Marion "Chief" Jenista Steve Kingery Dave & Judy McPhee Vickie O'Connor Ralph Ramey Bob & Mary Jo Seifert Kelly Sishc Karen Smith Spencer & Megan Smith Chuck Thomas Sue Thomas Joan Van Horn Betty Whiteside The Committee recommends appointment of the 1994-95 Estes Park Rooftop Rodeo Committee Membership Roster as presented. Rooftop Rodeo Committee Report. President O'Connor reported that the Committee revised the Bylaws to allow election of officers in September, and the election was held. T ithe next revision a allows new board members to immediately begin planning and that this Chairman Doylen commented that the revision is proper change should assist the volunteers with their planned "Western Heritage" theme. BRAOFOR O PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - September 22, 1994 - Page 2 SPECIAL EVENTS - CRITIOUE. Silver Dollar Hunter -Jumper Show. Aimed at education and promotion of Hunter -Jumper horses, this show has grown from two days in 1982 to 14 days in 1992. The show may add 4 more days in 1995. Westernaires Show. This show produces two shows of precision riders and western acts for the general public --all riders are juveniles. Attendance fell due to inclement weather. Rally'n the Rockies. Since 1993, Ken and Marcia Hobert have provided management for the former "Americade." The event was well managed and exhibitors, excluding Honda, were well attended. Long's Peak Scottish Highland Festival. In its 16th year, the Festival continues to provide an excellent event. Festival data indicates that total spectators were 30,000. Arts & Crafts Shows. (1) The Fire Department sponsors a craft show during Labor Day Weekend. This event is well managed by Helen Rumley, and annually proves itself as a reliable fund raiser for the Fire Department. (2) The Fine Arts Guild sponsors a show in mid -September. The Guild places their own front -range advertising and the juried show was well attended. The quality of vendors increases every year. SPECIAL EVENTS DEPARTMENT RE -ORGANIZATION - REPORT. With the upcoming retirement of Special Events Director Scott, Administrator Klaphake outlined opportunities for the course of action that will be followed: 1. Linda Hinze will be promoted to Executive Director effective November 1, 1994. 2. Stanley Park facilities will be closed from December - April. 3. The remaining full-time Stanley Park employees (2) will be transfered to the Public Works Department from December - April. 4. Seasonal sharing of labor and equipment with the Public Works Department will be increased. 5 The office building will be closed from December -.April and the Executive Director will relocate the office to her residence. 6. The Special Event Coordinator position will not be filled; however, seasonal administrative staff will be obtained. 7. Stanley Park summer security will be addressed by leasing an RV space in exchange for service. 8. Resultant savings and efficiencies from the aforementioned items will be invested in the facilities and/or direct support of special events. The 1995 Budget will delineate discretionary funds that are designed for specific events; this will improve the volunteers' BRAOFORO PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - September 22, 1994 - Page 3 understanding and decision -making, particularly with the rodeo. As authorized previously by the Trustees, the Rooftop Rodeo Budget will be changed to a seasonal budget calendar. Director Scott was congratulated for his contributions to the Special Events Department, expressly for improvements to the Stanley Park facilities. REPORTS. Staff briefed the Committee on the "October Gold Brats and Bands" special event scheduled October 1st and 2nd. Activities include polka bands, dance teams and dance at the Golden Eagle Resort. This event was originally sponsored by the Business Association. The Association is now defunct, and the Sunrise Rotary Club is assisting this year and will fully -sponsor the event beginning in 1995. The Surprise Sale is scheduled October 8th and 9th; invitation letters to merchants have been issued and advertising posters are being prepared. There being no further business, Chairman Doylen adjourned the meeting at 9:15 A.M. Vickie O'Connor, CMC, Town Clerk SEP 2 71994 3U i OF ::'TLS PARK V�s BoAi.1) Of TRUST£ S ViA:KWy JN%YW k++1JChM^aL: Nty:�,��.