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Home My WebLink AboutPACKET Community Development 1999-01-28'0-- 1 0,8,-n~nA'L Prepared: January 22, 1999 Revised: AGENDA Town of Estes Park - Community Development Committee Thursday, January 28, 1999 8:00 a.m. 1. CHAMBER RESORT ASSOCIATION 1.a. Report by David Thomas 2. COMMUNITY DEVELOPMENT 3. MARKETING 3.a. Advertising Report 3.b. Conference Center Report 4. MUSEUM 4.a. Monthly Report 4.b. Request for pre-authorization to bid HVAC system 5. SENIOR CENTER 5. a. Monthly Report 5.b. Special Transit proposal 6. SPECIAL EVENTS 6.a. Event Evaluations Christmas Parade Celebrate Estes 6.b. 1998 Event Organizer Survey review 6.c. Contracts Colorado Arabian Horse Club - June 30 - July 4, 1999 June 30 - July 4,2000 Christmas Parade Contract - November 26, 1999 EVRPD Barn W Contract - In-line Skating Use 6.d. Multi-Use Field - authorization to design and bid 6.e. Comments - The Business Report, Ft. Collins The Community Development Committee reserves the right to consider other appropriateitems not available at the time Agenda was prepared. 1 Community Development Committee Advertising Program Report January 28, 1999 Year-End 1998 Recap: 1. Requests for Information A. Visitors Guide requests totaled 61,287, a drop of 13.25% from 1997. After accounting for duplicated names in previous year's leads of 12%, the real drop is 1.25%. Graph attached. B. Incoming 800 calls totaled 62,475, a drop of 5.3% from 1997. Graph attached. Adjusting for the increased level ofunanswered calls during 1998 over previous years (a 6.13% difference, equivalent to 5,086 calls) we are actually significantly ahead of 1997. 2. Virtual Visitors Guide A. Unique Visits totaled 150,200, at a rate more than double the monthly average in 1997. B. We received 5,347 e-mails requests for Visitors Guides, a 91% increase over 1997. C. E-mail requests as a percentage ofhits rose from 3.5% in 1997 to 5.3% in 1998, indicating much greater utilization of the entire site. 3. Research Results A. Re-survey of fall, 1997 advertising respondents generated a conversion figure of 22% vs. the original study results of 14%. For perspective, our overall conversion rate in 1997 was 37%. B. Rating of Overall Experience was higher, 4.3 vs. 3.4 in the original study. C. Conversion from an advertisement respondent to a visitor generated expenditures of approximately $1,153,147. Sa- 1 , Estes Park - WATS Line Calls 1993- 1998 December 31 80,000 /6,144 74,675 74,528 70,000 019,1/ miumilli 65,975 60,653 #i598~1 ~ir.#"m I......20, Arn.m 62,475 flm;ZJ h.â€¢491 f 60,000 31,4 ' - Â¢21*.2. Fir/li.- 50,000 *M*M!' EmrÂ¥- 141 024=..EDi Wa=.1 R:-.29(r Â· I. 11 016 440 ki:A'Â· -14.*3 7 1 Â£6*5433 EfiER{ 93Â¢ irme trne PeEL.:Â·+ - G 2% f.-=.11. CsmtÂ·. L.- EUM< 40,000 --~432 . ~11'...542~22 -i *N,gm 7114, 4% f'~zi M'SWN.:2. 4 TA'..64! .729*.49- 1-l-F=73.-gle. 4* 34+11 mil=l-'41 30,000 Upe=.2 =L Â· 51 Â·L#.,4 *Â¥1 , 7,11. 7 7 ..wa *ELJ Â»26 Ermilima Mt,El=/E/' 25**:~ ..M./2- 21:2*19*Ei~~ il}4211 li .~NME 20,000 .L' . C I. ='F- *-2===2022&53 ..M=pr,rk/Â¥ -4.Â£=6/"Am ..rmiNg Mi 45/*Wa~. 4 1 h.... â‚¬"? .1.9 #m UitteMB~* 10,000 -Â¥8:9 fi~*I 11' 2, 1 . PÂ¥.lf-'ll %1#-*2/'ii:..... 1.4/2*4*f- 44Â¥Rt"4* tig.m*% 0 =Â·.,5.â‚¬, -'.,> .-....--W. ..Y... -4- 10 + ./4,e~2,1./.0 =ME'.1 Wak*1401#qu #145543121: TUCAM 14' 1993 1994 1995 1996 1997 1998 3Q -1 1 , Estes Park Inquiries w/0 USA Weekend Requests for Information 1993-1998 80 75,472 72,3 76 70 - 69,610 /0,650 2.=A-=Â·=2.J 60,840 61,287 60 - 4 50 - - --~- a #. ~40 O -. -%--- = H 30 - 20 -- = Â£ 9 k - Â·Â· 2 1 0 1993 1994 1995 1996 1997 1998 Table 1 c Year-to-Date December 31 39-3 Estes Park Conference Center 1999 Conference Bookings I)ate Group Name Attendance January: 25 American Red Cross Local 27-31 Ricker Casting 125 February: 4-6 Parents Encouraging Parents 150 26-28 KRYON 125 March: 12-14 CO Elk Breeders Assn. 100 15-17 CO Festivals and Events 150 April: 6 EP Trade Fair Local 11-13 CO Dietetic Assn. 150/200 15-18 CO Handell Ringers Assn. 300 22 Taste of Estes Local 23-25 Rotary Dist. 5450 Conference 600 27-2 CO society of Radiological Technicians 400 May: 6-9 Natl. Assn. Of Retired Federal Employees 150 12-14 CO. Society of Respiratory Care 300 19-23 Rotary District 5440 Conference 600 30 Estes Park,High School Graduation local June: 7-11 CO. Association of Chiefs of Police 150 11-16 Wilderness Medicine Conference 400 17-20 CO. Dental Association 250 21-25 CO. State Firefighters Assn. 500 July: 9-10 Rodeo Dance Local 15-18 Ricker Casting 150 24 Riverside Ballroom Dance Local 36- August: 6-7 EP Library Booksale Local 19-20 Rocky Mtn. Symposium on Hearing 140 22-25 CO. Telecommunications Assn. 150 September: 7-8 Beaver Conference 100 9-12 Scottish Festival Local 24-30 United Church of Christ 800 October: 2 Library Foundation Dinner Local 3-6 CO. Court Employees Assn. 200 8-9 CO. Municipal League 150 22-24 State Beauty Supply 500 30-31 Elk Festival Local November: 5-7 Family Life Conference #1 600 12-14 Family Life Conference #2 600 26-27 Holiday House Local 36- Estes Park Occupancy Report # Rooms # Room # Room Avg. Occupancy Average Rate Reporting Nights Nights Occupancy Variation Rate Variation Available Sold Jan. 1997 1088 33,744 5,632 16.7% (49.7% $68.88 (+) 11% 1998 1183 36,658 6,390 17.4% $76.46 Feb. 1997 1121 31,457 6,468 20% 0 $71.90 (+) 8% 1998 1183 33,124 6,739 20% $77.91 Mar. 1997 1121 35,096 7,335 21% 0 $73.89 (+)1% 1998 1184 36,704 7,773 21% $74.65 Apr. 1997 1243 37,200 8,623 23% (-) 2% $67.65 (-196% 1998 1243 37,145 8,098 21% $72.38 May 1997 1243 38,369 14,000 36.4% (+).4% $76.25 (+) 9.6% 1998 1245 38,413 14,164 36.8% $83.56 Jun. 1997 1243 37,200 25,706 69% (+) 6% $108.44 (+) 1% 1998 1245 37,177 27,898 75% $109.39 Jul. 1997 1248 37,493 32,3843 86% (49 4% $118.82 (-9 8% 1998 1241 38,480 34,851 90% $128.65 Aug. 1997 1250 38,595 31,541 81% 0 $116.51 (+) 8% 1998 1224 38,049 31,046 81% $126.18 Sep. 1997 1247 37,393 20,452 54% $92.00 1998 1169 35,036 19,797 56% (+) 2% $94.75 (+) 3% Oct. 1997 1247 38,369 12,966 34% $78.79 1998 1169 36,121 , 15,766 43% (+) 9% $92.85 (4918% Nov. 1997 1247 37,310 9,483 25.4% $73.10 1998 1218 36,409 9,859 27% (4-)2% $77.06 e.) 4% Dec. 1997 1192 36,743 6,801 18.5% $82.09 1998 1172 36,239 7304 20% (491.5% $80.27 0 2% YEAR END REPORT OCCUPANCY AVG. DAILY RATE Room Nights Available 1997 438,969 1997 $85.69 1998 439,555 1998 $91.17 Room Nights Sold 1997 181,391 1998 189,685 Variation (+) 6.4% Avg. Occupancy 1997 41.3% 1998 43.8% Variation (+) 1.8% 86-3 Estes Park Area Historical Museum 200 Fourth St. PO Box 1961 Estes Park, CO 80517 1999 Schedule of Exhibitions Collectors' Choice November 20, 1998 through April 4, 1999 For many animals collecting is an instinct. Squirrels gather nuts for winter and pack rats bring anything and everything back to their nests. Humans are certainly not exempt from this passion for collecting. The Estes Park Area Historical Museum's winter exhibit, Collectors' Choice, will explore the passion of the collector through the wacky, spectacular, and unusual collections of local residents. 1899: Preparingfor a New Century May 7, 1999 through October 31, 1999 What were Estes Park residents' lives like as they prepared for the 20th century? This exhibit will explore the everyday lives and real-life concerns o f local residents 100 years ago, comparing them with today's lifestyles and issues. Enos Mills and the American Conservation Movement, November 19, 1999 through April, 2000 Often considered the father of Rocky Mountain National Park, Enos Mills became a national figure in the American conservation movement. Trace the development of conservation ideals and their impact on Estes Park's development. Rocky Ridge Music Center, Then and Now July 10, 1998 through March 7, 1999 The Rocky Ridge Music Center, formerly the Hewes-Kirkwood Inn, has been central to the cultural and artistic life of the Estes Park region since its construction in 1907. This exhibit traces the development o f the historic property, located at the foot o f majestic Longs Peak, from homestead to historic inn to summer camp for talented musicians. Power! The Story of the Fall River Hydroelectric Plant March 19 through June 10,1999 An electrifying look at the origins bf power in Estes Park. In 1907, F. O. Stanley built the first hydroelectric power plant in Estes Park to provide power for the Stanley Hotel. The power plant has recently been listed on the National Register of Historic Places and will be restored as an interpretive center. Herb Migneo Retrospective July 2 through August 29, 1999 The Estes Park Area Historical Museum brings the work of renowned bronze sculptor and former Estes Park resident Herb Mignery to town for a retrospective exhibit. His sculpture often takes on ranching and pioneer themes. 46-1 Community Development Committee Museum Monthly Report January 28, 1999 Upcoming Programs February 6, 1-3 p.m. (drop in), at the Museum Valentines of Yeste,year Local collector Ellen Termin displays and discusses her extensive collection of antique valentines; free with Museum admission February 13, Estes Park High School Museum's annual Imagine This! booth for families on historic toys to make and try Conservation Project Support Grant Update With this federal grant we have purchased a museum:quality metal storage cabinet, two shelving units, and a garment rack. Jim O'Reilly Construction also built a storage unit for framed works of art. The piece is offtgassing in Police Department space until February, when it will be installed in the Museum. Additional storage furniture is on the way. Research Requests Our Museum web site (http://estes.on,line.com/epmuseum/) has had over 8000 hits since it was established in 1996. Much of the feedback we receive from the site is requests for information. Here are a few recent examples: From California: Do you have any technical books available that would enable the contruction of a replica Stanley Steamer? No location: I am a descendant ofJoel Estes, and I was wondering if you happened to have or know where I could find some information on his ancestry? From a sixth grade class in Michigan: We are working on a school project and hope that you can help us with information about a blizzard that occurred in Estes Park in March of 1886. Doyou have any data such as snowfall amounts, how the town "weathered" the storm or other information? From an Iowa group asking for information on our downtown histo~ic plaques: Thanks very much for the information on the plaques! The design committee of our Main Street Program, of which we are members, will be very pleased with this information. You are very kind to take the time to get the information for us. Also, we commend you on what you have done for Estes park, not only for the beauty of it but for the historical preservation aspect. AN -0 1999 Schedule of Programs and Events January 1 Museum closed. 23 Road Through the Colorado Plains: The Folklorist's View. Georgia Wier, folklorist for Northeastern Colorado, presents a slide program on the folk arts of Colorado. Free, no reservations required. 1 p.m. Hondius Room, Estes Park Public Library. February 6 Valentines of Yesteryear Ellen Termin shares her collection of antique valentines on a drop-in basis at the Museum. Gather ideas for making your own or peruse the sentiments of those before you. Free with regular admission, 1-3 p.m. 13 Imagine This! March 7 Free Day. Rocky Ridge, Then and Now exhibit closes at 5 p.m. 19 Opening reception for Power! The Story ofthe Fall River Hydroelectric Plant. Take a peek at the new exhibit and socialize from 5-6:30, enjoy presentations on the history of the power plant beginning at 6:30. Free, no reservations required. April 3 Tour of the Fall River Hydroelectric Plant. Closed for operation since the Lawn Lake Flood of 1982, this historic building provided Estes Park's first electrical power. Join Assistant Director of the Light and Power Department, Mike Mangelson, on a tour of the facility beginning at 1:00 p.m. 4 Free Day. Collectors ' Choice exhibit closes at 5 p.m. May 7 Opening reception for 1899: Preparing for a New Century Free, no reservations required, 5-7 p.m. 15 Prehistory for Kids workshop 8 Free Day to celebrate International Museum Day 22-23 Parade of Years automobile tour June 10 Power! The Story of the Fall River Hydroelectric Plant closes at 5 p.m. 28 Advisory Board tour of Bunce School Allenspark Historic Sites Tour Free, reservations required 586-6256. Limited to 14 participants. July EPAHM hosts ANFRM professionals meeting Opening reception for Herb Mignery exhibit. 24 Riverside Dance History Camp. Reservations required. August History Camp. Reservations required. Members-only tour of the Museum's upgraded storage facilities. September Power! The Story of the Fall River Hydroelectric Plant reopens Friends Annual Meeting October 9 Free Day. National Arts and Humanities Month National Open House. 42- 31 Free Day. 1899: Preparing for a New Century closes at 5 p.m. November 19 Enos Mills and the American Conservation Movement opening reception program on Enos Mills 25 Museum is closed for Thanksgiving. December Casey Hicks, Theodore Roosevelt Portrayalist 11-12 Holiday Open House. Refreshments and free admission. 24-25 Museum is closed. 4 CO *0 1- B 0- 0 - A EI @2 > 01 1 >19*2â‚¬*,~~- 0 Z 1% 0.4 t\ 00 Oh O ti - m o Ir; t- in r-~ 04 00 4 + r- 0 D 00 December 1998 51% . Estes Park i Colorado Percent of Goal m O of State u6!010:Il Z,66 I Â· 153 visitors %09 Attendance 21% 1994 - 1998 25% 1998 11,721 LZ,6'L t66I Â· 966I Â· 966I Â· - 4 1 1/ Â·n '.Â·i lili I I I *,4...ImmeÂ·<mo*t-,r-7-"Â·p".""'.,wwei:Â·#TÂ·f#nyf U.~.. . - 'V I 61,#WI#*vall#*<***4*4*%~}4%"6*#w#'*.~ .â€žCte -/....ND' L_-2 9 :E **1%*A 'Â·82 w-1///L \1 ) 00 /~M 4- I 1998 2000 /1997 1500 0 1996 El 1995 1 1994 ea ON ~ 00 as <nv nr nf e'Al dv e'Al ed er 3000 2500 1000 MEMORANDUM To: Honorable Mayor Dekker and Board of Trustees From: Betty Kilsdonk D ate: 1/19/99 SubjeCt: Request for pre-authorization to bid Background: The Museum was awarded a grant from the Institute of Museum and Library Services to upgrade collections storage. The Town of Estes Park matched these grant funds with funding for an HVAC system for the Museum. These 'funds ($25,000) are in the 1999 budget. The Museum requests permission to solicit bids. Budget/Cost: $25,000 Recommendation: (write as a motion) To authorize the Museum to solicit bids for the HVAC system as budgeted. 46- i Community Development Committee Senior Center Monthly Report January 28, 1999 Organizational In the first quarter, the Senior Board will become the Senior Advisory Board and a Friends Board will be established. This will be modeled after the Museum and Betty Kilsdonk will assist with the structuring. Holiday Season The new facility was beautifully decorated and very festive for the holidays. November and December were very busy months at the center. We hosted 114 guests for our Thanksgiving Feast and 121 for the Christmas Feast. Programs for both occasions were exceptional. We had FUN for the holidays! Meals For the calendar year 1998, the Center served a total of 7690 C-1 (congregate) meals and 5590 C-2 (Meals on Wheels) for a total of 13,280. This averages approximately 52 meals per day. Community Visibility We have been fortunate to have been given several opportunities for very positive visibility for our meals programs and activities. In October, there was a newspaper article about the Center and announcing the new director; in January, Ned Linegar and Jody Thompson were on the local radio show, Senior Focus; and most recently a letter to the editor was published, thanking the community for such wonderful support during the holidays. Additionally, we have updated and computerized the activities calendar which allows us to distribute current and accurate information to our customers, the radio station and the newspaper. The focus of all this was 1) All age groups are welcome to participate in activities and meals 2) We are working to increase activities and utilization of the Center. 59- I Activities/Users The Seniors have had two Bronco parties in January, attended by about 14 folks each time. A Super Bowl party will be held next Sunday at 4:00 p.m. We have had several recent inquiries from organizations interested in holding regular meetings at the Center, and Newcomers will do so beginning in February. We are supporting RSVP's VITA program (tax preparation for seniors and low- income families) by coordinating space requirements. Intergenerational projects are being addressed, such as the Youth Center working with the Seniors on the street sign project. Also underway is a small project with Youth Center teens assembling and installing dollies for the piano and organ. Funding The Senior Board decorated and donated a miniature Christmas tree for the Women's Club raffle at the Stanley Hotel. This raised $212. The tree was won by one of our seniors, Alda Whitehouse who, in turn, donated it to someone that she knew was in need. Notification was received in January from the Larimer County Office on Aging that $2,475 has been awarded to the Center to assist with operations in 1999, and $5,000 was awarded in Title 111 dollars. The United Way application has been received and is due on February 1, 1999. The Seniors continue fund-raising efforts with the sale of house number signs which supports the Town's, ordinance requiring such posting. Facilities By mutual agreement, RSVP has vacated their dedicated office at the Center allowing for much-needed utilization of this space by the Boards and the volunteers. The Seniors continue to add enhancements to the facility in furnishings and equipment. They are in the process of installing acoustical ceiling tile in the dining room and modifying the storage room to accommodate the ice machine. The much-needed and much-appreciated expansion of the Center's parking lot was done by the Town in January. The Seniors are very grateful. Sh-2 MEMORANDUM To: Community Development Committee From: Betty Kilsdonk Re: Special Transit Date: January 28, 1999 Special Transit is a private non-profit based in Boulder. They have been providing transportation services for 20 years and have contracts with every community in Boulder County. Currently they have a fleet of 25 vehicles and have conducted an estimated 80,000 passenger trips. The passenger fee is typically $1.50 per local one-way trip (more for longer distances), but it is income-based and many clients pay less. Special Transit earns income through traditional non-profit fundraising, and through running the HOP shuttle and Access-A-Ride in Boulder. They receive Section 5311 federal funding through the Colorado Department of Transportation (CDOT). Special Transit will receive $20,000 in additional federal funds to provide rural transportation services in 1999. They would like to use some of the funds to provide services in Estes Park. Attached is a letter from Steve Blacksher, Community Outreach Coordinator for Special Transit, outlining their proposal. As stated in the letter, the 5311 funds require a 50% match from the recipients, which would be split between Special Transit and the Town of Estes Park. Their initial proposal of twice a week service for one year would cost $29,000. Federal dollars would fund $14,500 ofthe cost. The Town of Estes Park and Special Transit would each be responsible for $7,250. At our request, Steve provided results of Special Transit's 1998 rider survey demonstrating a high degree of customer satisfaction with their service. Prior to developing the service plan for Estes Park (and obtaining a financial commitment from the Town), Special Transit would like to hold a community meeting to obtain more information on local need. At this time, they are not asking for a financial commitment. They would like an indication of our interest in pursuing this program with them, as manifested through our support of the community meeting. 56-1 A participating United Way agency. ~~ Special Transit December 14,1998 Jody Thompson Betty Kilsdonk Estes Park Senior Center 220 4th Street Estes Park, Colorado 80517 Dear Jody and Betty, Thank you again for meeting with me recently to discuss possible transportation services for the residents of Estes Park. It has taken me several weeks to gather the additional information necessary to determine how Special Transit can receive additional federal transit funding to serve Larimer County residents. As I mentioned to you, the plan would be for Special Transit to receive additional Section 5311 funding, administered through the Colorado Department of Transportation (CDOT), designated for transit to rural residents. The 5311 monies are provided contingent upon a 50/50 match from the recipients. Speaking with representatives from CDOT, I have learned that it would be necessary for us to do an amendment to our Transit Development Plan (TDP) in order to provide service to Estes Park. Before I begin the process of officially amending our TDP, it will be necessary to meet again with representatives from Larimer County transit providers to insure that no other agency has intentions ofproviding service to Estes Park residents. While I am not sure exactly how long the whole process of amending the TDP would take, I would expect that we could be ready to provide service by mid-year 1999, if the Town was committed to establishing a partnership with Special Transit. As we discussed at our meeting, it would be important to have a community meeting of transit interested residents before designing any transit service. It would also be ofvalue to do a survey o f residents to determine who might use the service if it were available. Based on the 1990 census (within the Estes Town limits only), there were 732 Estes Park residents over the age of 65 years old, including 302 people over the age of 75 years. By comparison, the Town ofNederland has a current population of only 1365 total residents. And we are currently providing over 2100 passenger trips a year to their residents (primarily seniors) with 2 days of service per week. 4880 Pearl Street â€¢ Boulder, Colorado 80301 â€¢ (303) 447-2848 â€¢ FAX (303) 447-0686 56 Â«93' 4.-f.-- 424 A The type of service I was envisioning for your community would be one 12-14 passenger, lift-equipped vehicle providing service from 8:00 a.m. to 4:00 p.m., twice a week. Residents could use the service for any local shopping, medical appointments, visits to the Senior Center, etc. Occasionally the bus would be scheduled to take passengers to Longmont or Boulder to access services i.e. medical specialists etc, that are unavailable in the Estes Valley. Our operating costs to provide a vehicle and driver is $35 per hour, or $14,500 to provide one vehicle for one 8 hour day per week, for 52 weeks. Two days o f service for a full year would cost us $29,000 to provide. Section 5311 monies could provide 50% of the funding for the service, leaving us with a $14,500 matching requirement. If Special Transit and the Town of Estes Park split the match amount, it would cost the Town $7,250 per year to receive $29,000 worth of transit services. To receive information on services we are currently providing in rural communities in Boulder County, please contact the following people: â€¢ Town ofNederland, Aging Services Resource Specialist, Ellen Trujillo, 303 258- 3068 â€¢ Allenspark, Aging Services Resource Specialist, Peggy Mills, 303 747-2592 â€¢ Lyons, Aging Services Resource Specialist, Marie McCurry, 303 823-9016 â€¢ Lafayette, Aging Services Resource Specialist, Lorna Maddux, 303 665-9052 â€¢ Niwot, Aging Services Resource Specialist, Chris Kanowitz, 303 652-3850 I have enclosed a copy of our most recent Ridership Survey results. I will contact you after the first of the year to discuss our direction from here. HAPPY HOLIDAYS. Sincerely, st-_ (5 16 Steve Blacksher Community Outreach Coordinator 56-3 SPECIAL EVENTS EVALUATION 1998 CHRISTMAS PARADE DATE: November 27 NO. OF YEARS: 10 NO. OF DAYS: 1 MANAGEMENT: Connie Boschen - Contract Special Events Department - Support PURPOSE: Provide entertainment to bring visitors and shoppers to Estes Park for several day stay. ACTIVITIES: "Come Catch The Glow" Parade, visits with Santa Claus, animal characters, hayrides, pony rides ADVERTISING: Local newspaper, local radio, frontrange and Denver newspapers SPECTATORS: 20 % Local 65 % Colorado 15 % Out-of-State 1992 1993 1994 1995 1996 1997 1998 NO. SPECTATORS: 22M 15M 28M 29M 22M 27M 29+M TRAFFIC COUNT US34 6,616 4,365 8,626 9,656 6,870 7,934 TOWN EXPENSES - 36,152 31,787 33,541 31,713 31,140 32,238 TOWN REVENUE (Revenue reflected through Sales Tax) GROWTH POTENTIAL: Crowd count was up. The weather all day long was the best ever - no wind, snow or rain and warm. COMMENTS: The parade was the best yet. We were all happy with the crowd numbers and police did an excellent job with traffic. The drivers and volunteers all did a great job getting the parade down the street. Many merchants had their best sales day ever! Day time activities continue to be successful and necessary. 61- I SPECIAL EVENTS EVALUATION 1998 CELEBRATE ESTES DATE: November 28 & 29, December 5&6 NO. OF YEARS: 2 NO. OF DAYS: 4 MANAGEMENT: Town of Estes Park, Chamber Resort Association & Business Advocates PURPOSE: Generate weekend business and stayovers ACTIVITIES: Choirs, horse drawn carriages and hay wagons, pony rides, characters, music, Bruiser and Santa ADVERTISING: Local, frontrange and Denver newspapers ATTENDEES: 15% Local 70% Colorado 15% Out-of-State 1997 1998 1999 2000 NO. ATTENDEES 1,500 4,000 TRAFFIC COUNT US34 TOWN EXPENSES - not incl ad TOWN REVENUE - sales tax only GROWTH POTENTIAL: Event has potential to grow over the next few years and we would hope to get around 10,000 by 1999. COMMENTS: Weather was perfect the first weekend and cold and snowy the second weekend. A survey was sent to the business and these have not been tallied as yet. Verbal statements indicate that the merchants would like to go back to just one weekend and not the Thanksgiving weekend. Business monetary support was down from 1997. We did a better job with the traffic flow, general visability, signage, advertising, packaging and attractions, however, need to continue working on all of these. Committee will be meeting in February to determine the avenue to follow for the 1999 event. It is a good event, just needs some adjustments. 64 -2 5 03*sÂ»3,a-k Thank you for selecting the STANLEY PARK FAIRGROUNDS for your event. The Town of Estes Park was delighted to host your group and looks forward to serving you again. In order to improve our service and facility, we would appreciate having you take a moment to fill out this form with your comments. ORGANIZATION NAME: DATE OF EVENT: Please Check One Excellent Average Fair Poor FACILITY Grandstand \ Arenas Stalls - East L Â«Ch \ West Community Building 113\EX 1 Restrooms & Showers \ via Â£ RV Area 1 Sound System \ Meeting Room 1 Ye\O# 1 Barn W (if not used with stalls) Parking \ Fle A Staff - Quality of Service CONCESSION STAND Quality of Food \Fo\EX 1 . \ Quality of Service 2- \ \ Will you hold this event next year? UP 4 - 5 Where will you hold the event? 9 *dk e A - 0 - I.Â»hke--8 -Â· \ - BAJL - Q Will you consider Estes Park? Comments: Gb-1 51,?ctlr]-ecd/4-ak - C .142-JJ 1 comments. SE- â‚¬6oorl -1-he. 'F:~An.~4- OK-\-1â‚¬Vv~eJU 1 hol -PRQ- I 970/586-6104 Post Office Box 1967 Estes Park, CO 80517 Comments: aâ‚¬ dry - k AL a_, /2*46625 >4>M- Flicat lAu q* 4 9 Â»c k ./ 70/586-6104 Post Office Box 1967 Estes Park, CO 80517 --- n Comments : 1-An.2, 321.-- .-440 4-rd. ,?9~<:0-AÂ»u,di /2-Al/Curn t Cll~--2- In /4 464Â¥ CLUM: 4423- -1-kkE, 4-*yn-Â£ i..,12At -AIRTro i V 4 4~rf~' & C/<0/44 (:ten) 161 JUV-41~,Rk-g) 06 te-uu~â‚¬Q_ A-f ..~~Â·14412, ,vt,4 06 ~3-~LO'UU-~4 U <-2~ AA t/,ktL '49/4- Â£51-A-Â£Â·-s - -'~'CLitt,%~/ ~* *~>'PY Ojt~ ~'- ~~ 0/586-6104 4,- ,</AZZ.6( - 0 d Postaffice BÂ« 1907 Estes Park, CO 80517 20/9. 2 1 1 ..4Â·. ..Al U Z -9,7 Ajr 41 ), -3 Will you CO n S 1Ue I. C. 0 U= u - --'-. Comments : 5-TA f=f: C.OU-LE) Al 1T 5 6 5â‚¬1-TEÂ·B- 0/2, ~utÂ©4â‚¬, AeLFALL . Fo-27-7AIG--#_422875- -Gon o. 'PA Sq En-eM -6 9IALLS C M ote B,66â‚¬: L 0 Â£) ES ~ 4 12â‚¬ 00 E G-12-eft--FlEST- 7â‚¬050EMS . 70/586-6104 Post Office Box 1967 Estes Park, CO 80517 LoÂ»a,~eak, Thank you for selecting THE TOWN OF ESTES PARK for your event. The Town of Estes Park was delighted to host your group and looks forward to serving you again. In order to improve our service and accommodations, we would appreciate having you take a moment to fill out this form with your comments. ORGANIZATION NAME: DATE OF EVENT: Please Check One Excellent Average Fair Poor FACILITY Bond Park Q Riverside Plaza Other - Town Staff - Quality of Service \ Will you hold this event next year? 1- Â»th Where will you hold the event? 6 - 3 11~2k QbCÂ»X- Will you consider Estes Park? 1 - cj.<3 Â· Comments: 46-. Comments: 'r,41.81.2. P.utL GdoÂ»Â»--u .Q ju ..tu-#LIL ,<p-Â«j WAkAÂ£~ UU 4 .nn.<611& 1-&2 +53LdiL ./alt.eo a.Â»t-4 .op.LWL#.0-9 66Â£4 /Uu n, 0 j1 A-u_*Aae-413 m\ 9 a ,â„¢ n 0,5 0\* 6-4' 2 0 4 0121 // 4.Aj /1 0 A,UU. (bovrp vm/,3 *+FF/Buu_ 4- 9 dÂ«U>:ituju .O,0*1+ Br* . 970/586-6104 Post Office Box 1967 Estes Park, CO 80517 46- AGREEMENT THIS AGREEMENT, made this / 74* day of Roveni62.r, 19 95, by and between the TOWN OF ESTES PARK, COLORADO, (the "Town") a Municipal Corporation, as party of the second part, anddlln:c~ Aral.k.r /Qrsâ‚¬ 8/~,las party of the second part, WITNESSETH: WHEREAS, the second party desires to hold a horse show or shows at the Estes Park Fairgrounds at Stanley Park, (hereinafter referred to as Stanley Park), Estes Park, Colorado and make contractual agreements for the use of the facilities at Stanley Park and services to be furnished by first party in connection with the use of said facilities, NOW IT IS AGREED AS FOLLOWS: 1. The second party shall hold horse shows or halter classes on the following date or dates: 1999 0000 burriNG JUG,2?01.6,r,~U 11 l Iclk e .234 4-41.6 iv l Show lÂ£ C Y 41--3 - 7 L 19 2-3-9 2. First party agrees to furnish to second party all available stalls and exhibition space for animals at Stanley Park,as herein provided. First party will not furnish any feed or straw for any of the animals and no cleaning of the stalls except as herein provided. Gc- 1 LETTER OF UNDERSTANDING The following shall serve as the understanding between the Town of Estes Park, hereafter referred to as "Town", and Connie Boschen d/b/a Connie's Cartoons, hereafter referred to as "Coordinator", regarding coordination of the 1999 Christmas Parade, hereafter referred to as "the Parade" or "the Event". 1. The Town will pay $11,000 to Coordinator in return for services as Christmas Parade Coordinator for 1999. , 2. It is understood that the services to be rendered by Coordinator include coordinating the efforts of the various entitles and individuals; administering the contracting for services, equipment and personnel; submitting invoices for same; planning the general character and presentation of the Parade; directing the general character and presentation of the Parade; directing its formation; and causing it to be presented at the appointed time. The appointed time is agreed to be approximately dusk on the evening of Friday, November 26, 1999. Coordinator shall not be responsible for acts of God and conditions beyond the control of Coordinator, which may delay, postpone or cause cancellation of the Parade. 3. Town agrees that Coordinator shall have option to coordinate Christmas Parades, or such similar activities and celebrations as may replace the Christmas Parade, in 2000 and 2001, subject to the Town and Coordinator agreeing on the terms and conditions of the coordination of those events. 4. It is understood'that the proposed budget to be submitted by the Coordinator on or about April 1, 1999, will be tentative in nature, and that amounts associated with specific line items may be substantially adjusted. However, the Coordinator will not contract for rentals, materials, or services in amounts totalling more than $2,500, without the express written authorization of Town. The $2,500 is in addition to and separate from the above- referenced $11,000 for service. 5. It is understood and agreed that the $2,500 budget is essentially for items associated with mounting of the Parade. This includes such items as lights, generators, sound systems, stages, decorations, sanitary equipment, decorations for street and stages, and rental of costumes and props. It is understood and agreed the $2,500 is insufficient to provide for the construction and presentation of floats and characters associated Gc-2 AGREEMENT THIS AGREEMENT, made and entered into this day of , 1999, by and between the TOWN OF ESTES PARK, a Colorado Municipal Corporation, hereinafter referred to as ("Town") and the Estes Valley Recreation and Park District, a Colorado Special District, hereinafter referred to as ("The District"). WITNESSETH: 1. Town shall provide to the District approximately one-third of Barn W located at Stanley Park for the purpose of in-line hockey games for the District. The use of Barn W shall be from approximately mid January 1999 through April of 1999. The frequency of use shall be two (2) to three (3) times per week. The District shall pay to the .Town Ten and 00/100 Dollars ($10.00) per use for Barn W. Said sum shall be payable upon receipt by the District of an invoice from the Town. 2. The District agrees to provide a floor to ceiling net around the playing area to prevent damage by flying pucks to walls and other property located in Barn W including, but not limited to, the RV storage in Barn W. This net will be placed by the District prior to the beginning of any use of Barn W for in-line skating and removed at the end of the District's use of Barn W. The District will be solely responsible for the operation of the in-line skating program. Said responsibility shall include, but not be limited to, direct supervision at all times by the District of the program, supervision over parking, participants and spectators, security for all property located in Barn W during the use of Barn W by the District and safety for all participants and spectators in the line-line skating program. 3. The town shall provide lights in Barn W for the program. 4. The Town will not provide snowplowing from the general parking area to Barn W. However, the District may plow that area in its , discretion. 5. The Town shall have the overall authority, control and supervision of Stanley Park, except for the in-line skating program, as hereinabove provided, which shall be under the sole supervision, control and responsibility of the District. 6. District shall provide comprehensive general liability insurance with minimum policy limits of One Million and 00/100 Dollars ($1,000,000.00) for each occurrence and One Million and 00/100 Dollars ($1,000,000.00) 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 contractual employee's acts, contractual and independent contractors). The Town shall be named as an additional insured on this policy. -3 4c TOWN OF ESTES PARK Office Memorandum To: Community Development Committee From: Rich Widm r:A- Town Administ~or Date: January 26099 Re: Stanley Park Multi-Use Field BACKGROUND: The 1999 budget includes the construction of a Multi-use field at Stanley Park. The concept is that a large irrigated grass field would be useful for special events and community activities, including soccer. Staff was directed during the budget process to explore the idea with the Estes Valley Recreation and Park District and bring a draft Intergovernmental Agreement to the committee prior to being authorized to design and bid the field construction. A draft IGA is attached. Also attached is a site map showing the approximate location of the proposed field. This location has been reviewed with Dr. Durward, as well as the EVRPD and is acceptable to both. The Master Plan for Stanley Park, which will be available at the meeting, showed proposed parking and landscaped berms in this area. What is proposed is an irrigated, turfed area approximately 85 yards wide x 120 yards long to accommodate a soccer field sized for high school use. If the field is located as shown on the attached site plan, impact on the RV camping area will be a maximum of six spaces on the northwest end of the camping area. Detailed survey work may prove the impact on the spaces to be less than six. BUDGET/COST: The field is budgeted in the 1999 budget at $110,000. RECOMMENDATION: Staff recommends the Committee authorize survey work, design and bid of the multi-use field, with bids to be returned to the committee for action prior to construction. 6d1 -- / - --- 7-hx--.--E i r---- 1 14 A L.-1-GED N 1 / - 1 - ; Ill 1 ,1 --a j di //5 yo 1 / 1 l., f,* / 'U''ra 3?Â·4 + '' â€¢ CA e 0 - . Vff I i 2,/ e. _f& 1, c x . \ C 1 1 C CIO \ -1 1 i- -0000000- +L34,A*262_ _70%*-_44Â¢E_ D -1// // -X '9~ 147,0Â£ LTRASS NANDSCAPE--1 , ~ jacu#,77 /Qwca -f' *,0 -. --4 -aL \ -9 14\0 --- -/ - \NEHICLE 4-ties) GATEJ h 7 FIELD r~'5114: - eDi,\ + 'Art X.\ + '-6-U . 11 L F<JUL J 04 X 6-59 0 ill *l 40 \Cl-1 f li l\~ X~ lk 1 111 -Ni *g V.\7/ A i\-94\ * 93 9%4// //6 ARENA />4 -\444/ j )33/ h/53X , 1 Â»6 2 EAFF A/ff INTERGOVERNMENTAL AGREEMENT THIS AGREEMENT, effective this day of , 1999, between the TOWN OF ESTES PARK, COLORADO ("the Town") and the ESTES VALLEY RECREATION AND PARK DISTRICT ("EVRPD"). WHEREAS, the Town is owner of certain real property within the Town o f Estes Park commonly known as Stanley Park; and WHEREAS, the terms and conditions of the grant of the property to the Town allow the Town to use said premises as recreation grounds, construct improvements thereon, and charge such rental as is proper for the use thereof; and WHEREAS, EVRPD is a Colorado Special District, one of whose purposes is to provide recreational activities for its constituents; and WHEREAS, there is property available in the Northeast corner of Stanley Park for recreational activities; and WHEREAS, the Town and EVRPD have determined that sid property is an appropriate location for a multi-use, outdoor sport field ("the field"); and WHEREAS, the parties have determined that the Town shall construct the field and EVRPD shall maintain and operate the same after construction according to the terms and conditions of this Intergovernmental Agreement, and WHEREAS, pursuant to Section 29-1-203 C.R.S. the Town and EVRPD have the statutory authority to enter into this Intergovernmental Agreement for the purpose of construction, operation and maintenance of the field on a portion of Stanley Park.; and WHEREAS, pursuant to the applicable statutes of the State of Colorado, the parties hereto are authorized to enter into this Intergovernmental Agreement. NOW, THEREFORE, IN CONSIDERATION OF THE ABOVE AND THE COVENANTS AND CONDITIONS CONTAINED HEREIN, THE PARTIES AGREE AS FOLLOWS: 1. PROPERTY. The field shall be built on the portion of Stanley Park as more specifically depicted on Exhibit A attached hereto and incorporated herein by reference. 2. TOWN RESPONSIBILITIES. The Town shall be responsible for the following activities with regard to the field: ual, -3 a. The Town shall construct the field in accordance with plans and specifications prepared by the Town. The Town shall be the contracting party for all construction. b. The Town will provide water for irrigation of the field. 3. EVRPD RESPONSIBILITIES. EVRPD shall be responsible for the following activities with regard to the field. a. EVRPD shall review the design and construction documents prepared by the Town for the field prior to bidding of the project. b. Upon completion of the field, EVRPD will provide normal maintenance of the field including but not limited to grass cutting, fertilization, aeration, overseeding, and irrigation. 4. IRRIGATION SYSTEM. The parties will explore the possibility of extending the present EVRPD watering system from the Stanley Park ball fields to the field. The Town shall hire an irrigation design specialist to review the feasibility of said extension and design the irrigation system. In the event the present existing system is not capable of efficiently serving the field, the Town shall design a new system for the field. In the event that the Stanley Park ball fields are damaged by extension of the present system or construction of the new system, the Town shall restore the ball fields to their original condition. 5. SCHEDULING OF EVENTS. The Town shall schedule and have first priority for events for the field. The Town shall provide EVRPD with at least 45 days notice of the scheduling of any event. EVRPD may schedule any other event through the Town at any other time the Town has not scheduled use of the field. 6. DAMAGE TO THE FIELD. Any damage to the field, excluding normal wear and tear, shall be the responsibility of,the party whose event caused the damage. The field shall be repaired as soon as possible after the damage. In the event tile Town is responsible for the damage, the Town may request that EVRPD repair the damage and pay EVRPD for sid work. 7. EVENT MANAGEMENT AND SECURITY. Each party shall be responsible for trash removal, access road maintenance, snow removal, porta-potty availability and maintenance for its own events. Each party shall be responsible for security at its own events including securing the gate after the event. 8. INSURANCE. To the fullest extent permitted by law, each party agrees to indemnify and hold harmless the other party, its officer, employees, agents, volunteers, and self-insurance pool from and against allliability, claims and demands oil the account of any injury, loss or damage which arise out of or are connected with the use of the field by each party and/or use of the field for each party's events, if such injury, loss or damage, or any portion thereof, is caused by or claimed to be caused by the act, omission or other fault of the party or any 2 44-& officer, employee or agent of the party, or any person and/or entity who is associated with an event scheduled by the party. The indemnifying party shall investigate, handle, respond to, and provide defense for and defend against any such liability, claims, demands, and bear all other costs and expenses related thereto including court costs and attorneys fees. This indemnification obligation shall not be construed to extend to any injury, loss, or damage which is caused by the act, omission or other act of the other party. 9. TERM. This Agreement shall remain in force and effect until December 31, 2000. Thereafter, it shall be automatically renewed for successive one year terms unless, at least ninety days prior to its scheduled expiration, either party should notify the other party o f its decision that the Agreement not be renewed. In the event of non-renewal, the Agreement shall automatically terminate on December 31St of that year. 10. BUDGETING. The parties agree that they have budgeted sufficient funds for the year, 1999 in order to carry out their various responsibilities according to the terms and conditions of this Agreement. 11. ENFORCEMENT. This Agreement shall be binding upon the parties and that upon default of any provision o f this Agreement, the non-defaulting party shall be entitled to specifically enforce this Agreement. Venue for any court action shall be the District Court, Larimer County, Colorado. 12. AMENDMENT. This Agreement may be amended in writing at any time by mutual agreement of the parties. 13. NOTICE. All notices, demands or other documents required or desired to be given, made or sent 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 as follows: Town of Estes Park EVRPD Attn: Town Administrator Attn: Executive Director P.O. Box 1200 690 Big Thompson Avenue Estes Park, Colorado 80517 Estes Park, CO 80517 14. GOVERNMENTAL IMMUNITY. The parties agree and understand that both parties are relying on and do not waive, by any provisions of this Agreement, the monetary limitations or terms ($150,000 per person and $600,000 per occurrence) or any other rights, immunities, or 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 parties or any of their officer, agents or employees. 15. CURRENT YEAR OBLIGATIONS. The parties acknowledge and agree that any payments provided for hereunder or requirements for future appropriations shall constitute only currently budgeted expenditures of the parties. The parties' obligations under this Agreement are subject to each individual party's annual right to budget and appropriate the 3 44-6 sums necessary to provide the services set forth herein. No provisions of this Agreement shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond the then current fiscal year of each individual party. No provision of this Agreement shall be construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other financial obligation of either or both parties within the meaning of any constitutional or statutory debt limitation. This Agreement shall not directly or indirectly obligate either party to make any payments beyond those appropriated for each party's then current fiscal year. No provisions of this Agreement shall be construed to pledge or create a lien on any class or source of either parties monies, nor shall any provision of this Agreement restrict the future issuance of each parties' bonds or any obligations payable from any class or source of each individual party's money. 16. NOTICE OF DEFAULT. In the event of default by either party in the terms and conditions hereof, 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 10 day period, the non- defaulting party shall be entitled to file an action for specific performance and/or all damages incurred by reason of said default. Damages shall include all reasonable attorneys' fees and court costs incurred by the non-defaulting party. ATTEST: TOWN OF ESTES PARK Town Clerk Mayor ATTEST: ESTES VALLEY RECREATION AND PARK DISTRICT President 4 64-Â£