HomeMy WebLinkAboutPACKET Community Development 1997-09-041 , Prepared: August 27, 1997 Revised: September 2, 1997 AGENDA Town of Estes Park - Community Development Committee Thursday, September 4, 1997 8:00 a.m. 1. SPECIAL EVENTS 1 . a.. Event- Evaluatidns : 1) Westernaires - August 8&9 2) Barrel Racing Association - August 16 & 17 1.b. Agreement - Powder River Rodeo Productions, Rooftop Rodeo Contractor 1998-1999-2000 1.c. Event Rankings from Northern Colorado Business Report 1.d. Christmas Holiday Event Weekend - request for street use and fireworks 1.e. Approval to purchase/install sound system on Elkhorn Avenue 2. COMMUNITY DEVELOPMENT 2.a. Advertising Report 3. MUSEUM 3.a. Monthly Report The Community Development Committee reserves the right to consider other appropriate items not available at the time Agenda was prepared.
SPECIAL EVENTS EVALUATION 1997 WESTERNAIRES DATE: August 8&9 NO. OF YEARS: 39 years NO. OF DAYS: 2 MANAGEMENT: Westernaires PURPOSE: Grounds rented by Westernaire Group to provide equestrian entertainment. ACTIVITIES: They produce two shows for the general pulglic consisting of - precision riders and western acts -- all -youth: ADVERTISING: Local newspapers and poster SPECTATORS: 5% Local 75% Colorado 20% Out-of-State 1992 1993 1994 1995 1996 1997 NO. SPECTATORS 1000 1100 1200 1200 1300 1360 NO. EXHIBITORS 903 900 850 675 693 680 NO. ANIMALS 301 280 225 224 231 203 RENTAL INCOME - ARENAS 300 300 300 300 300 300 STALLS 1,204 1,220 1,292 1,244 1,565 1,485 TOWN EXPENSES - 4,478 5,308 5,838 6,419 c TOWN REVENUE - 3,655 3,663 4,062 4,114 4,234 5,017 GROWTH POTENTIAL: Attendance growth is possible - weather always plays a big part in drawing the tourists in the evening. Marketing program of Westernaires in Estes week of determines attendance. The Westernaires indicate they have many parents staying at local motels for two nights (estimate 160 rooms). COMMENTS: Worthwhile - youth organization and some of the future leaders. They also produce income for Park School District by renting the High School and Middle School for two days. This year's attendance was an all- time high despite the continuous rain on Saturday from 6pm till 10:30pm.
SPECIAL EVENTS EVALUATION 1997 BARREL RACING ASSOCIATION DATE: August 16 & 17 NO. OF YEARS: 1 NO. OF DAYS: 2 MANAGEMENT: Competitive Barrel Racers Alliance PURPOSE: Promotion of Women's Barrel Racing ACTIVITIES: Three competitions in 2 days of Barrel Racing ADVERTISING: 0 ATTENDEES: 0 % Local 100% Colorado 0% Out-of-State 1997 NO. ATTENDEES 130 NO. EXHIBITORS 80 RENTAL INCOME 985 TRAFFIC COUNT US34 TOWN EXPENSES - TOWN REVENUE - 985 GROWTH POTENTIAL: COMMENTS: This was a first time event at our facility. They were surprised at low turn out - normally have 150 horses. Probably will not return as they move their 2 day show each year. Were happy with grounds· and facility. We would need to ask for guaranteed minimum next time if they decided to use our facility. A.
AGREEMENT THIS AGREEMENT, made and entered into this day of , 1997, by and between the TOWN OF ESTES PARK, a Colorado Municipal Corporation, hereinafter referred to as "Town" and POWDER RIVER RODEO PRODUCTIONS, INC., hereinafter referred to as " Rodeo" . WITNESSETH: 1. Rodeo shall produce for Town a rodeo to include six (6) performances, commencing on the 7th day of July, 1998 at Stanley Park, Estes Park, Colorado. Performances shall be as follows: No. of Shows Dates Time 1 July 7, 1998 7:30 P.M. 1 July 8, 1998 7:30 P.M. 1 July 9, 1998 7:30 P.M. 1 July 10, 1998 7:30 P.M. 1 July 11, 1998 7:30 P.M. 1 July 12, 1998 7:30 P.M. Rodeo shall also produce a rodeo to include six (6) performances in July of 1999 and 2000 under the terms and conditions of this Agreement. The Town shall notify Rodeo on or before October 1, 1998 of the specific dates and times for the 1999 performances and on or before October 1, 1999 of the specific dates and times for the 2000 performances. 2. Rodeo shall furnish all supervision, quality stock, personnel and equipment necessary for the six (6) major rodeo events, including but not in limitation thereof the following: pickup men, timekeepers, arena directors, arena secretary, announcer, arena and chute help, rodeo music, 2 bullfighters, and a specialty act to also perform as the barrel man. The Town shall furnish chutes, rodeo grounds, and approved PRCA Rodeo Judges. All personnel and equipment shall be subject te the approval of Town and the Professional Rodeo Cowboy's Association, Colorado Springs, Colorado, and shall comply with said Association's rules and regulations. Rodeo agrees that quality stock shall be stock of the same quality and condition of stock provided at other rodeos in the Northern Colorado area during the term of this Agreement. 3. The Town shall also furnish to the Rodeo fifteen (15) tons of hay and three (3) tons of grain. 3.
4. Town shall deliver to Rodeo one day prior to the start of the first performance in each year the sum of Fourteen Thousand and 00/100 Dollars ($14,000.00) as prize money which is to be disbursed by Rodeo, together with all contestant's entry fees. Rodeo shall collect all the Contestants entry fees. All prize money agreements are to be subject to the approval of said Professional Rodeo Cowboys Association. In the event that the number of shows is increased or decreased by the Town, the amount of prize money shall be adjusted on a pro-rata basis. 5. Town shall pay to the Rodeo for the production of said Rodeo, as herein agreed, the sum of Thirty Thousand Two Hundred and 00/100 Dollars ($30,200.00) to be paid upon complete performance of Rodeo. 6. Town agrees to furnish the facilities at Stanley Park for the Rod60. 7. Town shall arrange for an ambulance at the todeo grounds during all contests. 8. Town shall have the overall authority, control and supervision of Stanley Park, except the production of the rodeo portion thereof, as hereinabove provided, which shall be under the sole supervision, control and responsibility of Rodeo. 9. Rodeo shall provide comprehensive general liability insurance with minimum policy limits of One Million and 00/100 ' Dollars ($1,000,000) for each occurrence and One Million and 00/100 Dollars ($1,000,000) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage, personal injury (including coverage for contractional employee's acts), contractional and independent contractors. The Town shall be named as additional insured on this policy. Rodeo shall furnish certificates evidencing the above insurance requirements including the addition of the Town as additional insured on the general comprehensive liability policy, as least thirty (30) days prior to the beginning of the rodeo. The Town shall reimburse, Rodeo upon presentation of said Certificate for the cost of this insurance. Said sum shall not exceed One Thousand Five Hundred and 00/100 Dollars ($1,500.00). The parties to this Agreement understand and agree that the Town is relying on, and does not waive, bir any provisions of this Agreement, the monetary limitations or terms (presently $150,000.00 per person and $600,000.00 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. (2) 4
Rodeo understands and agrees that they are an independent contractor under the terms and conditions of this agreement. As such, they are not entitled to unemployment or insurance benefits through the Town. Also, the Rodeo understands and agrees that they are solely responsible for all Federal and State Income Tax, FICA taxes and Unemployment Insurance taxes. Rodeo also understands and agrees that they are responsible for Workmen's Compensation coverage and taxes for themselves and any employee. 10. All notices, demands or other documents required or desired to be given, made or seht to either party, under this Agreement shall be in writing, shall be deemed effective upon mailing or personal delivery. If mailed, said notice shall be mailed, postage prepaid registered mail as follows: Town of Estes Park c/o Linda Hinze Estes Park Fairgrounds PO Box 1967 Estes Park, CO 80517 Powder River Rodeo Productions, Inc. c/o Hank Franzen PO Box 626 Wright, WY 82732 11. In the event that there is a default under any terms and conditions of this Agreement, the non-defaulting party shall give the defaulting party ten (10) days notice in writing of said default. If said default is not cured within said ten (10) day period, then the non-defaulting party shall be entitled to all damages incurred by the non-defaulting party as a result of said default, including an action for specific performance. Said damages shall include all reasonable attorney's fees and court costs incurred by the non-defaulting party. 12. Rodeo agrees to include the Town on all releases or waivers of liability obtained by Rodeo from the participants, contestants, and/or exhibitors of said show, with Town to be released in the same manner as Rodeo. Rodeo agrees to furnish to the Town a copy of the waiver or release form which Rodeo intends to use for said purpose. 13. Rodeo agrees that Town shall not be liable for any injuries, sickness or damage to any of Rodeo's employees, livestock or personal property, and Rodeo agrees to indemnify and to hold Town harmless therefrom and from any third-party claims for loss, damage, sickness or injury caused or alleged to have been caused directly or indirectly by Rodeo, its employees, agents or animals, or caused or alleged to have been caused directly or indirectly in any manner whatsoever by the herein agreed upon performances by Rodeo. Said indemnification shall include all reasonable attorney fees and costs incurred by the Town resulting from any third party claim. (3) S
I , 14. This agreement represents the entire agreement between the parties and shall not be amended by either of the parties hereto without written consent of the other party. 15. This agreement shall be binding upon and insure to the benefit of this parties hereto, their successors and assigns. 16. The Town shall have the option of extending this contract for two additional one year periods for 1999 and 2000. The Town shall give Rodeo written notice on or before October 1, 1998 of its intention to extend this Agreement for 1999 and on or before October 1, 1999 of its intention to extend this Agreement for 2000. Also, on or before said October 1st date, the Town shall include within its written notice the date and times of performances. 17. In the event that the Town extends this Agreement for 1999 and 2000, all other terms and conditions of this Agreement shall remain the same as stated. IN WITNESS WHEREOF, the parties hereto have subscribed their names the day and year first above written. TOWN OF ESTES PARK BY: Mayor ATTEST: Town Clerk POWDER RIVER RODEO PRODUCTIONS, INC. BY: 9<LU+3£- Hank Franzen ATTEST: , (4) G.
1997 NORTHERN COLORADO BUSINESS REPORT In the 1996 Rankings of the top 25 events/conventions in Northern Colorado, Estes Park boasted SIX of them. 7. Christmas Parade 8. Scottish Festival 12. Rooftop Rodeo 20. Wool Market 22. Fine Arts Guild Crafts Show 25. Art Walk & Jazz Fest
. 1 Holiday Weekend Entertainment Itinerary Friday. December 12: 1997 The Mall Carriage Rides (2 carriages) 4:00pm - 7:30pm Characters 4:00pm - 7:30pm 1. 1 Pony-Rides (Stanley Village) 4:00pm - 7:30pm Santa & Elves 4:00pm - 7:30pm Bruiser 4:30pm - 6:30pm Band / Carolers 6:00pm bonfire 4:30pm - 6:30pm Choir 6:30pm Fireworks 6:30pm Christmas Memories 8:00pm Chestnuts Roasting Throughout the day
I. . Holiday Weekend Entertainment Itinerary Saturday. December 13.1997 The Mall Brew Pest at Estes Park Brewery 11:00am - 7:30pm Carolers 11:00am - 7:30pm Carriage Rides (2 carriages) 11:00am - 7:30pm Characters 11:00am - 7:30pm Pony-Rides (Stanley Village) 11:00am - 7:30pm Santa & Elves (Downtown) 11:00ain - 7:30pm Wagon Rides (Aspen Lodge) 11:00arn - 7:30pm Bruiser Noon - 2:00pm & 4:00pm - 6:00pm Band Concerts throughout the day Chestnuts Roasting throughout the day Choir (Need the Stage) 5:30pm - 6:30pm Dickens youth choir Free cider - candles Campfire 4:00pm - 6:00pm Dance Saturday night
Holiday Weekend Entertainment Itinerary Sunday. December 14.1997 The Mall Carolers Noon - 4:00pm Carriage Rides (2 carriages) Noon - 4:00pm Characters Noon - 4:00pm '*Pony-Rides (Stanley Village) Noon - 4:00pm Santa & Elves Noon - 4:00pm Wagon Rides (Aspen Lodge) Noon - 4:00pm Bruiser Noon - 1:00pm & 3:00pm - 4:00pm Band Concerts throughout the day Choir Concerts throughout the day Chestnuts Roasting Throughout the day
\41 1¢ 2..v TOWN OF ESTES PARK Gary F. Klaphake Town Administrator 4544,>ima.21 - //Ze'. 4 #*17*24.i.{~ ti,1. 4 11;trliv U 7-<i:2.-L -- + rk-· 4.·?\ ea-V # 'Pv" 14 4:5-- -3.-'/:fini:11"WIMI://i' -- „,4fal MEMORANDUM Estes Park, Colorado 80517 August 26, 1997 TO: Community Development Committee FROM: Gary Klaphake ~67- IA- ' Town Administrator RE: DOWNTOWN MUSIC As you may recall in years past, we rented the service of Talking Teddy to provide downtown Christmas music. We also contracted for extra speakers, etc., during the Christmas Parade. The Talking Teddy speakers were removed when the business moved to the Arc. We propose the Town lease purchase a wireless system at a cost of $38,631. This would be used at Christmas but also available for use during Rooftop Rodeo Week, Scottish Festival, Halloween, etc. Four-year lease purchase bids were solicited by Finance Director Vavra from local financial institutions. Bids received were as follows: Interest Rate Annual Pavment United Valley Bank 6.24% $11,220 Park National Bank 6.653% $11,316 The specification sheet from MountainSong Music is attached. Recommendation: Lease purchase equipment from MountainSong at a cost of $38,631, financed by United Valley Bank. This would be purchased now for the upcoming holiday season with first payment in 1998 budget. P. O. Box 1200 Telephone (303) 586-5331
MountainSong Music TO: Linda Hin{ze/ E.P. Special Events FROM: Ward Durrett/ MtnSong Music SUBJECT: Elkhorn ave. Sound System Suggested Receiver/Speaker Locations as of 6/12/97: West of Morainc ave.: Indian Shop The Ore Cart The Briar Patch Penelopes East of Moraine ave.: Natures Own Old Plantation Rest. Bldg Herzogs Twisted Pine East ofRiverside Dr.: La Casa Barlow Plaza (west end) Brownfields Wilderness Sports Installed equipment at each receiver/speaker location: (suggest 12) 1 Clear Data 900Mhz receiver 1 University 1801-100 amplifier 1 Shure FM 180Mhz receiver (announcing locations only) 2 N.E.A.R, AEL 2.0 speaker cabinets 1 Atlantic wall mount rack (for all components except speakers) 1 1/2 wave receiving antenna Installed equipment at Town Bldg: 1 Clear Data 900 Mhz transmitter w/antenna 1 Direct Circuit box 1 Source unit (CD, Cassette, etc....) Installed equipment at mid transmission sight: (Park Theatre Mall Tower): 1 Clear Data 900 Mhz Transmitter 1 Clear Data 900 Mhz Receiver P.O. Box 2748 · 1184 Graves Avenue · Estes Park, Colorado 80517 · 970-586-8742 Part of tlie Mountain Music Grozip
Materials Costs: Per standard Receiving Station $2130.00 (X8) = $17,040.00 Per parade receiving station $2830.00 (X4) = $11,320.00 Park Theatre Mall Tower $1795.00 (Xl) = $ 1,795.00 Town Bldg Control Sight $2,2 10.00 (X1)= $_211Q.QQ Total Materials $32,365.00 Total Labor 6.266,® Total System $38,631.00 /0.
N·E·A·R AEL-20C Resume Pagel ~R Tor Page ~SidiE ~ ~lies /li»or ~9)*sign ~1@65]et*r -~~ All Environment Speakers 14 Specifications AEL Speaker Resume AEL-2.0C DESCRIPTION: 2-WAY, Metal-Ceramic Cone. 8-1/4" Nominal Size Woofer, 1.1" Titanium Cone Tweeter. housed in a solid, high-density Fiberglass Cabinet, Perforated PVC Grilles, gold-plated connecting posts, Stainless Steel Screws. Dual Tuning vents for increased bass performance in ground-mounted installations. PERFORMANCE : Frequency Response: Mounted on Wall or Ground: 40 Hz to 20 kHz * 3 dB, zero degrees to 45 degrees off axis Free Space measurement: 60 Hz to 20 kHz, d= 3 dB. Power Requirements. Amplifiers up to 200 watts RMS. Impedance: standard 8 ohm, (Minimum 6.5 ohms). 16 Ohm Available. Efficiency: 92 dB, 1 Watt, 1 Meter. MOUNTING OPTIONS: • OMNI-MOUNT inserts available. (Specify model/pattern) • Difectly on Ground FEATURES: • UV (ultraviolet) protected cabinet material • Rust-ProofPVC grille • Rust-Free Stainless Steel Screws on drivers, terminal cup. • Metal-Alloy Speaker Cones for total protection: direct water, high heat, extreme cold. UV, dust/dirt exposure, salt water. • FERROSOUND magnetic fiuid for protection against rust formation in magnetic gap. o Loctite™ Toughened Adhesives Resist Moisture and Mechanical Stresses. DRIVER SPECIFICATION/CONSTRUCTION: • Die-Cast Aluminum Speaker Frame on LF (Rust Proof) • Ceramic-Coated Aluminum Cone LF (Rust Proof, UV Proof, Non-Hygroscopic) • KAPTPON™ Voice-Coil Formers (Rust Proof, Migh Heat Resistance) • High Temperature Voice Coil wire and adhesive for no-failure assurance in all environmental conditions. • Proprietary FERROSOUND Magnetic Fluid ensures linearity, cool voice coil. 0 Tweeter cone made of Titanium alloy (Impervious to moisture), delivers improved off-axis high-frequency dispersion, and superb musical detail and smooth response. (Same HF unit as NEAR Home speakers). /13'
N·E·A·R AEL-20C Resume Page 2 FLUID ADVANTAGES: • Higher linearity of cone/voice-coil movement. 0 Accurate Voice-Coil Centering. • Most effective heat-sinking method. 0 Rust Preventative in Magnet Gap. e Constant "Q" of driver allows consistent performance under long-term high-power applications. ' APPLICATIONS. Any installation requiring high musical and speech intelligibility, especially in outdoor environments. Multiple units are always recommended in large area installations, for more even coverage and lower energy density overall. 70V Line Transformer installation is available for multiple speaker installations. N·E-A·R will install its own units (2/4/6/16 Watt and 16/32 Watt) or any selected make/model of transformer can be installed at a cost of $6.00/unit. CABINET DESCRIPTION: 1.) High density Fiberglass/Resin, molded with solid colors. 2.) UV inhibitors built into cabinet material. 3.) Standard colors: White, "Environmental Green" Certain other colors possible at additional cost - check with Factory. CABINET DIMENSIONS/WEIGHT: • 13- 1/4"W X 20-1/4"11 X 12"D (Including Grille); (337mm X 514mm X 305mm) • 30 lbs.; 13.61 kgs. WARRANTY: 5 YEARS PARTS AND LABOR, UNCONDITIONAL OUTDOOR USE AS LONG AS UNIT IS NOT SUBMERGED IN WATER FOR EXTENDED PERIODS OF TIME (i.e., beyond 24 hours). NOTE: DRAIN HOLE IS BUILT INTO LOWER BACK PANEL FOR INSTALLATION ON GROUND OR OTHER SURFACES. IF AEL20C IS INSTALLED "UPSIDE DOWN" OR IN A HANGING ARRANGEMENT, NO ADDITIONAL DRAINING SHOULD BE NECESSARY UNLESS BACK OF SYSTEM IS SUBJECTED TO REGULAR. WATER SPRAYS OR RAIN RUNNING INTO VENTS. CONSULT WITH FACTORY FOR ADDITIONAL INFORMATION. PRODUCT SPECIFICATIONS SUBJECT TO CHANGE WITHOUT PRIOR NOTICE 3/97 NEW ENGLAND AUDIO RESOURCE 12 Foss Road, Lewiston, ME 04240 USA (207) 795-0609 FAX GOD 795-0613 Email: near@maine.corn NE·AR Top Paee Music Pro Speakers Movies Outdoor Desien Newsletter 11.
Specifications- A9OOT Video Transrnitter GENERAL Modulation: Vdeo - VSS-AM (LSB), Audio - FM r---· Frequency 01 Operation: 10 channels from 902 to 928 MHZ Radiated Power. SO mV/m 0 3 m, per FCC Pan 15.249 Harmonic Attenustion: >60 (Bc Frequency Stability: 4- 0.001% 7.70» Demonstrated Temperature Range: -30° + 70' C (-22' to 158° Fl Power R,qutted: 11-14 Volts DC O <260 mA, Fused Weight: 0.85 lbs. Reve- Polarity P,otection m. I Une/Microphone Switch: ·Yes . n .0007 lai _ Ll ANTENNA TVP" FIxed, Omrodirectional Dipole 4.13" U SIze: 7.70- (1/4 wavelerlgth) directly mount,4 - 0 : . 41 7 or mounted on 12 foot Cable (A90OT-C) Gaint 0 ded ,- 1 INPUTS vIdeo Audio 4 57' 1.50' Input Impedence: 75 Ohms 800 Ohrns (Mic) Unbelanced 600 Ohme Cline) Unbalaneed Level: 1 Volt (Peak-10-Peak) 10 mV (Plak-to-Peak> Maximum, MIC) 1 Volt (Peak-to-Peak Maximum. Line) Connector: BNC Reelptacle BNC Reeoptacl• Formal. Color INTSC) or Monochrome IRS-170 ' Specifications- - ---- A90019 Vide6 Aeceiver GENERAL Type. Doubl• Convortion, Synthes,zod PLL with RF/IF AGC and AFT IF Bandwidth. 8 MHz M - Noise Flgwr, <4 413 Nominal i Frequency of Operation: 10 Channele from 90210 928 MHZ 6 85' Frequency Stabillity: 0/- O.001% Demonstrated Temperature Range: .30° . 70" C 1-22' to 1 58' F) Power Requirec: 11-14 Volts DC O <330 mA, Fused Weight: 1.30 lbs. SV,(tchIng. Manual or Automatic 1.82" {12 6% Memory: 256 byte EEPROM lor storage of all system settings Reverse Polarity Protection. Yes ~2 4.15* ANTENNA 1¥Pe: Removable, Omnid,rectional Divole (High Gain Directional Antennas, Optional) Size: 7.0' above enclosure Gain: 2.5 ded Connector: Adjustabl• Right Angle ™C-Male OUTPUTS Video Audio Outpvt Impedance: 75 Ohms 500 OhTS Level; 1 Volt (Peak-to-Peak) 1.0 Volt (P.ak-to-Peak maximum) into 600-48 K Ohms Bandwidth: 30 Hz - 4.2 MHZ (-3 48) 200 Hz - 12 kHZ (-3 aBI Conrectof: BNC Rec.placte BNC Receplecle Format: Color (NTSC) or Monochrome (RS-170) 1- 'th.11. Data ClcarData Corporation • P.O. Box 486 • Bellevue, Washington • 98009-0486 Voice: (206) 462-7088 • Fax: (206) 462-6613 FCC ID Pkumb-0 - AOOCR; K2CAI00R/A0007 X20.4000¥ PAINTED IN U.5.A 0.2.50,0.4 13.
PROPOSAL ESTES VALLEY ELECTRIC 1931 N. SHARON CT. L.P.R. ESTES PARK CO, 80517 ELECTRICAL DESIGN - CONSTRUCTION -MAINTENANCE PH.# 586-8661 PROPSAL SUBMITTED TO PHONE WARD DURRET STREET JOB NAME SOUND SYSTEM POWER CITY,STATE,ZIP JOB LOCATION ESTES PARK ELK HORH AVE. ARCHITECT DATE OF PLANS JOB PHONE WE HEREBY SUBMIT SPECIFICATIONS AND ESTIMATES FOR: INSTALL A DESIGNATED ELECTRICIAL OUTLET(S) TO MEET THE SPECIFICATIONS OF PROPSED SOUND SYSTEM. ,[C-1 - - 1'RICE PER UNIT $ 482.00 WE PROPOSE HEREBY TO FURNISH MATERIAL AND LABOR- COMPLETE IN ACCORDANCE WITH ABOVE SPECS, FOR THE SUM OF; FOUR -HUNDRED.EIGHTY-TWO DOLLARS / PER UNIT PAYMENT TOSEM~DE AS FOILLOWS ; ACCEPTANCE OF PROPOSAL ' € - AUTHORIZED SIGNATURE ..0 1 .Ii 6 2 h F J j A u.. #44 14,
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Community Development Committee September 4, 1997 Tourism Development Advertising Report 1. Fall Television Campaign A. Target Market 1. Primary - Front Range resident, 21-34 yrs. 2. Secondary - Front Range resident 21-54 yrs. B. Theme - Activities with proximity to Front Range resident - "More than you can do in a day... such a short drive away" C. Schedule - 54, 30-sec. spots; 14, 10-sec. spots October 2 - December 14 - Channel 4. 2. 1997 Magazine Conversion Study A. Current Status B. Letter of Agreement for Professional Services. 1 6.
Community Development Committee - Sept. 4 Advertising Report 1. Television - A. Target Market - 1. Primary - Young, affluent adults who use television news as their primary source for information rather than the News, Post, or other local daily newspaper. 2. Secondary - larger market with broader age range 21-54. B. Theme - Proximity to the Front Range Resident of recreational activities, commercial - activities, wildlife, scenics in and around Estes Park and the national park summarized with the tag "Estes Park - more than you can do in a day ... such a short drive away" (so much to do, so close to you) C. Production by Nick Molle', myself, Advertising Policy Committee. Two spots. Will view at the next Comm Dev. mtg which is our first air date. D. Schedule - 54 spots, 30-sec. rotating through 5 different Channel 4 news programs chosen because each indexed higher than 100 for Channel 4 viewers who do visit Estes Park. The schedule will also include about 14- 10 sec. announcements promoting events. We will run Thursdays - Sundays two weeks on, one week off, throughout the 11 week schedule. E. Reach - total impressions with this schedule will be 1,212,000 viewers in our demographic target market of 21-54. 2. 1997 Magazine Conversion Study A. Current Status - Survey instrument is complete, selection of names will be complete by mid-month when the mailing will begin. B. Agreement for·services - request your approval and recommendation for the Mayor's signature. I 7. e
LETTER OF AGREEMENT FOR PROFESSIONAL SERVICES Related to a Survey-Based Conversion Study Concerning Magazine Inquiries Regarding Estes Park This letter agreement is made as of July 20, 1997 between the Town of Estes Park as "Contractor" and RRC Associates as "Consultant. 1. Survey Design and Testing The Consultant (RRC) will assume primary responsibility for the design and review of the survey instrument to be used in Estes Park. In preparing the survey, we will work closely with Town staff to establish appropriate wording that would address market research issues, and ensure comparability to the maximum extent possible with past studies that have been done. This joint effort will determine the appropriate length for the questionnaire, the priorities for topics to be addressed, and the optimal method for obtaining the best possible sample of magazine and Internet inquirers concerning Estes Park. RRC will undertake final formatting of the survey instrument for "scanning," and print the forms. Consultant will distribute the forms in an agreed-upon manner, generally consisting of mailing forms to approximately 8,000 inquirers. (In addition, 100 followup telephone calls will be made to non-respondents to determine the comparability of results from responder/non- responders.) The design of the sample will be such that an accurate profiling of demographics and attitudes of inquirers concerning the Estes Park area will be possible, and some stratification of the database into subgroups can be performed. The Town will be responsible for providing the mailing list or labels for conducting the study. 2. Data Entry and Compilation Consultant will be responsible for entering tile raw survey forms into the computer and will generate a series of tables describing the results of the study. Further, the Consultant will prepare lists of a selection of the "open-ended" comments to allow local leaders and the Town staff to review the comments and suggestions being made by respondents. 3. Summary Report with Appropriate Graphics At the conclusion of the data collection phase of the study, the Consultant will assume primary responsibility for preparing a conversion-oriented report of approximately 15 to 20 pages, plus appendices, summarizing the study findings. The two primary purposes of the report will be 1) to document the survey methodology, any limitations to the data collected, and the means by which interested individuals can access the full database that was generated; and 2) to interpret ,8.
and summarize the key findings from the study in a written discussion that describes results and implications as a source of direction for local policy and marketing efforts. Wherever possible, the report will utilize charts and graphs to illustrate data collected by the survey, and to permit comparisons with past results. The report will also include an executive summary of the results suitable for use with selected groups as an overview of the study. In addition, the Consultant will provide a complete paper copy set of crosstabulated results generated for analysis, and any Excel-based tables on diskette, if requested. 4. Work Session on Research Results Upon completion of the survey analysis, the Consultant will provide the Town with a draft of the report for review and analysis. After the group has had an opportunity to review the information, a final report will bq presented A presentation shall be held at the conclusion of the study with Town of Estes Park Trustees and the Oversight Committee. The session is expectedto require minimal preparation by the Consultant and will use the final results (report) as the basis for the presentation and discussion. The Consultant shall provide 10 copies of the Research Results Draft Report, one copy of the full data printout generated during the study (crosstabulation tables), 10 bound copies of the final report, and one camera-ready copy of the final report with appendices. 5. Time Schedule for Completion of Research and Related Documents The Consultant's services shall be provided in accordance with the following schedule: I)ate Purpose August 5- August 19 Survey Instrument Review September and October. Field Surveys December 31 Prepare Draft Report January 15 Final draft report completed, schedule work session with Town staff, oversight committee and other interested groups January 31 Complete all work elements including meeting with Town Council 6. Specific Charges The total cost of the proposed services shall not exceed $15,000, including reimbursable expenses related to travel, postage and printing. Consultants shall be paid for the services as more specifically set forth on Exhibit "A." 19.
7. Progress Payments Progress payments shall be made by the Client to the Consultant as based upon the monthly billing schedule outlined in Section 10 below. The amounts set forth as compensation for the Consultant shall be due and payable within forty-five (45) days of submission of the request for payment and evidence that the work required to be completed prior to the payment of such progress payments has been performed by the Consultant. 8. Termination of Agreement This Agreement may be terminated by either party in the event the other party defaults under any of the terms and conditions of the Agreement. In the event of said default, the non- defaulting party shall give the other party five (5) days' notice in writing of the default specifying the same. If the default is not corrected within said five (5) day period, the non- defaulting party may terminate this Agreement. The Contractor may terminate this Agreement without cause upon ten (10) days written notice to the Consultant. In this event, the Consultant shall be paid compensation for services performed to the date of notice of termination. In the event of termination, the Consultant shall deliver the originals of all documents which it prepared pursuant to this Agreement up to the date of termination. 9. Ownership of Documents Reports, computer-generated tables, and the final document delivered to Contractor shall be Contractor's property. All documents and copies thereof, prepared by Consultant in connection with this Agreement, which it is required to deliver to Contractor, shall be and remain Contractor's property. Both parties are authorized to retain said documents for their records; the Consultant shall maintain the confidentiality of all reports and findings and shall not release copies of the report without the written consent of the Contractor. 10. Successors and Assigns Contractor and Consultant each bind themselves, their partners, successors, assigns and legal representatives to the other party to this Agreement and to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Agreement. Neither Contractor nor Consultant shall assign or transfer their interest in this Agreement without the written consent of the other. 10.
11. Governing Law Unless otherwise specified, this Agreement shall be governed by the laws of the State of Colorado. IN WITNESS WHEREOF, this Agreement is executed as of the day and year first written above. TOWN OF ESTES PARK RRC ASSOCIATES AUTHORIZED REPRESENTATIVE PRINCIPAL 1 1.
EXHIBIT "A" The Client will pay the Consultant on the basis of its time and direct expenses incurred in order to provide the services required by this Agreement, provided, however, that the total amount does not exceed $15,000 unless otherwise agreed to by the Client. The Client will be billed on a monthly basis for work completed and charges incurred during the previous month, as described more fully below: a) The charge for time shall be based on the Consultant's hourly billing rates. b) Direct expenses incurred by the Consultant in connection with the project shall be charged to the Client on the basis of the expenses actually incurred by the Consultant, without any additional surcharge added by it. Such direct expense shall include such items as costs related to printing, postage, travel and long distance telephone charges. c) Upon reasonable advance request, the Client may inspect and copy any or all records of the Consultant which would bear on any amounts charged to the Client pursuant to this Agreement. d) Consultant may bill its charges to Client for its services and expenses hereunder not more than once a month. Each bill shall cover only the services performed and expenses incurred since the last bill, or in the instance of the initial bill, since the date services began. The Client will pay each bill, minus a 10 percent retention, within forty-five (45) days of its receipt. If Client fails to pay Consultant in full within forty-five (45) days of the receipt of the bill, the amount due shall include a late charge at the rate of 1.5 percent per month from the 45th day. e) Each monthly bill shall include a statement which summarizes the time worked and general tasks undertaken by individual members of the Consultant team, including in-house personnel. Upon reasonable advance request, Client may inspect and copy any or all records of Consultant which would bear upon any amounts charged to Client in any particular bill or bills. N:\WORODOCS\PROPOSAULETTERS\1997\ESTES.DOC, A 2.
Community Development Committee Museum Monthly Report Thursday, September 4, 1997 1. Staffing After interviewing five candidates, we have decided not to fill the curator position until 1998. Michelle Zupan has agreed to work full-time until November 14. We are negotiating with one of the candidates to install the winter exhibit, "The Prints of Lyman Byxbe," opening November 22. 2. Upcoming Events Images ofthe West: John Fielder Photographs Joint Reception, Museum & Art Center of Estes Park On Friday, September 19, we will open a small show ofJohn Fielder photographs with a joint reception with the Art Center of Estes Park. They will serve wine and appetizers from 5 to 7 pm and we will serve coffees and desserts provided by the YMCA from 5 to 8 pm. John Fielder Booksigning John Fielder will do a booksigning at the Museum on Tuesday, September 23 from 3 to 4 pm. Friends Annual Meeting The Friends ofthe Museum annual meeting will take place Sunday, September 28 at the Stanley Hotel. Featured speaker is Susan Davis, director ofthe Stanley Museum in Kingfield, Maine. Social hour is at 6:00 pm followed by dinner at 7:00. Cost is $25.50 per person. AASLH/CWAM Annual Meeting The American Association for State and Local History/Colorado-Wyoming Association of Museums annual meeting will be held in Denver October 1 -4. Our Museum is hosting a reception for 46 attendees of a preconference tour of Estes Park on October 1. Refreshments are being provided by the Museum Friends. Our new "Tracks in Time" video will be available for viewing at the conference, and our brochure is included in the conference packets. 3. Collections Policy The Advisory Board and staff would like to recommend a modification to the Museum's collections policy. The changes would clarify who has access to the collections and under what circumstances. The recommended changes are bracketed and in bold type. 23.
Estes Park Area Historical Museum Collections Management Policy IX. Access and Disclosure [Although the public must have reasonable access to the collection on a nondiscriminatory basis, the Museum assumes as a primary responsibility the safeguarding of its materials and therefore may regulate access to them.] The Museum's collections are available to the public through the exhibits in the Museum buildings, and by appointment for materials held in storage. [Access to storage areas and files is prohibited unless accompanied by a Museum staff member.] Photographs and artifacts held in the 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 [staff, Friends and Advisory Board members, and volunteers] abides by and operates under the current codes of ethics for museum professionals documented in "Museum Ethics," published by the American Association of Museums. 44,
. Museum Attendance 1993-1997 3500 3000 2500 2 It: 2000 - 1500 11 -:4 :1+ 0 + ... r 1000 . r +04:74 90/ 500 11·,· 1 mil- -, N Er' ' 41, 5 It,9, st/.4 .CE. rr-j, 0 1 Jan Feb March April May June July Aug Sept Oct Nov Dec / 1997 E3 1996 @3 1995 ~ 1994 [E 1993 1997 YTD = 2232. Total attendance, 1996 = 11,539. Total attendance, 1995 = 7210. Total attendance, 1994 = 7977. Total attendance, 1993 = 11,255. Friends Membership July Attendance 400 Total: 990 lii-1 Iii 350 . A... 1-ii*1 .~55~~~-->~ [*W~1 300 - - ner - r -24£ , 7 1.......f j j >\ ...an-- 250 - *ti ~ Colorado 138 ~ttes Park 294 ~ ,"-3-'.22-#.LLJ:a . c : 44\ 6 1 1.--C 31 200 - 2% loY,54fy*41-- - t ~ -~-~~ ' .; 3 - 11451 *te' ...2 711 -114.,1.W *ar:. Foreign 13 1 ~ 1.3% ~ 150 1 433 , I- ./12:·t - .Ira: 46€qi'E· VE,·tip&*..t,k:*Er· ..A•.......4 -11.· - ~21-W'Z dil- %92N~ 100 - -335: ~ -Aff lEi leal ..91:1 1q Out of State 545 p·Flry Ei.i= 50 - 1.- 1. MT: 123*1 -,R€:321 .2=.... [*ii*] Life Active Expired 2 Estes Part E Colorado iiI Out of State ~ Foreign U Jan 95 EE Jul 97 July, 1996 = 2428. July, 1995 = 984. A 5.