HomeMy WebLinkAboutMINUTES Special Events Committee 1993-03-18BRADFORD PUBLISHING CO.
RECORD OF PROCEEDINGS
âś“Special Events Committee
March 18, 1993
Committee: Chairman Hix, Trustees Habecker and
Gillette
Attending:
Also Attending:
All
Town Administrator Klaphake, Special
Events Director and Coordinator Scott and
Hinze, Clerk O'Connor
Absent: None
Chairman Hix called the meeting to order at 2:00 P.M.
AGREEMENTS - APPROVAL:
The Committee review standard agreements with the Lions Club of
Estes Park (one-year lease for the concession stand), Colorado
Quarter Horse Show June 17-20-93, and Colorado Hunter -Jumper Horse
Show July 23-August 8, 1993. The Committee recommends approval of
all three agreements.
LONGS PEAK SCOTTISH-IRISH HIGHLAND FESTIVAL - RESPONSE TO QUESTIONS
RAISED FEBRUARY 25, 1993.
Chairman Hix reported he and staff are in the process of responding
to those questions raised.
"TOP HANDS" - APPROVAL OF CORPORATION.
The Rooftop Rodeo Committee has endorsed a subcommittee plan to
initiate a separate organization named the "Top Hands." Top Hands
Representative Ed Allbright reported that the Top Hands would
operate low -risk events surrounding the Rodeo, as well as related
western theme winter events. The expenses and income from these
events would remain with the Top Hands. Funds earned would be
reinvested into the Rodeo and other western events which could
allow flexibility in adding special or winter events. Such funds
would be addition to those funds budgeted by the Town. Top Hands
would operate in conjunction, and not in competition, with the
Rooftop Rodeo Committee. This concept of a large volunteer -based
auxiliary is used by other rodeos, including Cheyenne Frontier
Days. Bylaws of the Top Hand Organization were submitted. The Top
Hands have prepared a proposed 1993 schedule of events as follows:
Rodeo Week
Cowboy Poetry July 13
Golf Tournament July 17
Craft Show/Fairgrounds July 16, 17
Winter Season
Cowboy Poetry Getaway Weekend Nov. 19-20
Rodeo Dance Feb. 19
Top Hands requested the following:
1. $5,000 seed money.
2. Authorization to install banners across Elkhorn Avenue
one week preceding and during Rodeo Week.
3. Waive the sound curfew to 11:00 P.M. on two (2) nights,
for the concert and proposed street dance.
4. Provide legal counsel for assistance in formation of an
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RECORD OF PROCEEDINGS
Special Events Committee - March 18, 1993 - Page 2
appropriate corporate entity.
Discussion concerning budget constraints pursuant to Amendment 1,
removal of the "banner" poles on Elkhorn Avenue when the
Streetscape was constructed, with replacement of one set of poles
being placed in the Football Parking Lot running parallel to
Elkhorn, and the sound curfew which is currently 10:30 P.M. The
Committee recommends: (1) a budget expenditure of $500.00 for
1993, suggesting Top Hands submit a budget request during 1994
Budget preparations; (2) denial of the banners across Elkhorn
Avenue; (3) at Mr. Allbright's request, this item will be continued
pending additional discussion with the Rodeo and Top Hands
Committees; and (4) approval to provide legal counsel. Pursuant to
insurance concerns, and in conjunction with approval of Item #4,
the Committee directed Town Attorney White to include a Statement
of Intent for Top Hands.
SPECIAL EVENTS ANNUAL MEETING - REPORT.
Special Events Coordinator Hinze reported on the annual special
events public meeting was held March 3, 1993. The purpose of the
meeting was to present new events, hear special requests for
continuing events and provide a format for general discussion of
current events.
Rocky Mountain Folks Festival - Representatives are planning
the third festival which will be reduced to two (2) days,
August 28-29, 1993. Their goals are to arrange tent camping
facilities for attendees and promote weekend lodging packages
with accommodations facilities.
Jazz Festival - This event is scheduled May 15-16, 1993.
Planning for five (5) bands/day to include one major "draw"
band or group. Sponsorship funding or budget increases are
necessary to attract a larger Denver and Front Range audience.
Goals are to obtain sponsorships for 1994 and lure Denver
audience. Special requests include: block -off three (3)
parking spaces on Riverside Drive south of "Subway" for truck
loading/unloading, a crosswalk guard during midday, continued
advertising support through newspaper coverage in Front Range
and posters.
Winter Activities - Lee Kemper expressed a desire for
additional weekend events immediately following the Christmas
Parade through April. Suggested an Easter Parade, Mardi Gras
Celebration (numerous costumes and atmosphere).
Art Walk Weekend - This event has been extended one day, dates
are May 14-16, 1993. A "year-round" advertising piece for the
galleries has been added. Working with Rally'n The Rockies to
provide an Art Walk Day August 28 for cyclists. The Art Walk
and Jazz Fest work well together and they plan on retaining
the same week of events. Special requests include continued
support of Town advertising with ads in the Front Range
newspapers and production of a poster.
Jaycees, July 4th Fireworks & Halloween - Jaycees will
continue to provide the fireworks display for 1993; donations
were excellent. The Haunted House was successful and would
like to continue. Special requests: continued improvement of
traffic control July 4th, $500 donation from the Special
Events Department for July 4th, and continued use of the
Fairgrounds building during October.
Cultural Arts Council - CACEP acts as a supporter of events;
however, they did create the "Imagine This" event held
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Special Events Committee - March 18, 1993 - Page 3
February 20. Goals include projecting a positive image for
arts in Estes Park, generate a sound fund raiser, and apply
for additional grants. Special requests include continued
advertising support and support from the Special Events
Department.
Valentine Weekend - Successful 1993 event. Suggested
continued weekend events through February.
Longs Peak Scottish -Irish Festival - This event continues to
increase every year and has become an internationally known
event. Special requests include: improved transportation to
and from downtown to the field on parade day, field area
improvements, improved coordination/merging of governmental
entities regarding various approvals.
The meeting was very successful and staff will conduct this meeting
yearly.
There being no further business, Chairman Mix adjourned the meeting
at 3:00 P.M.
Vickie O'Connor, CMC, Town Clerk
LIAR 2 3 1993
D3i;i J GF U E_S