HomeMy WebLinkAboutPACKET Special Events Committee 1993-12-09AGENDA
SPECIAL EVENTS COMMITTEE
Thursday, December 9, 1993
8:30 A.M.
1. Decision Model/1994 Budget.
2. Lions Club Concession Agreement - Renewal.
The Special Events Committee reserves the right to add or delete
items from the agenda as necessary.
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r/1
December 8, 1993
MEMORANDUM
TO: Special Events Committee
FROM: Gary Klaphake
Town Administrator
RE: SPECIAL EVENTS DECISION MODEL
1 eS P a r
GaryFAllarrAike
Town Adn-linstrator
<, uk ad° 80 517
The Special Events Committee met on November 15, 1993, to complete
the decision model work sheets. The purpose of the work sheets was
to evaluate Special Events against 5 separate criteria:
1. Participation in the event.
2. Town revenue/expense.
3. Season: Off.
Shoulder.
Peak.
4. Level of activity.
5. Image, tradition.
Items 1 and 2 were evaluated by staff based on specific demographic
information. Items 3-5 were based on committee member's opinions.
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Special Events Committee Decision Model, December 8, 1993 - Page 2
Staff tabulated the above -described work sheets. The results are
as follows:
A Priority:
Scottish Festival
Christmas Parade
Rooftop Rodeo
Wool Market
Rally 'n the Rockies
B Priority:
Hunter Jumper Horse Show
Shriners
Miniature Horse Show
Ride the Rockies
Westernaires
Arabian Horse Show
Art Walk/Jazz Festival
Quarter Horse Show
C Priority:
Folk Festival 'A`f
Surprise Sale
Valentine Weekend
October Gold Weekend
Riverside Plaza Entertainment
Scandinavian Festival
RV Rallies
Teddy Bear Picnic
Paint Horse Show
This process will give the Town a guide to judge emphasis, budget
and consider future changes.
I trust we will keep refining the decision model and repeat the
process on a regular basis.
REVENUE RECAP
215-0000-342.1010
Arena Rent
SPECIAL EVENTS
REVENUE
1994
1991 1992 1993 1993 1994
Actual Actual Budget Estimate Budget
9,060 10,335 9,275 8,458 8,150
215-0000-342.1020
Stall Rent 44,703 48,061 43,550 47,475 46,660
215-0000-342.1030
Camper Fees 8,336 3,796 3,870 6,720 4,435
215-0000-342.1040
Commercial Vendors 6.612 7,433 7,750 7,716 7,650
215-0000-342.1050
Storage 962 803 650 600 600
215-0000-342.1060
Parking 2,468 1,532 3,000 2,875 3,450
215-0000-342.1070
Food Concessions 5.069 6,345 6,840 5,360 5,400
215-0000-342.2010
Concert 24,682 25,511 26.000 24,200 26,000
215-0000-342.2020
Dance 2,559 2,340 2,500 4,112 3,000
215-0000-342.2030
Entertainment/Meals 0 0 0 2.950 2.200
215-0000342.2040
Admission 55,996 38,478 61,800 37,326 37,900
215-0000-342.3001
Entry Fees 2,926 4,163 5,200 10,858 10,060
2 1 ii-0000-342.3002
Workshop Fees 3,517 6,371 7,200 7,635 9,600
215-0000-342.1000
Feed Sales 22,023 27,025 23,000 22,590 21,235
SPECIAL EVENTS
REVENUE
1994
1991 1992 1993 1993 1994
REVENUE RECAP - Cont. Actual Actual Budget Estimate Budget
215-0000-343.1000
Retail Sales 0 0 0 2,300 2,500
215-0000-380.2000
Other 20,971 7,978 14,300 13,888 2,000
215-0000-380.2001
Carnival/Gymkhana
215-0000-380.2002
Sponsorship
3,015 2,191 600 422 450
12,033 10,288 10,000 13,233 13,000
215-0000-380,2003
Program Sales 7,434 7,402 7,200 8,100 8,000
215-0000-380.2004
Compost
215-0000-380.30
Sales of Fixed Assets
6,288 11,682 8,000 6,000 0
0 0 0 3,250 0
215-0000-391.9101
Transfer from General 210,586 210,590 156,685 156,685 235,000
Total Revenue 449,240 432,324 397,420 392,753 447,290
12/8/93
SPECIAL EVENTS
ENTENSES
1994
1991 1992 1993 1993 1994
EXPENSE RECAP Actual Actual Budget Estimate Budget
21 S :5500455-11 001
Supervisor 20,506 34,404 39,440 39,285 40,505
215-5500-455-1102
Regular Staff
215-5500-455-1103
Seasonal Staff
215-5500-455-1104
Staff Overtime
215-5500-455-1105
Seasonal Overtime
2215-5500-455-1411
Insurance/Medical-Dental
215-5500-455-1412
Insurance -Life
215-5500-455-1421
Taxes/FICA-Medicare
215-5500-455-1432
Retirement/PERA
215-5500-455-2101
Property Insurance
215-5500-455-2102
Liability Insurance
215-5500-455-2141
Worker's Compensation
215-5500-455-2208
Legal
215-5500-455-2210
Bank Service
62.765 88,604 70,020 69,510 72,275
0 0 20,280 19,226 21,055
0 7,768 7,500 7,305 7,530
0 0 0 2,778 3,180
2,752 12,459 12,795 14,510 14,835
0 378 425 395 420
1,583 9,685 10,730 10,535 11,060
2,111 10,716 11,700 11,300 12,035
2,227 2,558 1,461 1,943 1,365
2,078 2,036 1,716 1,742 1,430
3,102 5,939 5,900 5,775 6,210
439 4,128 1,115 23,260 955
0 0 0 110 110
215-5500-455-2212
1^rarn')
Contracts/Contract Labor
215-5500-455-2216
Designing
215-5500-455-2220
Entertainment
215-5500-455-2302
Advertising
215-5500-455-2401
Equipment Rental
215-5500-455-2501
Maintence Contracts
215-5500-455-2502
Building Maintence
215-5500-455-2503
Furniture & Fixtures
215-5500-455-2504
Vehicle Equipment
215-5500-455-2505
Machinery/Tools
215-5500-455-2520
Streets
215-5500-455-2521
Water System
215-5500-455-2598
Other Equipment/Machinery
215-5500-455-2601
Office Supplies
215-5500-455-2602
Postage
215-5500-455-2603
Printing/Forms
215-5500-455-2605
Janitorial
215-5500-455-2606
Small Tools
26,955 15,590 29,750 17,625 20,950
0 25,410 0 0 0
16,844 75 0 13,215 14,050
3.456 2,899 3,770 1,160 1,505
0 0 0 7,487 8,260
5,310 39 6,850 2,485 2,680
0 21,816 0 10,600 11,000
0 295 0 970 900
1,576 24,013 18,125 18,350 12,220
8,208 15 26,915 9.270 5,020
0 2,520 0 725 560
0 0 0 14 480
0 0 0 2,500 2,500
12,771 11,351 30,235 1,575 2,375
0 87 0 335 575
2,118 3,565 6,350 2,275 2,300
0 0 0 705 815
0 97 0 310 245
12/8/93
215-5500-455-2607
Small Hardware
215-5500-455-2608
Lumber/Paint
215-5500-455-2610
Lawn
2 5-5500-455-2612
Feed Costs
215-5500-455-2613
Medical
215-5500-455-2916
Programs
215-5500-455-2617
.ateri ng
2' 5-5500-455-2618
Trophies/Awards
215-5500-455-2701
Personal Safety Equipment
215-5500-455-2703
Vehicle Allowance
215-5500-455-2704
Education & Training
215-5500-455-2705
Member Dues/Subscriptions
215-5500-455-2706
Employee incentive
215-5500-455-2707
Milage Reimbursement
215-5500-455-2801
Telephone
215-5500-455-2802
Natural Gas
215-5500-455-2803
Electrical Energy
0 1,40 0 715 600
0 0 0 2.225 2,300
0 0 0 265 135
12,437 17.;192 18,570 16,105 22,000
0 0 0 145 110
3.256 3,354 0 3,355 3.600
0 4 0 190 200
0 452 0 1,213 1,350
0 0 0 215 215
749 3,600 3,600 3,700 3.600
8,138 5,867 9,690 3,500 5,400
176 1.094 1,085 1,345 1,555
0 521 0 260 310
0 0 0 85 140
0 1,709 1,779 1,800 1,820
15,134 2,352 2,231 2,930 3,000
0 6,138 5,784 6,035 5,900
215-5500-455-2804
Water
215-5500-455-2805
Sewer
215-5500-455-2806
Trash Disposal
215-5500-455-2912
Parade
215-5500-455-2913
Dance
215-5500-455-2914
Sponsers
215-5500-455-2915
Added Purse Money
215-5500-455-291 G
Securityrcket Labor
215-5500-455-2917
Volunteers Banquet
215-5500-455-2918
Rodeo
215-5500-455-2919
Concert
215-5500-455-2920
Resale Purchases
215-5500-455-2925
Promotions
215-5500-455-2929
Rooftop Golf Tournament
215-5500-455-2999
Allocated Expenses
215-5500-455-3221
New Buildings
215-5500-455-3222
Building Remodeling
215-5500-455-3331
0 2,373 2,069 2,500 1,775
0 4,063 3,948 4,150 4,280
0 1,831 1,689 3,200 2,370
142 264 300 175 500
3,393 7.513 12,850 622 700
1,032 471 500 650 500
3,736 3,664 4,900 11,218 12,000
1,645 1,545 4,055 1,940 2,000
689 921 750 980 1,000
29,173 32,244 33,700 30,845 32,000
26,889 27,851 27,500 27,235 27,500
0 0 0 1,409 1,500
1,500 2,000 1,500 2,200 2,500
0 0 0 2,261 2,500
110,456 0 0 0 0
0 3,112 0 0 0
0 0 15,000 31,810 19,500
12/8/93
Furniture/Fixtures
215-5500-455-3333
Data Processing Equipment
215-5500-455-3442
Trucks
215-5500-455-3498
Other Machinery & Equipment
215-5500-455-6001
Contingencies
Total Expenditures
0 12,818 0 0 0
0 0 1,200 1.376 0
21,600 18,655 0
4,432 1,119 18,200 17,384 17,600
1,016 0 0
397.778 432,381 498,593 499,968 459,860
1218/93
PREPARED 12/07/93, 11:58:34
PROGRAM GM601L
BUDGET PREPARATION WORKSHEET
FOR FISCAL YEAR 94
1991 1992 1993 YEAR APPROVED
ACTUALS ACTUALS END ESTIMATE BUDGET
ACCOUNT NUMBER ACCOUNT DESCRIPTION
215-5500-455.29-25 PROMOTION 0 2,000 2,200 2,500
215-5500-455.29-29 ROOFTOP GOLF TOURNAMENT 0 0 2,261 2,500
215-5500-455.29-90 SHORT/OVER INVENTORY ACCT 0 0 0 0
215-5500-455.29-99 ALLOCATED 110,456 0 0 0
** OTHER CURRENT EXPENSES 194,467 76,475 79,535 82,700
CAPITAL - BUILDING
215-5500-455.32-21 NEW BUILDINGS 0 3,112 0 0
215-5500-455.32-22 BUILDING REMODELING 0 0 31,810 19,500
**
VEL TEXT TEXT AMT
APPB BLACKTOP BY CONCESSION STAND 17,000
FLOOR IN CONCESSION STAND 2,500
CAPITAL - BUILDING
CAPITAL - EQUIPMENT
215-5500.455.33-31 FURNITURE/FIXTURES
215-5500-455.33-32 OFFICE EQUIPMENT
215-5500-455.33-33 DATA PROCESSING EQUIPMENT
**
CAPITAL - EQUIPMENT
19,500
0 3,112 31,810 19,500
0 12,818 0 0
0 0 0 0
0 0 1,376 0
0 12,818 1,376 0
CAPITAL - VEHICLES
215-5500-455.34-42 TRUCKS 0 0 18,655 0
215-5500-455.34-43 HEAVY EQUIPMENT 0
0 0 0
215-5500-455.34-98 OTHER;,MACHINERY/EQUIPMENT 4,432 1,119 17,384 17,600
**
LEVEL TEXT TEXT AMT
APPB TRACTOR 15,500
HAZ-MAT,STORAGE 1,500
HARROW 600
CAPITAL - VEHICLES
17,600
4,432 1,119 36,039 17,600
LEASE
THIS LEASE, made this day of , 1990, between the
TOWN OF ESTES PARK, COLORADO a municipal corporation, hereinafter,
referred to as Lessor, and the LIONS CLUB OF ESTES PARK, COLORADO,
a Colorado nonprofit corporation, hereinafter referred to as
Lessee,
WITNESSETH:
Lessor, for and in consideration of the covenants and agree-
ments hereinafter set forth, to be kept and performed by Lessee,
has leased and does hereby lease unto Lessee all those premises,
situate in the Town of Estes Park, County of Larimer, State of
Colorado, known and described as follows, to -wit:
The concession stand attached to the
grandstand at Stanley Park.
TO HAVE AND TO HOLD, the above described premises with the
appurtenances, unto Lessee from January 1, 1990 through January 1,
1992, 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. For the purposes of this Lease, gross sales
shall be the total amount of funds realized from all sales of
food, beverages and tobacco products from the concession stand
less sales tax, license fees, liquor liability insurance, and
sums paid for capital improvements. Lessee shall be entitled to
deduct from the yearly rent, an amount equal to the annual
license fees paid to the Town of Estes 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 be 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, 1990.
2. To keep complete and accurate records of Lessee's opera-
tion of said concession stand; and to submit to the Town of Estes
Park, at the office of the Estes Park Fairgrounds Director, a
copy of such records on or before the rent payment dates as
herein provided.
3. To make all necessary repairs to the interior of the
demised premises during the term of this Lease, including all
plumbing, painting, maintenance and replacing of all broken glass
or fixtures; provided, however, should repairs become necessary
because of structural defects and outside repairs, including the
roof of the demised premises, they shall be made by Lessor at its
expense.
4. To keep the demised premises safe and clean and in such
order as may be required by the regulations of any governmental
authority.
5. Not to.alter the premises in any manner, except with
Leessor's written consent.
6. To allow Lessor or its agents, at all reasonable times,
to have free access to the demised premises for the purpose of
examining or inspecting the condition of the same or the
operation of the concession stand.
7. To furnish to Lessor a written physical inventory and
statement of value of all improvements, fixtures and equipment
presently located in the demised premises. Lessee shall keep
said inventory and statement of value current by written notice
to Lessor, whenever there are any additions to said improvements,
fixtures and equipment.
8. Lessee agrees to procure and maintain during the term of
this Lease, the following insurance coverages:
a. Comprehensive General Liability Insurance of at
least $150,000.00 per injury and $400,000.00 per occurrence.
b. Liquor Liability Insurance for the sale of all
alcoholic beverages sold by Lessee of at least $150,000.00 per
injury and $400,000.00 per occurrence.
c. The Lions CLub and the Town understand and agree
that. the Town is relying on, and does not intend to waive, by any
provision of this Lease, the monetary limitations (presently
$150,000.00 per injury and $400,000.00 per occurrence) or any
other rights, immunities and protections provided by the Colorado
Governmental Immunity Act 24-10-101 et seq., C.R.S., as from time
to time amended or otherwise available to the Town or any of its
officers, agents or employees.
d. The Town shall be named as an additional named
insured on said policies.
9. It is agreed by the parties hereto:
a. All improvements, fixtures and equipment, except
grills, shall become the property of Lessor when placed in the
demised premises, and said improvements, fixtures and equipment
shall be insured at Lessor's expense.
b. Lessee shall have the concession for the sale of all
food, drink, and tobacco products for the Stanley Park Grandstand
Arena and for the blacktop area in front of the Stanley Park
Grandstand area as described on Exhibit "A" attached hereto and
incorporated herein by reference during the term of this lease.
Lessor specifically reserves the right to allow or license other
-2-
concessionaires on the Stanley Park grounds other than the area
specifically described on Exhibit "A".
c. Lessee shall operate said concession stand at all events
scheduled at the Stanley Park Grandstand Arena, and when Lessor
requests that the concession stand be operated for other events
at Stanley Park.
d. If Lessee shall fail to comply with the conditions of
this Lease, or should not well and truly perform all and every
one of the covenants and agreements herein contained on the part
of the Lessee to be performed and kept, then this Lease shall, at
the option of Lessor, cease and absolutely terminate. Notice of
such termination shall be delivered to either the then acting
President or the then acting Secretary of Lessee.
e. In the event that changes occur which materially affect
the operation of the demised premises, either party shall have
the option to request that this Lease be renegotiated.
f. Lessee may operate the concession stand other than at
events scheduled at Stanley Park by the Town of Estes Park
through the Estes Park Fairgrounds Director. Lessee will pay the
Town as rent for the events covered by this specific paragraph
five percent (5%) of the gross sales from the operation of the
concession stand during these events. For the purpose of this
specific paragraph only, gross sales shall be defined to mean the
total amount of funds realized from all sales of food, beverage
and tobacco products from the concession stand.
IN WITNESS WHEREOF, the parties have set their hands the day
and year first above written.
TOWN OF ESTES PARK, COLORADO
By:
Mayor
ATTEST:
Town Clerk
By:
ATTEST:
Lessor
LIONS CLUB OF ESTES PARK, COLORADO
Secretary
President
Lessee