Loading...
HomeMy WebLinkAboutMINUTES Special Events Committee 1993-01-07BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee January 7, 1993 Committee: Attending: All Also Attending: Chairman Hix, Trustees Habecker and Gillette Trustee Dekker, Town Administrator Klaphake, Special Events Director Scott, Special Events Coordinator Hinze, Clerk O'Connor Absent: None Chairman Hix called the meeting to order at 8:31 A.M. LONGS PEAK SCOTTISH HIGHLAND FESTIVAL - UPDATE. Jim Durward, President, briefed the Committee on a "Scottish Getaway Weekend & Midwinter Gathering of the Clans" Event which was initiated in 1992. The event proved unsuccessful and has been moved to March 12-14, 1993 at the Conference Center. The Committee reviewed a brochure advertising this event. Dr. Durward also commented on: (1) the need of flagpoles at the fairgrounds; (2) disposition of the waterway property (Fish Creek "arm") --involves the Recreation District; and (3) levelling of the area east of the Gun Club; and (4) restrooms. Dr. Durward also requested Festival Updates be placed on future agendas, beginning February 25. Prior to February's meeting, Administrator Klaphake will meet with Dr. Durward and confirm the location of all Recreation District property. 1993 ROOFTOP RODEO: Rodeo Agreement. The Committee reviewed the standard contract with Walter Alsbaugh: $7,000/prize money and $13,000/production of the Rodeo (stock). The Rodeo production fee was increased $1,000 from 1992. The standard insurance clause was also included. The Committee recommends approval of the Walter Alsbaugh Agreement, as presented. Rooftop Rodeo Committee. A list of twenty-two members, which contained six new members was presented: Jo Adams Ed Allbright Judy Anderson Danielle Borland Ray Carlton Betty Clauson Rick Dill Jack Gartner Margee Gartner Lisbie Goelz Ken Hobert Marion "Chief" Jenista Janielle Jenista Steve Kingery Mike Martin Gary O'Connor Steve Peterson Bob Seifert Mary Jo Seifert Chuck Thomas Joan Van Horn Debbie Watson The Committee recommends approval of Committee Membership List. the 1993 Rooftop Rodeo AGREEMENTS - APPROVAL: Mile Hi State Winnebago Rally. The Rally is scheduled August 13- 15, 1993. Participants will use the campground and be assessed $15.00/vehicle/day with water and electricity hookup, and $9.00/vehicle/day dry camping. Director Scott confirmed that he is in receipt of a letter from local camping establishments stating they have no objection to this event. The Committee recommends BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - January 7, 1993 - Page 2 approval of the Winnebago Agreement, as presented. Colorado State University Cooperative Extension, Boulder County 4- H. This Agreement was prepared by Town Attorney White, addresses all concerns expressed by the Committee August 17, 1992, and has been executed by the 4-H Club. The Committee recommends approval of the 4-H Agreement, as presented. Rally'n the Rockies. The Americade Event was in jeopardy of being removed from Estes Park. Staff intervened and Ken and Marsha Hobert have contracted with Americade, Inc. for certain services to allow them to promote and manage the motorcycle rally to be known as Rally'n the Rockies. In an Agreement, which was prepared by Attorney White, between Rally'n the Rockies, Ltd. and the Town, the Town will: (1) advance, on or before February 1, 1993, 1994 and 1995, $8,000.00 to be used by Rally to meet expenses in the organization and promotion of the event. Rally will reimburse the Town from receipts; (2) provide the fairgrounds facility and support staff; (3) cover the floor of Barn W; and (4) allow use of parking lots and streets near the Chamber of Commerce for manufacturer demonstration rides. Ken Hobert reported that the event has been relocated from the YMCA and that the center of operations will be the fairgrounds; noted that the date has been moved from September to August 24-28, 1993; presented flyers noting the color scheme that will be used; the Conference Center will be used for seminars on safety and education and on August 27 for evening entertainment. Director Scott reported that the Budget contains funding ($8,700) for the floor covering of Barn W--the covering will not be installed permanently (and stored) to allow varied use. The Committee commended the interest and enthusiasm displayed by Mr. Hobert and recommends approval of the $8,000 expenditure as defined above. CHRISTMAS SEASON EVENTS - CRITIOUE. Christmas Parade. Coordinator Hinze reported that approximately 22,000 people attended the "Come Catch the Glow" Christmas Parade November 27. Staff will attempt to obtain three (3) hay racks in 1993; retain the starting time of 5:30 P.M. in lieu of 6:00 P.M.; animal characters on the street were well received; the Stage and Santa photo opportunity was successful; advertising proved successful; businesses need to be encouraged to stay open following the parade; and Town employee volunteers are to be commended for their efforts. Jingle Bell Shopping Weekend. Attendance was fair and with a budget of $1,200, staff is recommending this event be postponed pending other ideas/opportunities. Ice Sculpture. An impressive ice sculpture was presented by local chefs Joe Switzer, Rich Jereb, John Offerdahl and Jeff Lemon December 23rd in Bond Park. The chefs not only provided their art skills, but also obtained their own sponsors for the ice. The presentation was very worthwhile and staff desires this event possibly be expanded in 1993. Staff reported that, as in 1992, an informal meeting will be scheduled with interested parties to receive ideas/comments on special events for 1993. The Committee concurred with staff's recommendations as more clearly defined in the critique presented to the Committee, and commended the Special Events/Stanley Park staff for their efforts during the Christmas Season events. BRADFORO PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - January 7, 1993 - Page 3 1993 CAPITAL EXPENDITURES. Director Scott identified the following 1993 Capital expenditures: Computer printer $ 1,200 Pickup Truck 21,600 Truckster 3,950 Livestock Panels 10,600 Arc Welder 2,600 Roping Chute 2,000 Fleet Manager Shanafelt will initiate the bidding process for the pickup truck and said bids will be returned to the Committee for further consideration; the other above -listed items will be purchased. In association with ADA requirements certain areas of the fairgrounds are to be paved, thus Administrator Klaphake requested authorization for the Public Works Department to initiate the bidding process for a portion of the gravel parking area plus other miscellaneous areas. The Budget contains $15,000 for this project which is to be completed by Memorial Day Weekend. The Committee recommends staff proceed with the bidding process as noted. There being no further business, Chairman Hix adjourned the meeting at 9:22 A.M. e Vickie O'Connor, CMC, Town Clerk JAN 12 1993 t I 'di4 ai r PA, B.7,it;D 0; 7i:J3'*zES