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HomeMy WebLinkAboutPACKET Special Events Committee 1993-03-18SPECIAL EVENTS COMMITTEE MARCH 18, 1993 2:00 P.M. BOARD ROOM AGENDA 1. Agreements - A. Lions Club Concession Stand B. Colorful Colorado Quarter Horse Show C. Colorado Hunter -Jumper Horse Show 2. Scottish Festival - Answer to requests from February 25th Special Events Meeting. „:1, _6,6 „ei, 3 Correspondence - Warren Clinton /v-e?,0,(,a, "I" 4 a,g_ee4) .-a-.1,,),Ilie,l,,,,,,e,,,/ 4. Rooftop - Top Hands Proposal 5. Review of Special Events Meeting held March 3, 1993 6. Executive Director Comments: The Special Events Committee reserves the right to add or delete items from the agenda as necessary. LEASE THIS LEASE, made this day of 199 ', between the TOWN OP ESTES PARK, COLORADO a municip61. corpo- ration, hereinafter referred to as Lessor, and the LIONS CLUB 0P ESTES PARK, COLORADO, a Colorado nonprofit corpo- ration, hereinafter referred to as Lessee, WITNESSET1.1: Lessor, for and in consideration of the covenants and agreements hereinafter set forth, to be kept and performed by Lessee, has leased and does hereby lease unto Lessee all those premises, situate in i:he Town of Estes Park, County of Lar. imer. , ,State.; of Colorado, known and described as follows, to -wit: The concession stand attached to the •grandstand at ,Stanley Park. TO HAVE ANI) TO HOLD, the above described premises with the appurtenances, unto Lessee from January 1, 1993 through January 1, 1994, and Lessee, in consideration of the leasing of said premises aforesaid by Lessor to Lessee, covenants and agrees with Lessor as follows: 1. To pay to Lessor, as rent for said premises, fifteen percent (15%) of the gross sales from the operation of the concession stand. Par the purposes of this Lease, gross sales shall be the total amount of fund realized from all sales of food, beverages and tobacco products from the concession stand less sales tax, license fees, liquor liability insurance, sums paid for capital improvements. Lessee shall he entitled to deduct from the yearly rent, an amount equal to the annual license fees paid to the Town of Rates Park and the State of Colorado for the 3.2 beer license. Capital improvements shall not include repairs as more fully set forth in Paragraph 3 of this Lease. Said rent shall he due and payable to the Estes Park Fairgrounds Director on or before the 31st day of December, during the term hereof beginning on December 31., 1993. 2. To keep complete and accurate records of Lessee's operation of said concession stand; and to submit to the 'town of Estes Park, at the office of the Estes Park l?atrgroundn Director, a copy of such records on or before the rent payment dates as herein provided. AGRREMENT ,I .T THIS ACRREMRNT, mace this (/ day of. � 7.d,b/AA:1/ 199 j, by and between the TOWN OF EST};S PARK, COL.ORADO, A Municipal Corporation, as party of the first. part, and et., , as party of the second part, WITNESSET H: WHRR1:'AS, the second party desires to hold a horse show or shows at Estes Park Fairgrounds at Stanley Park, (hereinafter referred to as Stanley Park) , Estes Park, Colorado, onthe hereinafter set forth dates, and to make contractual agreements for the use of the facilities at Stanley Park and services to he furnished by first party in connection with the use of said facilities. NOW IT IS AGREED AS FOLLOWS: 1. The second party shall hold horse shows or halter classes on the following date or. dates: pate: �/(t n e J 7 ,J () i e? l �> ?. First party agrees to furnish to second party all available stalls and exhibition space for animals at Stanley Park as herein provided. First party will not furnish any feed or straw for any of the animals and no cleaning of the stalls except as herein provided. A GREEMENT THIS AGREEMENT, made this 12th day, of March 199 3, by and between the TOWN OF E,STES PARK, COLORAI)O, A Municipal Corporation, as party of the first part, and The Colorado Hunter & Jumper Association, Inc. , as party of the second part, W ITNESSET H: WHEREAS, the second party desires to hold a horse :;how or shows at Estes Park Fairgrounds at Stanley Park, (hereinafter referred to as Stanley Park), Estes Park, Colorado, on the hereinafter set forth dates, and to make contractual agreements for the uso of the faciJities at Stanley Park and services to he furnished by first party in connection with the use of said facilities. NOW IT IS AGREED AS FOLLOWS: 1. The second party shall hold horse shows or halter classes on the following date or, dates: nate: July 27, 1993 through August 8, 1993 2. First party agrees to furnish to second party all available stalls and exhibition space for animals at Stanley Park as herein provided. First party will not furnish any feed or straw for any of the animals and no cleaning of the stalls except as herein provided. Executive Summary The Rooftop Rodeo Committee has endorsed a sub -committee plan to start a separate organization, the TOP HANDS. The purpose of the organization is to enhance the Rooftop Rodeo and promote our Western heritage. The TOP HANDS would run low risk events surrounding the Rodeo, as well as related Western theme winter events. The expenses, as well as the income, from these events would remain with the TOP HANDS. The money earned would be reinvested into the Rodeo and other Western events, such as Cowboy poetry, western dances, etc. This money would be in addition to the funds budgeted by the Town for the Rodeo, allowing more flexibility in adding special or winter events. The TOP HANDS would not have the budget restriction which face the Town, including the Rooftop Committee, under Amendment 1. However, the TOP HANDS would work in conjunction, and not in competition, with the Rooftop Rodeo Committee. This concept of a large volunteer based axillary organization is used by other rodeos, including Cheyenne Frontier Days. We hope that we can encourage a higher level of participation by volunteers, especially by adding winter events. The TOP HANDS schedule of events for 1993 is as follows: Rodeo Week: • Cowboy Poetry Golf Tournament Craft Show @ Fair Grounds Winter Schedule: • Cowboy Poetry Getaway Weekend We are planning on 100 rooms Afternoon Poetry Dinner Saturday Night Dance Rodeo Dance - Tuesday - Saturday - Friday - Saturday - Friday - Saturday being used. July 13th July 17th July 16th July 17th Nov 19th Nov 20th - Saturday Feb 19th We are requesting the following assistance from the Town in forming the TOP �A $5,000 seed money. - `5 To be allowed to put banners across Elkhorn Avenue during Rodeo week and the week preceding. c) To waive the noise restrictions until 11:00 pm on two nights, for the main entertainment and for a proposed street dance. d) To provide legal counsel for assistance in formation of an appropriate corporate entity. HANDS: a) b) March 8, 1993 BYLAWS of the TOP HAND ORGANIZATION ARTICLE I Name The name of this Corporation shall be the Top Hand Organization. ARTICLE II Purpose To enhance the Rooftop Rodeo and promote our Western heritage. ARTICLE III Membership 1) Membership. Membership in the Top Hand Organization shall be available through a vote of the Membership Committee. 2) Voting. All members in good standing will be eligible to vote for election of the Executive Committee. Members shall be eligible to be on committees of their choice. ARTICLE IV Executive Committee 1) Number of members. The Executive Committee shall consist of seven (7) Top Hand members. 2) Terms of members. Each Executive Committee member shall be elected for a three (3) year term and at the end of their term shall be eligible for election for one more three (3) year term. 3) Qualifications: 1st year - must be a member of Rooftop Rodeo Committee. 2nd year - must be member of Rooftop Rodeo Committee or Top Hand Organization. 3rd year & beyond - must be member of Top Hand Organization for two consecutive Rodeos. 4 Nominating Committee: 1st year - Consists of three people appointed by the Chairman of the Rooftop Rodeo Committee. Following years - thirty (30) days prior to the annual meeting, the Chair shall appoint all current non -officers of the Executive committee to the Nominating Committee. The committee shall consist of not less than three people. If the Nominating Committee is short, the Chair shall appoint additional member(s) from the Executive Committee. 1 Election for Executive Committee: Election shall be by majority vote of all members of the Top Hand Organization in good standing. 1st year: Top two vote getters - three (3) year term; Next two highest vote getters - two (2) year term; Next three highest vote getters - one (1) year term. Following years: Replace number of members as necessary for three (3) year terms. 6) Quorum: A quorum shall consist of five or more members of the Executive Committee. 7) Vacancies. Any vacancy on,the Executive Committee because of death, removal, disqualification or otherwise, shall be filled by appointment of the Executive Committee for the unexpired portion of the term. This shall take place as soon as is reasonably possible. 8) Removal of a member. Any member of the Top Hand Organization may be removed by a vote of 5 or more members of the Executive Committee whenever in its judgment the best interest of the Corporation would be served. 1 2 3 ARTICLE V Officers Officers. The officers of the corporation shall be a Chair, Vice -Chair, Secretary and Treasurer, who shall be elected for a two (2) year term and shall hold office until their successors are elected and qualify, unless they shall resign or be removed. The Chair. The Chair shall preside at all meetings of the corporation. The Chair shall see that all meetings are conducted in an orderly manner. The Chair shall appoint all committees heads. The Chair shall perform all duties incident to his/her office and take such action at any time as may be deemed by him/her to be in the interest of the corporation. The Chair shall be the official public spokesperson for the organization. The Chair shall execute contracts or other assignments and reports when duly attested by the Secretary. The Vice -Chair. The Vice -Chair shall act in the absence of the Chair and shall perform such duties as shall devolve upon him/her in the absence of the Chair. The Vice -Chair shall assist the Chair at all times in the administration of the corporation. 4) The Secretary. The Secretary shall attend all meetings of the corporation and see that proper minutes of the proceedings are kept. The Secretary shall notify the members of all regular and special meetings. The Secretary shall conduct the correspondence of the corporation and maintain a proper filing system for the protection of the records and papers of the corporation. 5) The Treasurer. The Treasurer shall receive all monies paid to the corporation and disburse the same upon order of the Executive Committee. The Treasurer shall deposit all monies in the name of and to the credit of the corporation in an approved depository. The Treasurer shall keep full & accurate accounts of receipts & disbursements in books belonging to the Corporation. The Treasurer shall maintain knowledge and whereabouts of all property and equipment belonging to the corporation. 2 Election of Officers. Shall occur as soon as possible after the election of the Executive Committee. Election of officers shall be by a vote of five or more of the Executive Committee. ARTICLE VI Meetings 1) Annual meeting. To be held in September on a date, at a location and at a time to be fixed by the Executive Committee 2) Notice. Shall be in writing and provided to the membership not more than thirty (30) days and at least fifteen (15) days before the annual meeting. 3) Regular meetings. The regular meeting of the Executive Committee shall be held at a date, location and time as set by the Executive Committee. 4) Special meetings. May be called by, or at the request of, the Chair or any three Executive Committee members. Notice of a special meetings shall be three (3) days if given orally, or five (5) days if written. 5) Open meetings. All meetings of the Executive Committee shall be open to attendance by the general membership. Members shall always have the right to speak to a issue at Executive Committee meetings. 6) Quorum. At membership meetings a quorum shall not be less than two - third (2/3) of the total membership in good standing. 7) Rules. Roberts Rules of Order shall be the governing Rules of all meetings of the corporation. ARTICLE VII Financial Matters 1) Fiscal year. The fiscal year of the corporation shall be September 1st to August 31st. 2) Disbursement of funds. For the purpose of validating checks, the signatures of all the officers shall be certified to the depository. Two signatures shall be required for all checks against the funds of the corporation. 3) Budget. The budget shall be presented in time for approval at the October Executive Committee meeting. 1 ARTICLE VIII Membership Membership. A Membership Committee consisting of not less than five Top Hand members. New members must be approved by secret ballot, by two - third (2/3) vote of all members on the committee. 3 1 Absences: Any Top Hand with unexcused absences for more than 3 regular ,meetings within a fiscal year shall be removed from membership. Absences shall be handled by the Committee Chair or by the Secretary in the case of the Executive Committee. ARTICLE IX Committees Membership. A standing committee consisting of not less than five Top Hand members. All applications for membership shall come through this committee and be reviewed. Prospective members must be approved by three or more votes of all members of this committee. 2) Standing: The Executive Committee may appoint standing committees as they deem necessary. 3) Miscellaneous: The Executive Committee may from time to time appoint special committees. 1 ARTICLE X Place of business The address of the principal place of business of the corporation shall be P.O. Box ? ??', Estes Park, CO 80517. ARTICLE XI Dissolution Upon the dissolution of the corporation, the Ex.ecutive Committee shall, after paying or making provision for the payment of all of the liabilities of the corporation, dispose of all of the assets of the corporation exclusively for the purposes of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization, as the Executive Committee shall determine. Any such assets not so disposed of shall be disposed of by the Court of Jurisdiction in the County of Larimer, State of Colorado. ARTICLE XII Amendments These BY-LAWS may be amended, altered or repealed, in whole or in part by d two-thirds (2/3) vote of the membership at the annual meeting or a special meeting where notice of such proposed action has been given thirty (30) days prior to said meeting. doc: Bylaws.rod 4 Pro Forma Budget Top Hand Organization EVENT LIST: Rodeo Week: • Cowboy Poetry • Golf Tournament • Craft Show @ Fair Grounds Winter Schedule: Cowboy Poetry Getaway Weekend. We are planning on 100 rooms Afternoon Poetry Dinner Saturday Night Dance Rodeo Dance INCOME: Cowboy Poetry - Sponsors Admission Golf Tournament Entry Fees Craft Show Entry Fees Cowboy Poetry - Sponsors Admission Package Fee Dance Rodeo Dance Cover Charge EXPENSE: Cowboy Poetry - Poets Rooms Golf Tournament Green Fees Craft Show Advertising Cowboy Poetry - Nov Poets Advertising Band Rooms Security Rodeo Dance Band Advertising Security - Tuesday July 13th - Saturday July 17th - Friday July 16th Saturday July 17th - Friday Nov 19th Saturday Nov 20th being used. - Saturday Feb 19th July $1,500 $4, 500 Nov $1,500 $1,800 $1,000 $3,500 $1,000 $2,000 $2, 000 Subtotal July $1,600 $300 $500 $800 $1,600 $1,000 $500 $150 $100 $500 $100 $100 Subtotal S18,800 $7,250 Profit $11,550 SPECIAL EVENTS ANNUAL MEETING MARCH 3, 1993 The Annual Meeting of the Special Events Department was open to the public. Those attending were: Bernie Dannels-Mayor, Bob Dekker -Trustee, Stan Gengler-EVRPD, Gary Klaphake-Town Administrator, Bob Scott -Special Events Executive Director, Linda Hinze-Special Events Coordinator, and representatives from special events as listed below. Purpose: Presentation of new events; special requests for continuing events; general discussion of current events. ROCKY MOUNTAIN FOLKS FESTIVAL - Dawn Richardson, Boulder This will be their third year in Estes Park. They have an excellent lineup arranged. Have decided to reduce the event to two days, Saturday, and Sunday, August 28 & 29. Goals 1. Arrange for tent camping facilities for attendees; 2. Promote to accommodations the idea of weekend lodging packages. JAZZ FESTIVAL - Max Wagner Will hold two days of music, May 15 and 16. Planning to have five bands per day to include one major draw band or group. Budget restricts the number of bands available. Max has about come to the end of his "string pulling" and "pay back" groups. Sponsorship monies or budget increases are needed for this event to attract a larger Denver and frontrange audience. Goals - 1. Obtain sponsorships for 1994; 2. Pull Denver audience. Special Requests - 1. Block off 3 parking spaces on Riverside south of Subway for u trucks to load and unload; 2. Cross walk guard during mid- day; 3. Continued advertising support through newspaper coverage in frontrange and poster. WINTER ACTIVITIES - Lee Kemper Would like to see more weekend events from Christmas Parade on through April. Restaurants enjoy good business during special events, however, he cautioned on too large a crowd because they get very angry at the long waits for eating and it promotes a bad image. Suggestions: Easter Parade, Mardigras Celebration (lots of costumes and atmosphere). He sees a problem in getting the business community involved - doesn't understand their stand -back attitude, as they all benefit greatly from any special events held downtown. ART WALK WEEKEND - Lisa King -Sanchez Committee is adding Friday night activities to the event, dates are May 14, 15, & 16 for 1993. Their Program will have a new concept this year - a year around advertising piece for the galleries and, to attract sponsors will have a "We recommend" list. They are also working with Rally'n The Rockies to provide an Art Walk Day on August 28th for the cyclists. The Art Walk and Jazz Fest work well together and they plan to keep them on the same week. Special Requests 1. Continued support of Town advertising with ads in the frontrange newspapers; and 2. Production of the poster. JAYCEES - JULY 4TH FIREWORKS & HALLOWEEN - Ron Duell and Tim Petersen Jaycees will continue to provide the Fireworks display in 1993 - bigger and better. Donations were excellent after last year's event. The Haunted House also went well this year and they would like to continue to use the building at the fairgrounds. Special Requests - 1. Continued improvement of traffic control - July 4th; 2. $500 donation from the Special Events Department - July 4th; and 3. Use of the fairgrounds building during October. They also stated that they were at the meeting to learn more about the other events to see if their group could help out. CULTURAL ARTS'COUNCIL - Lynda Vogel The basic philosophy of CACEP is not to be the originator of events, but only a supporter. However, they did create and hold the "Imagine This" event on February 20th. Over 800 attendees took part in the days activities. It showed a unity of all the arts and art groups in Estes. With all ages participating in the performances and demonstrations they felt their goals for providing fun and education was met. They are now working with the Chamber Music Festival to be held here October 1-3. The three day music event will include workshops and concerts. Women's History Month in March also receives their support. They are striving for more physical appearance of these month long activities. CACEP should also be remembered as a good resource tool. 1993 Goals - 1. Project a positive image for arts in Estes Park; 2. Generate a good fund raiser; and 3. Apply for additional Grants. Special Requests - 1. Continued advertising support - insert, calendar of events; 2. Continued support from the Special Events Department. VALENTINE WEEKEND - Marianne Pool, Romance of The Rockies Good success with 1993 event. She suggested the possibilities of having activities going each weekend in February - we already have Valentine's Weekend and now Imagine This, so now - add the suggestions of Lee Kemper. Local lounges and bars may be able to participate greatly with entertainment and parties for a Mardigras. LONGS PEAK SCOTTISH-IRISH FESTIVAL - James Durward Dr. Durward gave a description of the 2nd Scottish Getaway to be held in March. He is in hopes of bringing out-of- towners in, and will offer a locals special to attend. Scottish Festival itself is continuing to grow and is an internationally known event. Special Requests - 1. Better transportation from downtown to field and back on parade day; 2. Field area improvements; and 3. Would like to see the political line dissolved between the Town, Rec. Dept. and schools. (lots of red tape and time involved). It was suggested to Dr. Durward that to enable those wanting only drinks at the field, there be a separate location for pop, etc. to expedite the long food lines. FiLACKTOP - BAP.N W Western Mobile Estimate - $1.10 sq. ft. - includes preparation & additional gravel Complete $17,600 85 sq. ft. - includes only blacktop $13,600 motor grader $ 840 200 tons gravel @ $9 $ 1,800 4ce ‘-4 6:Le ‚-4) nn. Complete $16,240 - Lois & Doug Bailard P.O. Box 2514 • Estes Park, CO 80517 • (303) 586-4411 July 16, 1992 Mr. Bob Scott Estes Park Fairgrounds P.O. Box 1967 Estes Park, CO 80517 Dear Bob, Confirming our phone conversation recently. We have no objection to the Fairgrounds accommodating the Winnebago Rally on August 12 or 20. We cannot accommodate :L00--1.50 rigs on those dates due to other reservations. Thanks for working with us on these groups. Sincerely, „,/ Lois and Doug Ballard