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HomeMy WebLinkAboutMINUTES Special Events Committee 1993-02-25BRADFORD PUBLISHING GO. RECORD OF PROCEEDINGS âś“Special Events Committee February 25, 1993 Committee: Attending: Also Attending: Chairman Hix, Trustees Habecker and Gillette All Special Events Director Scott, Special Events Coordinator Hinze, Deputy Clerk Kuehl Absent: None Chairman Hix called the meeting to order at 8:30 A.M. LONGS PEAK SCOTTISH-IRISH FESTIVAL Jim Durward, President, presented a 1984 Master Plan, addressed to the Estes Valley Recreation and Parks District, which included goals and needs relating to the festival. Dr. Durward stressed that the growth of this event requires cooperation for establishing an improved infrastructure of the festival site. The following items were presented by Dr. Durward: 1. Traffic control: Requested sign promoting festival placed on I-25. 2. Flag poles: Two flag poles were donated by McDonald's. Location needs to be determined. 3. Dedicate street to playground: Requested dedication and asphalting portion of Community Drive to playground. 4. Bureau of Reclamation Grants: Grants are available for recreation areas and infrastructure projects. 5. Hayride shuttle: Asked that town provide tractor and hay rack for parking lot shuttle. 6. Bus shuttle from town to festival grounds: Presently under contract with Trolley Corp. 7 Restrooms: Reported portable restrooms are available at an approximate cost of $15,000 to $20,000. Director Scott will provide more information at the next meeting, including benefits of purchasing rather than renting. 8 Landscape pavillion: Reported on a possible amphitheater development next to the pavillion. Requested that town asphalt the area. 9. Bleachers: Asked that the town consider the purchase of additional portable bleachers. The Committee requested staff comment on items 1-9, with items 3 and 8 being referred to the Public Works Committee. All items will be considered, contingent upon budget restrictions. Dr. Durward also reported on the Mid -Winter Clan Get Away being held at the Convention Center during the St. Patrick's Day holiday. This will be the second year and 100 participants are expected. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee, February 25, 1993, Page 2 AGREEMENTS Director Scott reported that both the agreement with the Westernaires and Theatrical Media Services are standard contracts. The dates for the horse shows are scheduled for August 13th and 14th. Theatrical Media Services will furnish sound, lights, stage roof, stage, generator and two spotlights for the Sammy Kershaw concert, in the amount of $8,000, which includes a $500 increase from last year. The Committee recommends approval of these two agreements. VALENTINE WEEKEND EVALUATION Special Events Coordinator Hinze reported on the success of the Valentine's Weekend, February 13th and 14th. Activities included hayrides, antique car rides, romantic movies, renewal of vows ceremony, dance, and Kissable Lips Contest. Attendance was down from the previous year, perhaps due to inclement weather. Restaurants and stores reported good sales, and area accommodations were booked. Possible year -around promotion was suggested as a way to increase the popularity of this event. TRUCK BIDS Proposals for a one -ton truck, per specifications, were requested from Burt Chevrolet and Rains Motor Company. The Committee recommends acceptance of the low bid in the amount of $18,754.93 from Burt Chevrolet. BARN W - FLOOR COVERING Floor covering for Barn W was discussed. Indoor/outdoor carpeting at a cost of $7,000, plus $1,000 yearly for cleaning and storage was considered; however, it was decided asphalting, at a projected cost of $17,000, would be the most cost-effective. Rally'n the Rockies has agreed to contribute $2,500. The balance will come from cuts in Special Events operational expenses, such as travel allowance and repair and maintenance bills. The Committee recommends this discussion be discontinued at this time so that bids for asphalting can be obtained and submitted by the Public Works Department. COMPOST GRINDER -- REPAIR The compost grinder is in need of repair at an approximate cost of $4,000. The cost for a new grinder is $24,000. One half of the straw has been ground. The remainder of the straw is partially decomposed and it was suggested that this be used to seed an area off Hanford Avenue, at a cost of $600 to $700. The Committee recommends that repairs on the grinder be postponed until next year and the remainder of the straw be used to for seeding an area north of the race track. The Committee instructed Director Scott check into possible grants for the repair or replacement of the compost grinder. REPORTS Coordinator Hinze notified the Committee of the Special Events Annual Meeting, March 3rd, 10:00 a.m. There being no further business, Chairman Hix adjourned the meeting at 9:40 A.M. aJ '. MAR g 1993 Tina Kuehl, Deputy Town Clerk