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HomeMy WebLinkAboutMINUTES Special Events Committee 1992-08-17BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee August 17, 1992 Committee: Attending: Also Attending: Chairman Hix, Trustees Habecker and Gillette Chairman Hix, Trustee Gillette Mayor Dannels, Trustee Aldrich, Town Administrator Klaphake, Ass't. Administrator Widmer, Town Attorney White, Special Events Director/Coordinator Scott and Hinze, Tim Greer, Executive Director/CIRSA, Beck Frnka/CIRSA Underwriting Manager, Lee combs, Associate General Counsel/CSU, Judy Meier, Assistant Director, Cooperative Extension/CSU, Clerk O'Connor Absent: Trustee Habecker Chairman Hix called the meeting to order at 1:32 P.M. FAIRGROUNDS USAGE - 4-H CHAPTER. The local 4-H Chapter has requested use of the fairgrounds and staff has been researching insurance coverage requirements. Administrator Klaphake reported that a meeting was held with Tim Greer and Beck Frnka/CIRSA, the Town's insurance carrier, and Judy Meier and Lee Combs/CSU. Town Attorney White reported that existing policy requires all individuals, groups, and/or organizations using any Town facility to provide general liability insurance coverage of at least $150,000/individual and $400,000/occurrence with said policy to include the Town as an additional insured. The Town will undoubtedly be named in any suit arising out of the use of its facilities, and even if the Town is dismissed from a suit, the Town will be subject to legal expenses applying to its deductible-- $5,000/incident, plus a claims -made history. The 4-H Chapter is part of the Cooperative Extension administered by CSU. Under state law, CSU representatives contend CSU cannot indemnify any other party. Following the aforementioned meeting, identified two options for the Committee: 1. Reject the 4-H request, based increased liability to the Town. 2. Approve the 4-H request, agreeing to the "cross indemnification" offered by CSU, managing liability in the following manner: A. At minimum, two (2) adult leaders be on -site at all times during any 4-H activities, with a 1-5 ratio of leaders and children. Leaders to discuss emergency access with the Special Events Director. B. 4-H will have limited access to the east gate of the arena. The remaining grounds will be excluded from use. C. In conjunction with CSU notice, the Special Events Department will also receive 30 days advance notice prior to use. Administrator Klaphake upon the potential of BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - August 17, 1992 - Page 2 D. Keys will be checked -out by the adult leaders from the Special Events Director. E. All use will be scheduled at the discretion of the Special Events Director. F. Use of electric lighting will not be authorized unless prepaid. G. Every participant will be required to sign a waiver. H. Due to involvement by a state agency, approval of 4-H use will not set a precedence. I. Staff will monitor all 4-H use and evaluate on a yearly basis. Judy Meier confirmed that: (1) a background search is conducted on all adult leaders, (2) training clinics are provided on a voluntary basis, (3) all leaders are required to register their event schedule with the Extension Office at least 30 days prior to the activity in order to be recognized as an authorized volunteer. Following discussion, the Committee recommends: Option #2 be approved, authorizing the special Event Director to begin working with the 4-H Chapter and CSU Extension Office. The Committee expressed their appreciation to the representatives from CIRSA, CSU, and staff for their time and effort in finding a solution for this request. REOUEST TO USE PORTION OF DOWNTOWN SIDEWALKS - DISCUSSION. Chamber of Commerce/Scarecrow Contest. Connie Boschen, Director/Chamber of Commerce submitted a request to use portions of the sidewalk in the downtown area to conduct a "Scarecrow Contest." The event is scheduled October 3 and 4, 1992 from 10:00 A.M. - 6:00 P.M. The entries, which will be offered for sale, will be stored overnight by Chamber of Commerce members. Cash prizes will be awarded: 1st Place/$100.00; 2nd Place/$50.00; and 3rd Place/$25.00. Administrator Klaphake expressed concern with who would be responsible to monitor the entries relative to ensuring all entries remain in place (windproofing) to avoid potential liability. Pursuant to the Municipal Code, the Trustees are allowed to authorize use on the sidewalks contingent upon adoption of a resolution. The Committee reviewed a draft resolution, and recommends approval of the event subject to windproofing details being resolved by staff, the resolution, as presented, and the entries be allowed to remain in place during the Surprise Sale weekend scheduled October 10 and 11. Surprise Sale. Special Events Coordinator Hinze presented a resolution authorizing use of sidewalks for the "Surprise Sale Days" event sponsored by the Special Events Department and the Estes Park Business Association. The event is scheduled October 10 and 11, 1992 and hours of operation and condition of sale were identical to those approved in 1991. Coordinator Hinze confirmed that all participating merchants must be licensed by the Town. The Committee recommends approval of the event and resolution, as presented. 1992 ROOFTOP RODEO EVENTS - CRITIOUE. Director Scott reviewed demographic information plus income and BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - August 17, 1992 - Page 3 expense statistics for 1992 Rooftop Rodeo events: attendance - 18,000±, 51% of which were visitors to the area; advertisement through the newspaper insert proved very beneficial; and the concert was a success. The gross profit, excluding labor and utilities, was $20,000. Administrator Klaphake commented that the primary goal for this event is generating customers for Estes Park. The Committee expressed their gratitude to the staff of the Special Events and Stanley Park Departments, and Rodeo Committee for their excellent efforts in providing this event. REPORTS. Director Scott advised that pursuant to ADA requirements pertaining to the fairgrounds, extensive funding will be requested during 1993 budget discussions. There being no further business, Chairman Hix adjourned the meeting at 2:21 P.M. Vickie O'Connor, CMC, Town Clerk AUG251992 B:1AFD 0 T U DES