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HomeMy WebLinkAboutMINUTES Stanley Park Committee 1988-09-26BRADFORD PUBLISHING GO. RECORD OF PROCEEDINGS ✓Stanley Park Committee September 26, 1988 Committee: Chairman Aldrich, Trustees Habecker and Hix Attending: Also Attending: Absent: Chairman Aldrich, Trustee Habecker Mayor Dannels, Trustee Garrett, Town Administrator Klaphake, Executive Director/General Manager Scott, Finance Officer Vavra, Police Chief Racine, HSRC President Russell, HSRC Vice President Mike Martin, Clerk O'Connor Trustee Hix, Public Works Director Widmer Chairman Aldrich called the meeting of the Stanley Park Committee to order at 2:00 P.M. REVIEW OF HARLEY DAVIDSON MOTORCYCLE EVENT. Executive Director Scott reported the motorcycle event was larger than anticipated; however, there were no problems on the grounds. Director Scott reiterated the ad placed in the "Easy Rider" Magazine was not placed by the Horse Show and Rodeo Committee. According to the Lions Club, receipts were greater during this event than the Rooftop Rodeo. Town Administrator Klaphake identified three concerns: (1) the Town should submit a letter to the Harley Davidson Group object- ing to placement of the ad prior to Town Board approval; (2) the Committee minutes reflected all events and associated noise would cease at 10:00 P.M. not 11:00 P.M. --such deadlines must be strictly enforced; (3) the long-term effect on the Town's image may have been damaged. The Town allocates large sums of money to advertise Estes Park; perhaps the rental fee does not warrant the event's return. HSRC President Russell requested guidance/discussion regarding an "appropriate user." The Harley Davidson Group did comply with all Town regulations. Trustee Garrett stated the public safety issues associated with the motorcycle event were discussed during the Public Safety Committee. Chief Racine stated that other motorcycle groups such as the Sons of Silence, with criminal histories, associate themselves with "organized" groups such as the Harley Davidsons. Manpower was doubled to ensure public safety. Trustee Habecker expressed concern with the noise factor, the tent camping on the grounds, and questioned the legality of selecting certain users of the grounds. Trustee Habecker sug- gested that perhaps camping should be restricted to "hard-shell" units. Executive Director Scott advised the Harley Davidson group has submitted a request to use the grounds June 3 and 4, 1989. The HSRC has reviewed this request and, based upon public sentiment, they are recommending denial. President Russell added, a tremen- dous amount of inaccurate information was circulating among residents, and too much was at stake at the fairgrounds to approve the 1989 request. There being no further testimony, the Committee recommends this item be tabled, authorizing staff to obtain a legal opinion from Town Attorney White for discussion October 24th which should BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Stanley Park Committee - September 26, 1988 - Page two include (1) guidelines for group selection for the use of the fairgrounds, and (2) placement of ads prior to Town Board ap- proval. ARENA PROJECT - UPDATE. The HSRC requested an update on the arena project. Town Adminis- trator Klaphake reported that as authorized by the Committee June 27, 1988, Thorp Associates had prepared revised drawings and cost estimates. The newly received information was delivered this date and will be distributed to staff prior to the October 24th meeting. Administrator Klaphake stated discussion will take place by the Town Board concerning Capital Improvements in general; the Board will then be able to prioritize projects. HSRC President Russell stated that, in his opinion, income and expense projections on the revised cost estimates should be prepared prior to Town Board discussion. Town Administrator Klaphake stated the Board may use the formula previously prepared by the Horse Show and Rodeo Committee. Additional discussion on this item will take place October 24th. SIGNS, BANNERS AND TICKET OUTLET - DISCUSSION. The HSRC desired discussion on signs, banners, and a ticket outlet to advertise the Rooftop Rodeo event. Director Scott advised a substantial amount of funds were expended to purchase ten (10) various street banners. These banners were previously placed on two poles across Elkhorn Avenue, and these poles were removed during Streetscape. The HRSC is attempting to call attention to the Rooftop Rodeo and the use of signs and banners will greatly aide in this effort. With regard to the ticket booth, Town Administrator Klaphake stated discussion is taking place for a kiosk with EPURA. The Uniform Building Code may also need to be addressed. Trustee Habecker stated that at the time the poles were removed, EPURA was to provide a "message/sign board." Following discussion, the Committee recommends: (1) Executive Director Scott meet with Town Planner Stamey regarding all signage, (2) Town Administrator Klaphake contact EPURA concerning the message board, and (3) the HRSC submit a more substantial request with regard to the ticket outlet. STANLEY PARK REORGANIZATION - DISCUSSION. Pursuant to staff, the Horse Show and Rodeo Committee submitted their recommendations for the reorganization of Stanley Park Committee. The reorganization is expected to occur in January, 1989. HSRC President Russell reviewed the recommendations and stated the HSRC had no other items for discussion in this regard. Said recommendations are attached hereto and made a part of the record of these proceedings. Town Administrator Klaphake stated President Russell will be included in the reorganization as the process develops. There being no further business, Chairman Aldrich adjourned the meeting at 2:45 P.M. ATTACHMENT SEP 27 1988 TOr1fd OF ESTES PARK BOARD OF TRUSTEES Vickie O'Connor, Town Clerk Heated Grandstand 8/8 Mlle Raoe Track Complete Rodeo Facilities . Special Contestant and Exhibitor Grand Stand Showers and Toilets for Grooms and Exhibitors Lunch Stand on Grounds Close to Lodging and Restaurants Fully Equipped for Grade A Shows At Stanley Field Munlolpally Owned East Edge of Town Ecteed evt4 qiende , � laeu cued Ram gdeed Pam, ac4 "HORSE CAPITOL OF THE NATION" J-1J—f96 Hurseetee The Estes Park Horseshow and Rodeo Committee has been advised that there will likely be a reorganization of Town committees and staff accountability effective January 1, 1989. Specifically, the following changes are anticipated: - Consolidation of the Stanley Park Committee into an expanded Public Works Committee. - Fairgrounds staff will report dircetly to the Assistant Town Administrator (R. Widmer). The HSRC has been asked by Town staff to submit a statement of its proposed role within the reorganized structure. The following points are an elaboration on the minutes of the August 18 meeting of the HSRC at which this issue was discussed. 1. The current HSRC bylaws are not in conflict with the proposed new structure. 2. The HSRC feels that it is imperative that the volunteer committee continue'its involvement in all events held on the Fairgrounds:.as set forth in Article III of the existing bylaws: The object and purpose of this organization shall be to promote and encourage advancements and improvements at the Estes Park Fairgrounds in Stanley Park; promote and encourage horse shows, rodeos and any and all other events such as may be deemed desireable for the amusement and pleasure of persons visiting fairs and exhibitions; and to encourage and promote the maximum use of the facilities located at...Stanley Park for the benefit fo the Estes Park Valley... Although the role of the Committee has changed over time regarding horse shows, the Committee feels strongly that the future of these events depends on maintaining a strong volunteer component committed to their recruitment and successful production. 3. The HSRC would like to broaden its authority for production of the annual Rooftop Fair and Rodeo. Under this arrangement the Committee would have these responsibilities: - to prepare and recommend an..annual budget for production of the event with major line items estimated. HOME OF THE "ROOFTOP RODEO" - to have the authority to make commitments, enter into contracts, allocate and disburse funds from the approved budget provided total expenditures do not exceed the total event expenses approved by the Board of Trustees in the annual Stanley Park budget. 4. The HSRC no longer wishes to have a direct role in the personnel management of the Fairgrounds including: performance evaluations, compensation/benefit structure, staffing levels and schedules, staff participation in continuing education/seminars, etc. 5. The HSRC will continue to be advisory to the Public Works Committee on matters relating to grounds improvements and maintenance. However, the HSRC will not be responsible for the scheduling, monitoring, staffing, or quality control of improvements made. 6. The HSRC will continue to serve as a pool of volunteer manpower for horse shows and other special events as requested by the Fairgrounds manager. 7. The HSRC will continue to advise the Public Works Committee on all scheduling and contracts for use of the Fairgrounds. 8. The HSRC requires the assistance of Stanley Park staff for the planning and production of the Rooftop Fair and Rodeo. On this single event, the Fairgrounds manager is responsible to the HSRC for timely and satisfactory completion of all assignments. The HSRC will keep the Public Works Committee and the Assistant Town Administrator informed routinely of staffing needs related to this event. 9. The Executive Director/General Manager shall be an employee of the Town of Estes Park as outlined in Article I, Section 1. of the Bylaws. The Executive Director/General Manager shall be a department supervisor whose duties are outlined in Article X, Secitons 2 through 7. He shall report to the Town Administrator the same as all other Town of Estes Park department supervisors. He shall prepare a budget for consideration by the Board of Trustees and shall have sole supervision of all full and part-time employees at the Estes Park Fairgrounds in Stanley Park. E4ee ?tvt% qe(vtde S 41 aced Radea grdeed AVIA edPoiacta Heated Grandstand 3/8 Mile Race Track Complete Rodeo Facilities . Special Contestant and Exhibitor Grand Stand Showers and Toilets for Grooms and Exhibitors Lunoh Stand on Grounds Close to Lodging and Restaurants Fully Equipped for Grade A Shows At Stanley Field unlolpally Owned East Elbe of Town "HORSE CAPITOL OF THE NATION" mocleeee The Estes Park Horseshow and Rodeo Committee has been advised that there will likely be a reorganization of Town committees and staff accountability effective January 1, 1989. Specifically, the following changes are anticipated: - Consolidation of the Stanley Park Committee into an expanded Public Works Committee. - Fairgrounds staff will report dircetly to the Assistant Town Administrator (R. Widmer). The HSRC has been asked by Town staff to submit a statement of its proposed role within the reorganized structure. The following points are an elaboration on the minutes of the August 18 meeting of the HSRC at which this issue was discussed. 1. The current HSRC bylaws are not in conflict with the proposed new structure. 2. The HSRC feels that it is imperative that the volunteer committee continue'its involvement in all events held on the Fairgrounds:.as set forth in Article III of the existing bylaws: The object and purpose of this organization shall be to promote and encourage advancements and improvements at the Estes Park Fairgrounds in Stanley Park; promote and encourage horse shows, rodeos and any and all other events such as may be deemed desireable for the amusement and pleasure of persons visiting fairs and exhibitions; and to encourage and promote the maximum use of the facilities located at...Stanley Park for the benefit fo the Estes Park Valley... Although the role of the Committee has changed over time regarding horse shows, the Committee feels strongly that the future of these events depends on maintaining a strong volunteer component committed to their recruitment and successful production. 3. The HSRC would like to broaden its authority for production of the annual Rooftop Fair and Rodeo. Under this arrangement the Committee would have these responsibilities: - to prepare and recommend an..annual budget for production of the event with major line items estimated. HOME OF THE "ROOFTOP RODEO" - to have the authority to make commitments, enter into contracts, allocate and disburse funds from the approved budget provided total expenditures do not exceed the total event expenses approved by the Board of Trustees in the annual Stanley Park budget. 4. The HSRC no longer wishes to have a direct role in the personnel management of the Fairgrounds including: performance evaluations, compensation/benefit structure, staffing levels and schedules, staff participation in continuing education/seminars, etc. 5. The HSRC will continue to be advisory to the Public Works Committee on matters relating to grounds improvements and maintenance. However, the HSRC will not be responsible for the scheduling, ' monitoring, staffing, or quality control of improvements made. 6. The HSRC will continue to serve as a pool of volunteer manpower for horse shows and other special events as requested by the Fairgrounds manager. 7. The HSRC will continue to advise the Public Works Committee on all scheduling and contracts for use of the Fairgrounds. 8. The HSRC requires the assistance of Stanley Park staff for the planning and production of the Rooftop Fair and Rodeo. On this single event, the Fairgrounds manager is responsible to the HSRC for timely and satisfactory completion of all assignments. The HSRC will keep the Public Works Committee and the Assistant Town Administrator informed routinely of staffing needs related to this event. 9. The Executive Director/General Manager shall be an employee of the Town of Estes Park as outlined in Article I, Section 1. of the Bylaws. The Executive Director/General Manager shall be a department supervisor whose duties are outlined in Article X, Secitons 2 through 7. He shall report to the Town Administrator the same as all other Town of Estes Park department supervisors. He shall prepare a budget for consideration by the Board of Trustees and shall have sole supervision of all full and part-time employees at the Estes Park Fairgrounds in Stanley Park.