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HomeMy WebLinkAboutMINUTES Special Events Committee 1992-02-06BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS âś“Special Events Committee February 6, 1992 Committee: Chairman Hix, Trustees Aldrich and Habecker Attending: Chairman Hix, Trustee Habecker Also Attending: Town Administrator Klaphake, Special Events Director and Coordinator Scott and Hinze, Clerk O'Connor Absent: Trustee Aldrich Chairman Hix called the Committee meeting to order at 2:02 P.M. ESTES PARR ROOFTOP COMMITTEE 1992 MEMBERSHIP ROSTER AND OPERATIONAL GUIDELINES - REQUEST APPROVAL: Membership Roster. The following membership for the 1992 Estes Park Rooftop Committee was submitted for approval: Judy Anderson Bob Jackalone Ray Carlton Steve Kingery Lou Cherbeneau Mike Martin Betty Clauson Renee' Martig Rick Dill Ron Osborn Wayne Esslinger Steve Peterson Jack Gartner Bob Seifert MargeMary Jo Seifert Lisbie rtlz e Gartner Chuck Thomas Joan Van Horn KennHobert Debbie Watson Officers include: Mike Martin/President, Steve KingerY/Vice President, Steve Peterson/Secretary, and Mary Jo Seifert/Director. An additional 5-6 persons being nominated will aaproyas of ssist mmittee members during 1992. The Committee re a presented. he 199 Rooftop Committee Membership Roster, Operational Guidelines. Director Scott reported that the final prepared by Town Attorney White and they were adopted by the Rooftop draft of said guidelines was Committee on November 21, 1991. ior bylaws" as the Committee is The Guidelines will replace prior The Committee recommends p approval focusingon theRooftop Guidelines, as presented. approval of the Op AGREEMENTS - RE VEST APPROVAL: and requested Director Scott presented the following Agreements they be approved: 1992 1. Lions Club Concession Stand Lease, January 1, through January 1, 1993. The only amendment to the lease is,the term which is for one (1) year in lieu of two (2). Both parties will re -negotiate the lease in the near future. The Committee commentedtheat thessione S Club, does a tremendous job in maintaining that perhaps the Town could be "sensitive" to theservice this civic group provides with respect to re -negotiation of the lease. Entertainment Agreement with Darn Thirsty 2, Cowboys The group will perform nine (9) tomes d, $2,8 oleo and there has been no change in times during Rodeo Week, the Agreement from that approved in 1991. 3. TMS Productions Agreement, $7,500.00. TMS will provide BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - February 6, 1992 - Page 2 sound, lights, stage roof and stage, and the like, for the Ricky Skaggs Concert during the Rooftop Rodeo. There is no change in this Agreement from that used in 1991. 4. Mountain Ferris Wheel and Carnival Contract and Agreement. Staff has verified references and negotiated an Agreement whereby the Town will receive 10% of the gross receipts after taxes, 25% of the pre -sale tickets from operation of rides and shows, and $10.00/booth for concession rights. Eighteen (18) carnival rides will be provided. 5. Sweetheart Sams Agreement, June 12 - 14, 1992. This group rents the RV portion of the grounds for a camping outing. In the past, such groups have added to the Estes Park economy by renting trolleys, catering, and the like. 6. 1992 Christmas Parade Agreement with Connie Boschen, $10,000/service and ±$5,000 for support services (costume rental, props, etc.). There has been no change in this Agreement. The Committee recommends approval of all 6 Agreements, as presented. LIVESTOCK PANELS - REQUEST AUTHORIZATION TO BID: Director Scott noted that $7,390 was budgeted to purchase livestock panels. Staff is seeking panels that can provide a diversified use. The Committee recommends staff be authorized to bid the livestock panels, returning to the Committee with the bids and illustration. Following completion of all agenda items, Trustee Habecker commented that perhaps the time has come to consider appointing an Advisory Committee to assist staff in special events. Although Special Event staff has performed admirably, said staff and Committee members could provide the stimulus for the Advisory Committee to suggest, consider, promote, define community special events. A goal might be to provide one major event/month. Manpower and financial resources are of primary concern. Staff noted that a group such as the Romance of the Rockies has been doing a good job in working on the Valentine's Day Weekend Event, and that four new events were held during 1991. Town Administrator Klaphake suggested the Committee submit a list to him of potential members to the Advisory Committee, stating that if such a Committee is appointed, worksessions must be held no later than August/September for the 1993 Budget, and that such worksessions would require participation by the Special Events Committee members. Worksessions will also furnish the Committee a better understanding of the Special Events Calendar. There being no further business, Chairman Hix adjourned the meeting at 2:41 P.M. Vickie O'Connor, CMC, Town Clerk 146 FE8111992 01' iJfES PAX( UOAAD OE TRUSTEES