HomeMy WebLinkAboutMINUTES Special Events Committee 1993-12-09BRAOFORD PUBLISHING CO.
RECORD OF PROCEEDINGS
(Special Events Committee
December 9, 1993
Committee:
Attending:
Also Attending:
Chairman Hix, Trustees Habecker and Gillette
All
Town Administrator Klaphake, Special Events
Director Scott, Finance Officer Vavra, Clerk
O'Connor
Absent: None
Chairman Hix called the meeting to order at 8:30 A.M.
EVENT DECISION MODEL and 1994 BUDGET.
Decision Model. In a memorandum dated December 8, 1993,
Administrator Klaphake reported that, based upon work sheets
submitted by the Committee, the Special Events Decision Model
results are as follows:
wBn
Priority: Scottish Festival
Christmas Parade
Rooftop Rodeo
Wool Market
Rally 'n the Rockies
Priority: Hunter -Jumper Horse Show
Shriners
Miniature Horse Show
Ride the Rockies
Westernaires
Arabian Horse Show
Art Walk/Jazz Festival
Quarter Horse Show
Priority: Folk Festival
Surprise Sale
Valentine Weekend
October Gold Weekend
Riverside Plaza Entertainment
Scandinavian Festival
RV Rallies
Teddy Bear Picnic
Paint Horse Show
This process will act as a guide in judging emphasis, budget and
considering future changes. Events could easily move through the
priority system --there is no guarantee an event will remain in its
current priority.
None of the above -listed events will be eliminated in the 1994
Budget; however, this may not be true in the future as funds are
becoming increasingly limited. The priority list may provide a
natural elimination of events and certain opportunity for new
events. Tourism is very important to the community; special events
are greatly affected by TABOR; and perhaps the private sector will
have to sponsor special events.
Trustee Habecker requested the list be amended to include
additional detail for each event, specifically, how old the event
is and whether it is growing or fading. Staff confirmed this
revision will be presented during the meeting scheduled January 27,
1994.
1994 Budget. The 1994 Budget was adopted November 23, however,
BRADFORD PUBLISHING CO.
RECORD OF PROCEEDINGS
Special Events Committee - December 9, 1993 - Page 2
pending conclusion of the decision model the Special Events line -
item budget for was not completed. As the model is now settled,
Finance Officer Vavra reviewed Revenue and Expenses by line -item.
The budget reflected the following changes: the compost machinery
will not be replaced and will be removed from the site by a private
operator; the General Fund Transfer is $235,000; capital
expenditures include $19,500 to replace the floor in the Concession
Stand and asphalt work near said stand; a tractor will be replaced
for an estimated expenditure of $15,500; required hazard materials
storage will be provided for $1,500; and a harrow will be replaced
for $600. Staff reported that all costs for events and/or
operations are spread between 18 cost centers.
LIONS CLUB CONCESSION STAND LEASE - REQUEST APPROVAL.
The Committee reviewed said Agreement with the Lions Club for the
Concession Stand located at the fairgrounds. The one-year
Agreement provides for 15% of the gross sales to be paid as rent
for the premises plus a $75.00/year fee toward natural gas
expenses. Other than the natural gas fee, there is no change in
the lease. The Committee expressed their appreciation to the Lions
Club for their operation of the Concession Stand, and recommends
approval of the lease as presented.
There being no further business, Chairman Hix adjourned the meeting
at 9:08 A.M.
Vickie O'Connor, CMC, Town Clerk
41
DEC ^_ 4 1993
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