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Home My WebLink AboutMINUTES Special Events Committee 1992-01-02BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS /Special Events Committee t-7 f4Vaa January 2, 1992 Committee: Chairman Hix, Trustees Aldrich and Habecker Attending: Chairman Hix, Trustee Aldrich Also Attending: Trustee Garrett, Town Administrator Klaphake, Special Events Director and Coordinator Scott and Hinze, Ass't. Town Administrator Widmer, Special Projects Manager Joseph, Chamber Director Boschen, Roger Thorp Absent: Trustee Habecker Chairman Hix called the Committee meeting to order at 2:01 P.M. AGREEMENTS - REOUEST APPROVAL: Standard Agreements. The Committee received the following 1992 agreements for approval: n Walter Alsbaugh, Rooftop Rodeo Production, July 15 and 18 Square Wheels Trail Club, June 19-21 WIN/Single Campers, July 10-13 Rocky Mountain Chapter FMCA, September 17-20 The Committee recommends approval of the agreements as presented. Rooftop Rodeo Concert Entertainment Agreement. Director Scott reviewed how the concert selection was made and an Agreement with Ricky Skaggs for a concert July 17 during the Rooftop Rodeo event. In concept, both parties have confirmed the booking; however, negotiations are continuing. The Agreement price is $19,000 which is $1,500 higher than the concert held in 1991. Marketing will begin immediately, and ticket prices are being reviewed by the Rooftop Rodeo Committee. Following discussion, the Committee recommends approval of the Agreement, contingent upon review/approval by the Town Attorney. 1992 SPECIAL EVENT CALENDAR - REOUEST APPROVAL. The Committee reviewed the list of 1992 Special Events. The calendar contains events celebrating the Town's 75th Anniversary, as well as those events that receive Town participation through funding or staffing. Privately -sponsored special events were also included. Confirmation has not been received for the Courage and Red Zinger Bicycle Races; thus, these events were not inserted. Trustee Garrett commented on the budget for the 75th Anniversary advising that some events will be self-supporting. The 75th Anniversary Committee may provide some financial support toward a float for inclusion in the Christmas Parade. Staff will confirm whether the Rodeo Committee is considering a theme for the Rodeo Parade, and whether the 75th Anniversary could be incorporated. The Committee recommends approval of the 1992 Special Event Calendar. The 1992 Calendar is attached hereto and made a part of the record. 1991 CHRISTMAS PARADE & JINGLE BELLS SHOPPING WEEKEND - EVALUATION REPORTS. Christmas Parade. Special Event Coordinator Hinze reviewed the Christmas Parade held November 29. The report addressed weather, attendees, sales, business hours, sponsorship, hay rides, costumed characters, stage and Santa, crowd control, entry line-up, floats, time schedule, and advertising. Staff will discuss the ramifications of changing the parade time from 6:00 to 5:30 P.M. BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - January 2, 1992 - Page 2 and also gather comments from the merchants relative to operating hours. Parade Coordinator Boschen commented that, in her opinion, the Christmas Parade has reached a satisfactory size and that she intends to focus on improving the quality. The Committee commented on the excellent job performed by Connie Boschen, and the entire Town. Jingle Bells Shoppinct Weekend. This first-time 2-day event was held December 14-15 with a budget of $1,200. Staff is proposing this event for 1992; however, if attendance is not improved, the event may not be viable for the future. INDOOR ARENA - PRELIMINARY DESIGN SERVICES AGREEMENT - REDDEST APPROVAL. Special Projects Manager Joseph reviewed said Agreement with Thorp Associates. Thorp Associates would supply preliminary design and budgeting work for a 54,000± sq. ft. multi -purpose arena; the agreement amount is $24,825.00. The first issue will be to define uses of the building, which includes revising the Master Plan drawing. Staff and Mr. Thorp will discuss the project with representatives from the Scottish and Folks Festivals to ascertain their needs/ideas. The Committee recommends approval of the Agreement with Thorp Associates, for a not -to -exceed amount of $24,825.00. REPORTS. As a scheduling conflict has occurred, the 1992 Rooftop Rodeo will not include a carnival. The next special event will occur on Valentine's Day weekend, February 15 and 16. Romance of the Rockies is co -sponsoring this activity. Chamber Director Boschen reported that Estes Park will participate in an Expo entitled "Entertainment Colorado" May 7-10 in Denver. The expo will promote the varied activities available in Colorado. Pertaining to the 75th Anniversary Celebration, Director Boschen reported that the Chamber is sponsoring a dinner/dance entitled "Rhinestone Cowboy Hoedown", the event will be held April 4, and will be open to the public. Administrator Klaphake praised the Estes Valley Recreation and Park District on their initiative in securing ice skating at Trout Haven Ponds. Activities such as these enhance special events throughout the community. There being no further business, Chairman Hix adjourned the meeting at 2:50 P.M. j,N141992 Vickie O'Connor, CMC, Town Clerk MONTH January February April May June July 1992 SPECIAL EVENTS CALENDAP DAY 26 15-16 22 & 23 3 & 5 4 19 2 16 16-17 23-24 30-31 12-14 13-14 18-21 19-21 20 20 & 21 24-28 30-July5 4 10-13 11 15-18 EVENT Frost Giant Race Valentine's Day 12th Annual EP Cup Dog Weight Pull Stanley Village A Historic Play Conference Center Birthday Bali Easter Sunrise Service Fairgrounds Duck Race Fall River Kite Fly_ Stanley Park Art Walk Weekend & Jazz Fest Parade of the Years Antique Car Rally & Old Timers' Picnic Fishing Derby Sweetheart Sam RV Rally Wool Market Fairgrounds America Quarter Horse Show Town Fairgrounds Square Wheels RV Rally Town Teddy Bear Picnic Bond Park The Riverfest - bluegrass 75th Anniv jazz, melodrama, vaudeville, Town magician Miniature Horse Show Town Fairgrounds Arabian Horse Show Town Fairgrounds Fireworks Jaycees Lake Estes WIN Single Campers Rally Dark Horse/Riverside Ballroom Conference Center Rooftop Rodeo SPONSOR. Rec Romance of the Rockies/Town Private 75th Anniv. Town 75th Anniv Town/Chamber Private Private Private/Town EP Art Gallery Assoc./Town Private 75th Anniv. Fire Dept./Rec. Town Town Private/Town Town 75th Anniv Town Town August September October November December Fairgrounds 22-26 Hunter -Jumper. Show I Fairgrounds 28-Aug2 Hunter -Jumper Show II 31-Aug 2 Western Wild Life Art Show Elkhorn Lodge 8-9 Paint Horse Show Fairgrounds 14 & 15 Westernaires Fairgrounds 21-23 Rocky Mountain Folks Festival 7-11 4-6 5-7 11-13 17-20 19 & 20 19 & 20 10 & 11 27 12 & 13 Stanley Park Americade State Sheriff's Labor Day Crafts Show Longs Peak Scottish Festival Stanley Park FMCA RV Rally Fine Arts Crafts Festival Volks March MacGregor Ranch Surprise Sale Christmas Parade Come Catch The Glow - Downtown Jingle Bells Shopping Town Town Fine Arts Guild Town Town Private/Town Private/Town Posse Convention Private Fire Dept. Private/Town Town Fine Arts Guild Rec. Dept. Town Town Town