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HomeMy WebLinkAboutPACKET Community Development 1995-10-05AGENDA Community Development Committee Thursday, October 5, 1995 8:00 A.M. i 1. COMMUNITY DEVELOPMENT 1.a. Advertising Report 1.b. Conference Center Report 2. MUSEUM 2.a. Monthly Report 3. SPECIAL EVENTS 3.a. Evaluations Scottish Festival Fine Arts Guild Arts & Crafts Show Autumn Gold Brats & Bands Bond Park & Riverside Plaza Summer Use 3.b. Staff Comments The Community Development Committee reserves the right to consider other appropriate items not not available at the time Agenda was prepared. Community Development Committee Advertising Program Report 10/5/95 1.1995 Savvy Award A. Estes Park won the City-County Communications and Marketing Association' s First Place Savvy award for "On-line Information Services" by communities with populations under 50,000 for the creation of our Virtual Visitors Guide web site. Media release attached. B. Award was presented at the annual 3CMA conference in Denver, September 14-16 C. Advertising Manager Marsh presented World Wide Web and Internet market research as part of a seminar titled "The Electronic Village: What is it and how do you get there" as part of the annual conference. Fellow presenters were Lee Lasson of On-Line Consulting, Becky Gadell, Director of Communications for the City of Austin, Texas, and Bernie Strojny, Assistant City Administrator ofPalo Alto, California. 2. Update on Advertising Responses A. Requests for Information: Overall, requests are down 18% compared to last year. Excluding USA Weekend counts through the third quarter, we have received 61,440 requests compared to 66,168 responses for the same period in 1994, resulting in an adjusted decrease of7%. See Tables I and lc. B. Incoming 800 calls at the end of August reached 60,240 placing this year's counts 3.7% offthe 1994 pace, See Table II. 3. Internet Update A. 11% of our 241 e-mailed responses were from people who found our web site address in one of our fall magazine ads. B. 227 ofthose who responded via e-mail plan to visit Estes Park. See Evaluation page attached. 3. Current Work A. November Christmas Parade Insert B. 1996 Program Planning C, Open All Year off season ads started last week in the News and Post Estes Park Colorado Welcoming you to Rocky Mountain National Park P. O. Box 334• Estes Park, CO 80517 • Phone (970) 586-6186 • FAX (970) 586-6160 Online Address: http://www.rockymtntrav.com/estes/ Date: October 5, 1995 FOR IMMEDIATE RELEASE Contact: Sally Anderson Estes Park Captures Savvy Award for Virtual Visitors Guide Estes Park, CO -- The Town of Estes Park has earned its third Savvy Award in five years from the City-County Communications & Marketing Association (3CMA) for the creation of Estes Park's Virtual Visitors Guide (VVG), the electronic version of its Visitors Guide. The VVG is a digitization of all photographic and editorial text contained in the 52-page, full color printed Guide. It includes 38 scenic photographs in GIF format, each of which can be enlarged using a large JPEG format, plus descriptive text to provide the viewer with an armchair tour of this breathtaking region which is home to Rocky Mountain National Park. Peter Marsh, advertising manager for the Town of Estes Park, explained that the VVG was created primarily to help reduce printing and postage costs. "In addition, with the help of collaborator Lee Lasson of On-Line Consulting, we had the opportunity to complete the project at very little cost and were able to test its effectiveness for the town," said Marsh. Estes Park has tested the response for four months using tallies of primary "hits" (number of times accessed) and subsequent E-mail requests for information. In that time, there have been 9,353 primary hits which have generated 227 E-mail responses, equivalent to two percent of primary hits. Of those responses, 198 indicated they do intend to visit Estes Park, an extremely high conversion rate. "At this pace," said Marsh, "the annual projection means 28,643 hits generating 739 responses. That's a response level well in line with the response to our national magazine advertising. More important, the planned visitation (or conversion rate) of 666 parties will generate significant local sales and sales tax revenues to the Town." - rnore - 2. Add One: Estes Park Captures Savvy Award... The VVG address (URL) - http:#www.rockymtntrav.com/estes/ - has been included in all Estes Park national advertising for the last four months yet those ads have been the source of information for only 11 percent of the 227 responses. "This tells us that we're reaching a whole new audience with information about Estes Park," said Marsh. Marsh and Lasson developed the VVG which is ultimately expected to allow users immediate access to complete, regularly updated, illustrated information on Estes Park and Rocky Mountain National Park. The 1995 3CMA Savvy Awards national competition drew 183 entries in all categories for all population groups, with 25 winners selected. In the under 50,000 population category, 56 entries generated 11 Savvy Awards, of which Estes Park's was one. The Town of Estes Park was awarded first place Savvys in 1991 for its national and regional marketing strategy and in 1994 for "Open All Year," a seasonal ad campaign. In addition, 3CMA honored the Town with a second place Silver Circle for its Conference Center brochure in 1992. -30- 3. Estes Park Packet Requests Estes Park Advertising Program 80 75,484 70,230 - + -&-6 .:1=2- 12 70 -· - - - 65,4-99-- -~379 - -66,261 - - a-43> - - -il 'AL! 11 1 111111 A>f jg 61,440 60 Bilit -.-1:1*ji.--littliti-- -·· ·=.37 + 6-----.... .*te = 0- - t=. E--643-1 51,693 ~'~ ~*1#11 3%12,0 U r k=ki -·a*pm-~a#. 50 - - .-Zi€ =1 -„,3ir·INGZ eF=*11 -11'3*4 WA«01 m¥:f -ir®-lie-IQI 41,011 -CE=«- HF~/LI Ome#-~ 2 0-*IL ~11-~-/ E---- F31*-1 40 • - - -- --i #gm#/4 . ..-~~=ZffEil 111!ii'111;li=i,0*: - I -- - t.241 7-- 7- - - 21 1,==i :24 4 --1 1 ,:~Elil! .:6:,i~Illi ..... ............ ..O-·:'EE~~~'~-A m..1.2 Bigi~111|01 11 - Eer 9 mwm~,tr~i 7 - Jd - - /#r=~it™ 7-1 - 4- -€Ei~-=i NEEErE==*·kea~i. :: ~:::: ::: ·,· *gia~ ii!!'!@!Illiml!:iia,i,!i 25 €F=I W:*1 ....1.™1 i~ZE-VI-1 &¤52*Em-/ 4&*:A!:i·!{i= liiRial,5 E~-# $ "3%4!*]1 11/#3 :ii.4-~'::;I~i. ~~W* -1 1 . ............ -2 ZI'lki ................... .1*:1. -t 1 €LEI #231 ..=E€:ENE @:E!„,!!EE=EEEE= ..12 -:Ni~!~!gEE - --r,t-91-' Ms-zi!*H:iHME- 2%*i. ,/1 . = 03.91 -T ==im.N=d'11 LE©04.1 --mliti6 'F#EhEEEM- -1-•Ii - 1 -/ 4.* ~Ea]=2-©i .=911=Pa f5~%~tl~11 im ....2=€= 3 1 7 -Tr-Ry=41 =01=@in' ~f~ -11 4=9 1 0- -11 ,1 -1 .44-13 E=2 -21-1 ¥ 11 =~dg¥,1 1-1 1 1989 1991 1993 1995 1990 1992 1994 TABLE I: Year-to-Date September 30 9. (Thousands) Estes Park Inquiries w/0 USA Weekend Requests for Information 1989-1995 70 66,168 61,121 61,440 60 52,373 53,219 51,693 50 - -- -- - 41,011 40 -- - -- - - 30 -- - -- - 20 21 2 10 -- -- - - - 1989 1990 1991 1992 1993 1994 1995 Table 1 c Year-to-Date September 30 (Thousands) Estes Park Telephone Inquiries Estes Park Advertising Program 70 62,754 60 -0#1 1. 60,420 51,205 i~-- //~,759 49,102 43,418 4"/1/: ~62 e=HEd...im .2-It - MimkF"- 21*&;Jm %*#TI.*!.=rt 2~= 1%09*yE- 1 ¥78&*@ 1 #MmeNE mi~':El·. W.~f~ 40 ~1 1-····-- -Ad/*F@*= I ··- &126**M& ..11'll=*, -alla-I-/.1--mif %70=@" M~ti i -1 24*~- 32,823 ~~7 F=*»r 4 *92'mm - E-:El - 30 :E- EE:TE:,= 1 l.-. . 25,632 •*r - - EFU*|14 - dJIT;1 *244/3% 52.-;1*j;gil 9.-' ..jlru,NE i - -9 .... ;an! Ii:=!n!!!kEE[li~ - 5-3=1 MANO# 9 mi~m~ PIMI":11 ./.1.-WW- 20 -= 1222-0 Ma f}] -Jiiii! ~~ ~ EE:-F9:'•im - - Em=gi ':iliMI!!~~ ·· 2 - ··---- Ilit. i.11"li,L!!/!12 1 ~1 - Hum#b 11w:*!~ -.--- 11~ 11~11 1 il /1261,5.118'0~ :r.r:Mi©:~HE*dEE *i, it; *73* -~ . ·fli'Nk€: '·-#lin#. ma~ oi "W Ui-UE Eiil~!!t~~,ir3 :2 ./.:Nii·Ni·H:_Eir r:·!·i·::=·3¢'r:4.-i#% =~1 -2 91:ic:Mir.-FIL r. 83- 10 - ------ *-,4 -~--~- -14*2% ---- -~#MialiELIE, 1 ./ ... :' .:ptl!NMEN::Hal,1 i - 42 61111 .ME=Ert;:.1.f~~:t-E. m=-= 1114#kilit: .=== igg'*6@*-9 i ·t~fi~ 2..1 :Edi,NE-- - ..1.1111111-41 ElE# A ·ii- " ~R f„/ .. f-L .L O-- Unnugibul/bid •ia*FIR'll EE 33*ENT/14 1 1 1 1 1 It 1989 1991 1993 1995 1990 1992 1994 TABLE II:. Year-to-Date August 31 (Thousands) Estes Park Virtual Visitors Guide Evaluation Week ending 10/1/95 Intermediate VVG counts: beginning 5/28 ending 10/1 19 weeks Primary Hits 10,262 E-mail responses 241 2% ofPrimary hits - Secondary Hits 173,431 (number of times various files accessed) Demographics/visitation patterns through response # 241 Magazines as URL Source Male 157 67% Country Home 1 Female 77 33% Country Living 2 Want Visitors Guide 205 85% Outside 7 Want addtl lodging info 154 64% N.G. Traveler 6 No addtl lodging info 63 26% M-W Motorist 1 Have visited 145 60% Trav. Holiday 3 No prior visit 96 40% Home & Away 7 Will Visit 227 94% Texas Monthly 0 Total 27 11% 7. THE VALUE OF A CONFERENCE to the ESTES PARK ECONOMY 8. EXAMPLE: 1995 SNOW & ICE CONFERENCE # of Participants 1,200 people Guest Room Rate Average $72.00 # of Nights in Town 4 % of Single Occupancy 66.6% % of Double Occupancy 33.3% 9. Guest Room Rev. (Single) $72 x 4 nights $288.00 Guest Room Rev. (Double) $36 x 4 nights 144.00 Restaurant/Banquet 125.46 Hospitality Suites 28.50 Entertainment 28.50 Retail Sales 45.60 Transportation 22.80 Miscellaneous 28.50 Revenue per Single Occupancy. ............................. $567.30 Revenue per Double Occupancy ............................. $423.00 10. 800 people x $567.30 $453,840.00 400 people x $423.00 $169,200.00 TOTAL REVENUE SPENT IN ESTES PARK DURING A 5-DAY. 4-NIGHT CONFERENCE $623,040.00 iL October 5, 1995 MEMORANDUM TO: Community Development Committee FROM: Betty Kilsdonk, Museum Director a. Monthly Report 1. Programs: Saturday, October 7 Free day to celebrate National Arts and Humanities Month Sunday, October 15 Friends annual meeting, conference center, 6 p.m. Jack and Lulibeth Melton will present, "Jack Moomaw: Rocky Mountain Ranger" Sunday, October 15 "Remembering Lennie Bemiss" event, room 203, 2-4 p.m. Co- sponsored with the Estes Park Library. Tree dedication at 2 p.m. in front of the Municipal Building Monday, October 23 Last day for Charles Eagle Plume exhibit Oct. 24-Nov. 16 Galleries closed. ADA bathroom remodeling November 17 Opening reception for Winter Legacy exhibit, featuring the Hidden Valley Ski Area and winter sports in the Estes Park area 2. Professional Development: I will be in El Campo, Texas, October 9-11 to serve as a Museum Assessment Program surveyor for the El Campo Museum, meeting with their Board and advising them on how they can improve their operations. This program is funded by the American Association of Museums. 3. Statistics: Attached. b. Museum collections management policy The Museum's collections management policy became outdated when the Museum became a Town department in 1991. The collections policy outlines the Museum's criteria for the selection of artifacts, collections documentation and care procedures, loan provisions, and rules for deaccessioning. This revised collections policy takes into account wording revisions recommended by 12. Town attorney White and the Museum's new strategic plan. It has been reviewed by the Museum's Advisory Board. We now ask for your approval of this policy. c. Five-year exhibit plan The new Museum Strategic Plan includes developing a multi-year exhibit schedule. The plan includes redoing portions of the permanent gallery each year, and cooperating with the Special Events Department with exhibits and programs as appropriate. Attached is the Museum's proposed exhibits schedule for the next five years. The major summer exhibit, located in the Park Service Headquarters building, will examine the impact of the Big Thompson Flood upon its 20th anniversary. Wool Market will be featured in the large east exhibit room case. The winter exhibit will focus on women homesteaders. 13. August Visitation Museum Visitation geographic breakdown 3500 3000 - 1~3< ~-1.1 i 111 1 1 11 2500 .. , L 44 1 1 /12- t.4 ¥ il j,/4-1[89/0 2000 . I - 4 f.- 4 . 1:4' 1 .. Eli 4-1.1- 1500 :· - I~,1 '*-1 ' -:Wr '*El -lfi' -~1 ~ 1000 . - imul 500 1llllllllll Jan Feb Mar Apr May Jun July Aug Sep Oct Nov Doc 1995 -- 1994 1993 ~ Estes Park ~ Colorado M uls. ~ Foreign Museum Visitation, 1993 - 1995 Jan Feb Mar Apr May Jun Jul Aug Sub- Sep Oct Nov Dec Total Total 1995 0 0 192 247 659 958 984 1119 4159 1994 0 0 0 226 2024 1761 1081 856 5948 516 451 423 639 9971 1993 0 81 395 237 3222 1549 1703 1796 8983 1158 389 291 434 13248 Friends Members, 1995 Cataloging, 1995 Jan May Jun Jul Aug Goal / / 25-/ /7~~~N Active 351 368 371 367 361 434 / 1- 20 --** .2W1-361,m= . Life 65 65 65 66 66 67 ~ 3 +1-*f~31 1~ Total 416 433 436 433 427 501 10 -~ 1 ''11141 r-I=// 1/ E *11 - t=f:ill ---14 L- Expired 145 129 130 129 ./.Will/- 50-- Total 561 562 566 562 563 554 0/ 1 Courtesy of Ron Gordon 1995 Accessions Prior Year Bacldog 33 1995 GUI ~ Catalogued ¤ To Do 14 Estes Park Area Historical Museum Collections Management Policy (revised) The Estes Park Area Historical Museum, a department of the Town of Estes Park, a Colorado municipal corporation, hereby establishes this Collections Management Policy to best serve the public interest by establishing and maintaining professional standards for the acceptance, use, storage and care of museum artifacts. The Estes Park Area Historical Museum Advisory Board is appointed by the Mayor of Estes Park to be advisory to the Mayor and Town Trustees in matters relating to the development and use of the Estes Park Area Historical Museum. I. Mission Statement The Estes Park Area Historical Museum operates for the purpose of collecting, preserving, interpreting, and exhibiting local history for our residents and visitors. II. Collections Objectives The Museum's intent is to ensure that the collections adhere to the purpose of this institution, namely, to discover and collect only those materials which establish or illustrate the history of the Estes Park area, defined as a circle with a 15 mile radius centered on the town of Estes Park. Generally, art and artifacts acquired should be more than 40 years old, created or used in this or adjacent counties or be representative of material created or used in this area, and be appropriate for research, comparison, and exhibit. More recent materials will be considered for acquisition if they have clear historical significance for the future or if they are related to important people or events in the history of the area. All materials collected must be illustrative of life, conditions, events and activities of the past and present in the Estes Park area. Although the Museum may collect material relevant to Rocky Mountain National Park, it will not be the primary repository for RMNP material; the same holds for material related to the YMCA of the Rockies, MacGregor Ranch, and Enos Mills, since other museums in the area are dedicated to those subjects. Criteria for selection into the collection will be in accordance with the Museum's Interpretive Plan and will include relevance to the history of the area, historic value of the artifact itself, condition and completeness of the artifact, whether the artifact is a duplicate of holdings already in the collection, whether the Museum has identified a need for that type of artifact, and the size of the artifact due to finite and limited storage and exhibit space. The Museum will only accept material it can properly store, preserve and protect. IS. Estes Park Area Historical Museum Collections Management Policy Page 2 The Estes Park Area Historical Museum maintains three types of collections and will specify which collection will receive the artifact at the time of the donation. The Museum accepts artifacts for its Permanent Collection, Educational Collection, and Reference Collection, but will not engage in indiscriminate collecting. The three types of collections are: A. The Permanent Collection consists of artifacts that are relevant to the Museum's purpose and are of historic and cultural value. The Museum is committed to preserving these artifacts as best it can in perpetuity for future generations. Donations to the Permanent Collection must be the best available at the time, fill a recognized deficiency or upgrade existing collections, and be adequately documented as determined by the Curator and the Director and approved by the Collections Committee. B. The Educational Collection consists of artifacts that are reproductions or duplicates of artifacts in the Permanent Collection that will be used in the Museum's educational programs and that are subject to possible wear and damage. Although the Museum will make every effort to protect these items, it is understood that materials used for hands-on educational purposes may eventually be damaged or destroyed. Therefore, only artifacts that are reproductions or can be easily replaced will be part of the Educational Collection. C. The Reference Collection consists of materials that will assist with the mission of the museum, but do not have direct historical significance in themselves. This will include documentary materials, particularly secondary sources such as reprints, current history books, maps, photocopies of historic documents, and so forth, which do not have intrinsic value as artifacts but contain historical information. Each of these collections will be managed in a manner appropriate to the materials contained within, as specified below. III. Collections Committee The Collections Committee is composed of the Museum Director and Curator and additional members appointed annually by the President of the Advisory Board. The legal counsel for the Town of Estes Park may provide advice as necessary to the Committee. The purpose of the Collections Committee is to act as a liaison between the Museum, the Advisory Board, and the Town on collections related matters. Within the Advisory Board's broad scope of responsibility, they have delegated oversight of the collections policy to the Collections Committee, with decision-making powers as delineated below. This includes general supervision of the collections: namely, approval of all acquisitions and recommending deaccessions to the Board on a regular basis; assisting staff in development of museum management documents and recommending collections management policies to the Board; and monitoring and reviewing conservation practices. /4. Estes Park Area Historical Museum Collections Management Policy Page 3 IV. Acquisition Policies & Procedures Acquisition to the Museum's collections, whether by gift, purchase, loan, bequest, excavation, or other means, shall be in accordance with the following rules. 1. The Town of Estes Park is a political subdivision of the State of Colorado and eligible for charitable donations. The donor may be eligible for state and federal tax benefits, however all donors should consult their own tax advisors with regard to the deductibilitiy of any doantion to the Museum for federal and state tax purposes. 2. No acquisition shall be appraised by an Advisory Board member, staff member, or any other person closely associated with either. For the protection of the donor, it is recommended that appraisals be accomplished by a qualified appraiser before the donation is conveyed to the Museum. 3. All items acquired will be in accordance with the Museum's Collections Objectives listed above. Any material collected by excavation will be in compliance with federal and state regulations. 4. A receipt will be issued for all artifacts offered to the Museum and conditionally accepted for addition to the collections pending review by the Collections Committee. The Museum assumes no responsibility for non-receipted artifacts left in its care and such artifacts shall be treated as loaned property under the applicable provisions of Section 38-14-101, et. seq., C.R.S. 5. Routine decisions regarding the acceptance or decline of objects offered for acquisition will be made by staff. The Committee recognizes that there is room for individual judgement in decisions made at this level. Non-staff committee members will be consulted when any of the following conditions exist: A. The value of a proposed acquisition is over $5000 B. There is a question about the local significance of the proposed acquisition C. The proposed acquisition is potentially controversial or in conflict with existing policy Conflicts which arise at this level of acquisition will be taken to the Advisory Board for discussion and recommendation to the Collections Committee. All donors should be informed that items are accepted subject to the above process. If the artifact is accepted, the receipt form becomes a legally binding donation agreement which transfers ownership from persons having legal title and interest in the subject artifacts to the Museum. Persons transferring title to the Museum shall certify that material was collected or acquired by them legally and shall warrant title to that material. 6. Artifacts receipted by the Museum but not accepted into the Museum's collections shall be deemed abandoned by the donor unless claimed within 120 days after - mailing of notice of nonacceptance to the donor by certified mail with return receipt requested at the address provided on the receipt furnished. 17· I . Estes Park Area Historical Museum Collections Management Policy Page 4 7. All acquisitions of the Museum by either donation or purchase after acceptance by the Collections Committee become the property of the Town of Estes Park absolutely and without limiting conditions, to be used in the best interest of the Museum. Artifacts may be used for exhibition, study, research, loan or they may be deaccessioned. 8. In accordance with current copyright legislation, copyright may be maintained by the original artist if the artwork was produced after 1978. However, every effort to obtain copyright or rights to reproduce will be made by the Museum. 9. Artifacts for the Museum's collections may be purchased, provided they fall within the Museum's Collections Objectives. Artifacts may be purchased by the Curator with the approval of the Museum Director. Purchasing procedures must follow those outlined by the Town of Estes Park. Small purchases whose cost falls within the annual budget amount for acquisitions may be made by the Museum staff, however, larger purchases may require Collections Committee and Advisory Board approval. 10. The Museum may accept items that do not fit into any of its three collections or under the Museum's Statement of Purpose, to be used by the Museum as functional items in its general operations. These items, such as library reference materials, office furniture and equipment, will not be accessioned into the Museum's collections, and may be disposed of without restriction. 11. The Director or designated staff person shall write a personal letter to each donor, acknowledging gifts on behalf of the Museum. The Curator will submit a list of acquisitions to the Advisory Board annually, and to the Community Development Committee at their December meeting. Donations will also be acknowledged in the newsletter. In case of outstanding or valuable donations, the Director may notify the Advisory Board at the next regular meeting so that it may take appropriate action over and above the acknowledgement of the Director. The accession number shall appear on all correspondence relating to any accession, and a copy shall be placed in the accession file. V. Documentation and Care Procedures Accessioning is the formal process used to accept and record an artifact into the collection. 1. The originals of forms or bill 6f sale which prove the Museum's unqualified legal ownership of the items will be filed by donor's surname or source in the Accessions File by the - Curator under the supervision of the Director. 2. All artifacts accepted into the Museum's collections will be documented from information received from the donor and, if necessary, through additional research conducted by the Museum staff. Each artifact shall be accessioned according to professional museum standards. 3. The Museum reserves the right to change the disposition of artifacts donated from the Permanent Collection to the Educational Collection or vice versa. This might be done if subsequently 1 8% Estes Park Area Historical Museum Collections Management Policy Page 5 collected artifacts provide the Permanent Collection with higher quality representation, or if an educational artifact is later determined to have become more rare or unusual. Any change in the type of collection will be approved by the Collections Committee. Record of this transaction will be included in the artifact's permanent file. 4. Collections shall be available to the public for study and research in such a manner that their integrity and well-being will be best preserved. All artifacts shall be used and handled professionally during research, study, educational programs and exhibits. The Museum has a policy of changing the artifacts on exhibit in order to protect them from deterioration due to ultraviolet light, dust, and other hazards. The care and safety of collections will be the responsibility of the Curator and the Director. Procedures to insure proper care and maintenance of the collections will be reviewed periodically by the Collections Committee. 5. Every effort will be made to protect the physical safety and confidentiality of the accession records. The originals will be created on archival paper and stored in a locked fireproof area. Duplicate copies will be stored off-site. VI. Loans and Borrowing Provisions No loans, either Incoming or Outgoing, whether part of Permanent, Educational, or other related Collections, and including materials related to the storage, care, conservation, display, exhibition, or interpretation of any Collections artifact or artifacts may be used by any person, employee, volunteer, board member, or member of the public for personal gain or benefit. Incoming Loans: 1. The Estes Park Area Historical Museum may request the loan of specific artifacts or collections from private individuals, organizations or other institutions or museums for specific, temporary display purposes only. The Museum will accept only those items specifically requested and may not accept items on loan for repair, restoration, valuation, or storage. 2. All loans will be made for a specific time period, not to exceed one year; the Museum will not accept artifacts for indefinite loan. 3. All loans will be insured by the EPAHM for the duration of the loan. Transportation to and from the lender will be paid by the Museum unless other arrangements are made. - 4. Loan requests will be initiated by the Curator, with the approval of the Director, and the Collections Committee if necessary. Appropriate paperwork will be handled by the Curator, with an appropriate lender's signature secured on the loan form. 5. Condition reports will be prepared both upon receipt of the loan and upon its return. Deviations or damage to the loaned object will be noted, the lender notified and the insurance company contacted if necessary. Estes Park Area Historical Museum Collections Management Policy Page 6 6. Artifacts left on loan and not claimed after the term of the loan has expired and written notification has been sent pursuant to Section 38-14-104, C.R.S., shall result in the loss of all rights of the lender in said property. Outgoing Loans: 1. Upon request, the Museum may make loans from its collections to other museums, cultural, historical, or educational institutions provided they meet the requirements for security, general care, use, insurance, transportation, packing and crating as established by the Estes Park Area Historical Museum. Loans will not be made to individuals. 2. Borrowing institutions shall be responsible for insurance and transportation. The Museum may require proof of insurance or of financial responsibility for the loan, and may charge packing and crating fees. The Curator will prepare appropriate paperwork, for the approval of the Director. 3. Loans may be made only for exhibit purposes. Loans for research, photography, advertising, or promotional purposes must be approved in advance by the Museum Director, and a fee may be charged. 4. Only those artifacts that are in satisfactory condition, and which will not suffer adverse effects from travel or exhibition, will be recommended for loan. Condition reports will be required upon leaving the Museum, arriving and leaving the borrowing institution and upon return to the Museum. The Museum must be notified immediately of any damage. VII. Deaccessioning Rules No accessioned object or collection shall be removed from the Museum's register and physically disposed of except by strict conformity with the following rules. 1. Artifacts in the collection will be retained as long as they meet the mission of the Museum, and can be properly stored, preserved and interpreted. Artifacts which do not meet the mission of the Museum are liabilities and are subject to deaccessioning. Reasons for deaccessioning include: item lacks historical significance or relevance to the Estes Park area, is a duplicate or deteriorated, or was broken, stolen, or adequate storage space is not available, or otherwise found to be incompatible with the Museum's mission and policies. - 2. Museum ownership of an artifact must be established before the artifact will be recommended for deaccessioning. Abandoned property such as non-receipted items, items not accepted by the Collections Committee and not reclaimed by donors or unclaimed loans, may be deaccessioned following the procedures outlined in the State of Colorado Abandoned Property legislation. 3. No donated object shall be deaccessioned for any reason for two years after the date of its acquisition, in order to comply with IRS regulations regarding the U.S. Tax Reform Act of 1984. 26. . . Estes Park Area Historical Museum Collections Management Policy Page 7 4. Artifacts in the collections will be deaccessioned upon the recommendation of the Collections Committee members with approval of the Advisory Board. 5. Deaccessioned artifacts may be transferred to the Educational Collection or donated, traded or sold to another tax-exempt institution where they will serve the purpose for which they were acquired by the Museum. Most appropriate placement will depend on the artifact. Preference will be given to placing deaccessioned artifacts in other museums, cultural, historical or educational institutions in the state of Colorado. Objects whose origins or historical significance is not within the state of Colorado will be offered to the state historical societies or other appropriate repositories in their home states. 6. It is the policy of the Estes Park Area Historical Museum to sell as little of its collection as possible. However, artifacts that cannot be placed in another tax exempt institution may be sold or traded in a manner that will best protect the interests, objectives and legal status of the Museum. The number of items to be sold shall be held to a minimum and may be sold discreetly out of the geographic area. 7. Artifacts for which no other disposition can be found will be appropriately disposed of, after removing collectable value from the object. Artifacts containing potentially hazardous materials will be disposed of in accordance with state regulations concerning those materials. 8. A collections fund shall be created to which all net proceeds resulting from deaccessioning are deposited, and from which, with Collections Committee approval, withdrawals are made only for collections purchases and conservation. 9. An adequate record of conditions and circumstances under which artifacts are deaccessioned and disposed of must be kept as part of the Museum's collections records. Lists of deaccessioned items will be reported to the Board and included in their meeting minutes. 10. No deaccessioned item may be conveyed in any manner to present or former members of the Museum Advisory Board, Collections Committee, Museum staff, Museum volunteers, interns, members of the Friends of the Museum Board, employees of the Town of Estes Park or to their representatives for one year after the person is no longer associated with the Museum or the Town of Estes Park. VIII. Security and Insurance The Collections Committee will make recommendations of insurance coverage and limitations to the Town of Estes Park. The Committee will also approve means of determining insurance valuations and reviewing those valuations on a regular basis to keep them current. IX. Access and Disclosure The Museum's collections are available to the public through the exhibits in the Museum buildings, and by appointment for materials held in storage. Photographs and artifacts held in the Al. Estes Park Area Historical Museum Collections Management Policy Page 8 Museum's collections may be reproduced under established guidelines only. Many museum operations are a matter of public record and will be listed in the Museum newsletter as appropriate. X. Ethics The Estes Park Area Historical Museum abides by and operates under the current codes of ethics for museum professionals documented in "Museum Ethics" published by the American Association of Museums, the Association for State and Local History, and the statutes of other national and international organizations pertaining to museums. XI. Other Provisions Changes may be made to this policy from time to time on the recommendation of the Collections Committee, acting for the Advisory Board, and with the approval of the Trustees of the Town of Estes Park. al- Five Year Exhibit Schedule Estes Park Area Historical Museum 1995 November-December, NPS building Winter Legacy: A history ofHidden Valley Ski Area and a glimpse at the history of winter activities in Estes Park 1996 March opening, Main building Main gallery renovation: Stanley area January-April, NPS building Winter Legacy: see above June-August, Main building East room exhibit case: Wool Market May-October, NPS building Big Thompson flood: A look back 20 years after the disastrous flood in the Big Thompson Canyon. November-December, NPS building Women Homesteaders: A remarkable number ofwomen came to Estes Park to homestead. This exhibit examines their contribution to Estes Park history. 1997 March opening, Main building Main gallery renovation: Allenspark area January-April, NPS building Women Homesteaders: see above, June-August, Main building East room exhibit case: Scottish Festival May-October, NPS building Ranching and Rodeos: A history ofthe ranching business and horses in Estes Park. Ranching was the reason the first settlers came to Estes Park and the horse has long been a recreational keystone in the Estes Valley. Winter, NPS building The Prints ofLyman Byxbe: Byxbe is a nationally known artist who summered in Estes Park after 1922. The exhibit has been prepared by Robel Crump ofWayzata, Minnesota. 2-3, 1998 March opening, Main building Main gallery renovation: Children's area January-April Lyman Byxbe: See above May-October, NPS building Motoring!: The first car to arrive in the Estes Valley was a Stanley Steamer driven by F.O. Stanley. Thereafter the automobile played an interesting role in the history and development of Estes Park. June-August, Main building East room exhibit case: Rodeo Winter, NPS building Collectors' Choice: A gathering ofprivate collections ofEstes Park residents. 1999 March opening: Main gallery renovation: Children' s area January-April, NPS building Collectors' Choice: see above June-August, Main building East room exhibit case: Small tools and their functions May-October, NPS building Enos Mills: A biography ofthis complex and fascinating character. Winter, NPS building Estes Park, 1899: A look at Estes Park as it prepared to enter the 20th century. 014. SPECIAL EVENTS EVALUATION 1995 LONGS PEAK SCOTTISH HIGHLAND FESTIVAL DATE: September 7-10 NO. OF YEARS: 17 years NO. OF DAYS: 4 MANAGEMENT: Longs Peak Scottish Highland Festival, Dr. James Durward PURPOSE: To promote shoulder season in Estes Park. Encourage participation of celtic events. ACTIVITIES: Parade, concerts, seminars, field game events, food, celtic vendors, bands and demonstrations. ADVERTISING: Local newspaper, frontrange newspapers, radio, mailings, trade magazines. SPECTATORS: 10% Local; 80% Colorado; 10% Out-of-State 1990 1991 1992 1993 1994 1995 NO. SPECTATORS: 15M 20M 25M 28M 30M TRAFFIC COUNT US34 17,012 15,182 19,061 Town Expenses: 7,322 7,643 12,966 13,182 19,156 (not including advertising) Town Revenue: 2,552 0 362 160 160 GROWTH POTENTIAL: Good - weather is always a factor. Facility and town capacity is not much more than 30,000. COMMENTS: Excellent event - well managed. Management reports largest crowd todate. Weather was cool all four days. New parade/detour signs were put to use on Saturday am-for the parade and it appears they were very helpful to both drivers and traffic control. Management increased it's media contacts to combat the new Vail Festival and it worked. 15. .. SPECIAL EVENTS EVALUATION 1995 FINE ARTS GUILD ARTS & CRAFTS SHOW DATE: September 16 & 17 NO. OF YEARS: 21 NO. OF DAYS: 2 MANAGEMENT: Fine Arts Guild ACTIVITIES: Artists displaying and selling their works. Fund raiser for the Fine Arts Guild of Estes Park. ADVERTISING: Fine Arts Guild advertising in the front range papers. Listing and article in the fall insert. 1995 NO. ATTENDEES NO. EXHIBITORS 75 TOWN EXPENSES - 0 TOWN REVENUE - 0 GROWTH POTENTIAL: Attendance to this event is hard to calculate, hundreds of people are in Bond Park continuously throughout the two days. Management was very pleased with crowd. COMMENTS: Each year the quality of artists participating gets better. This is a juried show with several Estes Park artists participating. Returning artists list this show on the personnel show schedules sent to clients. 20. '. SPECIAL EVENTS EVALUATION 1995 AUTUMN GOLD BRATS & BANDS DATE: September 23 & 24 NO. OF YEARS: 3 NO. OF DAYS: 2 MANAGEMENT: Sunrise Rotary PURPOSE: Create a festival atmosphere for the downtown area to promote shopping and activities. ACTIVITIES: Polka bands and dancing in Bond Park. ADVERTISING: Town insert in September, posters and news releases. ATTENDEES: 10 % Local 90 % Colorado % Out-of-State 1993 1994 1995 NO. ATTENDEES 500 500 2,500 NO. AT DANCE 140 150 0 TOWN EXPENSES - not including advertising 0 500 TOWN REVENUE 0 0 GROWTH POTENTIAL: It is difficult to estimate the traffic count for this event. High quality entertainment was provided and it can grow into a major downtown event. Needs more frontrange advertising than in the September insert, local paper and posters. Weather was good Saturday, with snow early Sunday and colder temps all day Sunday. COMMENTS: The Sunrise Rotary Club took over the management of the event for 1995. The event was moved into late September and the name changed to "Autumn Gold" - both good changes. This has the potential of attracting a large number of attendees in the future, with the addition of several new events to the weekend. This shoulder season event needs our support. Sunrise Rotary has - committed to 1996, asking for the use of Bond Park the same weekend next year. 2-7.