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PACKET Community Development 2000-07-27
5 ·.·-1 9 Prepared: June 19, 2000 Revised: June 24,2000 AGENDA Town of Estes Park - Community Development Committee Thursday, July 27,2000 8:00 a.m. 1. SPECIAL EVENTS A. GoCo Grant Results - Multi-Use Field B. Discussion on Bond Park Usage C. Event E9aluations on: 1. Minidture Horse Show 2. Arabihn Horse Show 3. Lipizzaner Horse show 4. Rooftop Rodeo D. Scottish Festival Street Closure Request 2. COMMUNITY DEVELOPMENT A. Monthly Report 3. MARKETING A. Conference Center Report 4. SENIOR CENTER A. Monthly Report B. Senior Center, Inc. Strategic Plan 5. MUSEUM A. Feasibility Study Update B. Hallett House Roof Project C. Monthly Report The Community Development Committee reserves the right to consider other appropriate items not available at the time Agenda was prepared. -4/ -- W. , 1 . GREAT OUTDOORS COLORADO May 25,2000 Linda Hinze Special Events Director Town of Estes Park P.O. Box 1200 Estes Park, CO 80517 Via Facsimile and Mail Fax Number: (970) 586-3661 Dear Ms. Hinze: Thank you for submitting a grant request to the State Board of the Great Outdoors Colorado Trust Fund. On May 25,2000, the Board approved $1,161,063 in grants for 18 local government parks, outdoor recreation and environmental education facility grant projects. I regret to inform you that your project, Stanley Park Multi-Purpose Sporting and Soccer Field Project, was not selected for funding at this time. The Board was pleased both by the quantity and quality of responses to our request for grant proposals. Project sponsors requested more than $8.5 million for 87 projects. Staff will forward detailed information describing your project's score and comments on the application within the next month. There will be another Opportunity to apply for grant funding later this year. Questions should be directed to Abigail Aukema, Program Assistant, or me at (303) 863-7522. Sincere~ o 9.Af *U·~-p Wally Piccone Senior Program Manager STATE BOARD OF TWE GREAT OUTDOORS COLONADO TRUST FUND 1600 BROADWAY • SUITE 1650 • DENvER, CO 80202 TELEPHONE 303-863-7522 • FACSIMILE 303-863-7517 E-MAIL: infofigoco.orR ** TOTAL PAGE.01 ** J , .T Bond Park Usage Richard Wood has presented in writing and verbally to the Board of Trustees his concerns over the usage of Bond Park. Concerns stated are summarized as follows: 1. Would like a reevaluation oftlie Town's policy in sanctioning events at Bond Park and Riverside Plaza. 2. Feels several events are too high-density for location. 3. Would like to see limitation in vendor numbers. a. creates parking violations b. vendors take shopper parking spaces c. loading and unloading congestion 4. Questions events on holiday weekends which he feels are already busy. 5. Wants to protect the grass. 6. Sound levels at music festivals are usually too high for surrounding area. Currently: All o f the current arts and crafts shows have policies for their vendors concerning parking. Some are better than others in policing their vendors. The park policy can certainly address this matter and hold the organizers more responsible. There are currently four large events which have vendors, two are on holiday weeks, two in the Spring, two in the Fall. Two of these events have been in Bond Park for over 20 years. Sound levels are difficult - you can sit in Bond Park or River Side and visit with the person next to you, yet the sound seems to travel beyond at a louder level. We have only two events which use large sound systems - Jazz Fest and Autumn Gold. Other musical entertainment uses smaller sound systems - most of these are traveling youth groups and no concerns have been brought to my attention on this type. TOWN OF ESTES PARK ~~2#%54... 64~~~~ 4/-:I -2-*» 0149 ,«h. ,/4 3198~0. />e==L ..,-aer 2>'-:1/--"WiN'*23~i~ Special Events Department P Estes Park Fairgrounds /9 Thank you for selecting the STANLEY PARK FAIRGROUNDS for your event. The Town of Estes Park was pleased to host your group. 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: 6,11 I 80 l<, A 01-L INA - dw 447€i (U> DATE OF EVENT: (Ajal - 29 MO Please Check One Excellent Average Fair Poor FACILITY J Grandstand Arenas --- Stalls - East / West Community Building Restrooms & Showers RV Area Sound System Meeting Room Barn W (if not used with stalls) Parking Staff - Quality of Service t~ CONCESSION STAND Quality of Food ...+ Quality of Service .-I Will you hold this event next year? (#,0 A- Where will you hold the event? ~ Cljpk-g Will you consider Estes Park? Comments: Phone: 970/586-5331 Fax: 970/586-3661 Post Office Box 1967 Estes Park, CO 80517 13 \1\ j C. 1 SPECIAL EVENTS EVALUATION 2000 MINIATURE HORSE SHOW DATE: June 21-15 NO. OF YEARS: 16 NO. OF DAYS: 6 on grounds MANAGEMENT: Rocky Mountain Miniature Horse Association PURPOSE: Education and promotion of miniature horses ACTIVITIES: Halter and performance classes ADVERTISING: Local newspaper, Estes Park event calendar and trade magazines EXHIBITORS: 0% Local 40 % Colorado 60% Out-of-State 1992 1993 1994 1995 1996 1997 1998 1999 2000 NO. ATTENDEES 800 800 600 600 500 400 400 500 400 NO. EXHIBITORS 540 600 450 400 380 220 230 280 230 NO. ANIMALS 160 200 192 152 136 76 105 138 106 RENTAL INC. /ARENAS 750 750 750 750 750 750 750 600 940 /STALLS 3,671 4,674 4,406 4,107 4,872 2,444 3,103 4,424 4650 TOWN EXPENSES 7,947 9,230 8,873 12,026 13,602 14,072 12,858 12,342 TOWN REVENUE 6,465 8,016 7,151 6,871 8,326 4,872 5,402 6,768 7034 GROWTH POTENTIAL: Horse numbers were down this year. Their exhibitor numbers depend on their own advertising. COMMENTS: Effortless show to have on the grounds for staff. They have asked to return in 2001. 1 . ,1 SPECIAL EVENTS9EVALUATION 2000 ARABIAN HORSE SHOW DATES: June 27,28,29 (Cutting Show) July 2-4 (Arabian Show) NO. OF YEARS: 52 NO. OF DAYS: 7 MANAGEMENT: Colorado Arabian Horse Association purpose: Education and promotion of Arabian horses ACTIVITIES: Halter and performance classes ADVERTISING: Local newspaper and Estes Park Events Calendar. SPECTATORS: 0% Local 70% Colorado 30% Out-of-State 1993 1994 1995 1996 1997 1998 1999 2000 NO. SPECTATORS 2,000 3,000 2,000 1,500 1,200 1,400 1,100* 900 NO. EXHIBITORS 1,000 1,100 600 420 450 450 350 270 NO.. ANIMALS 280 220 220 140 230 230 170 135 RENTAL - ARENAS 1,350 1,075 1,075 1,000 1,085 710 1,155 1,615 STALLS 7,265 5,952 5,923 3,814 7,569 5,711 7,290 6,937 TOWN EXPENSES - 18.2 17.8 18.1 17.3 24.5 22.2 23.0 TOWN REVENUE - 12.6 11.4 12.0 8.5 14.9 13.7 13.8 12.4 GROWTH POTENTIAL: Getting smaller every year. Reduction due to the Arabian Association's changes in earning points for Regional Shows. Exhibitors don't have to go to as many shows to quality for Regionals. They also changed the Regional's dates. Comments: Arabians have asked for another year's contract. 4, r TOWN OF ESTES PARK 429.54*isj „,d.,= ems ~,--,-,-:ccze#r -/«21*5125 JQ; bzTG/~w' 03~ 3>«-~---"%©*3322=*2~*i~ Special Events Department Estes Park Fairgrounds _2¥4137,'b Thank you for selecting the STANLEY PARK FAIRGROUNDS for your event. The Town of Estes Park was pleased to host your group. 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: CA H d Estes 612,r k A rAL , Cvl /1 6-¥ Se Uk 0.10 DATE OF EVENT: 31 17 2 - 4 wooD Please Check One Excellent Average Fair Poor .-irAL-4.4.1TSE 7.Grandstand Y .Arenas N Stalls - East X West X Community Building .Y Restrooms & Showers X RN Area X Sound System k Mee ting Room 1, 0-1- Barn W (if not used with stalls) Parkihg Staff - Quality of Service q CONCESSION STAND Quality of Food X Quality c;f Service 34 47¥€.47 40021 Viil you hold this event next year? ves J Where will you hold the event? ,ES tD M th, 49= 'r k Will you consider Estes Park? ves I t Comments: SouiD sys.le.1 ar-eal' 7 1,-v,/pro u.05 OU-er kit ve€r- J V 34-4 -9-F is G , eect- - Phone: 970/586-5331 Fax: 970/586-3661 Post Office Box 1967 Estes Park, CO 80517 1 , b SPECIAL EVENTS EVALUATION 2000 LIPIZZANER STALLIONS DATE: July 6&7 NO. OF YEARS: 1 NO. OF DAYS: 2 MANAGEMENT: White Stallion Production, Florida PURPOSE: Provide entertainment to the community and visitors. ACTIVITIES: Two shows ADVERTISING: Local newspaper & radio, frontrange ATTENDEES: 40% Local 60% Colorado 0% Out-of-State 2000 Attendance 2,300 TRAFFIC COUNT US34 TOWN EXPENSES - Minimal Staff - TOWN REVENUE $1,700 COMMENTS: An easy event to have on the grounds. Cleaning of the grandstands and ground prep were the only requirements from staff. They had good crowds and many were from the frontrange. Most of our calls were from Boulder, Longmont and Greeley. ...They provided an excellent show and were easy to work with. 1 SPECIAL EVENTS EVALUATION 2000 ROOFTOP RODEO DATE: July 11-16 NO. OF YEARS: 74 NO. OF DAYS: 6 MANAGEMENT: Special Events Department & Rooftop Rodeo Committee PURPOSE: Provide western entertainment for tourists and bring in additional visitors to Estes Park. ACTIVITIES: Rodeos, parade, dance. ADVERTISING: Local newspapers, front range newspapers, local and two front range radio stations, posters, rack cards SPECTATORS: 17% Local 33% Colorado 50% Out-of-State 1993 1994 1995 1996 1997 1998 1999 2000 RODEO SPECTATORS 5,673 6,928 6,857 7,003 6,598 7,579 7,547 7,907 CONCERT-GOERS 1,859 848 0 0 0 0 0 0 TOWN EXPENSES - 120M 124.3 120.5 98M 110.5 117M 22.8 TOWN REVENUE - 90.8 84.3 89.1 75.9 76.1 82.9 91.8 VOLUNTEER HOURS - 936 1,200 1,200 1,200 1,000 1,000 GROWTH POTENTIAL: Attendance was up to an all time high of 7,907 for the six performances. Tuesday night was the largest with Saturday night being a disappointment - down probably because of the threat of rain about 6 pm. We are evening out the attendance per night, which is good for the crowd and rodeo. COMMENTS: Rodeo was excellent. Cowboys numbered close to 545. This was due to several influences; Added money from a new sponsor, Dodge Truck Series; stock contractor is in top five in the national standings. The Rooftop Rodeo Committee worked well together and equally hard to provide this year's great rodeo activities. Next year is the 75th anniversary of the Rooftop. The new chutes and pens worked great. Made an easier and safer production. 4, rn ... 0 n . 0 0 . 00. 0 ..... 2.1.2.2.122 ....Rm 01 - M O 10 -- cri - - - t- 1.*.5.2. VD el 00 8 ) A .§..gR 00 e 0 In - 1/1 04 m - - W (N .2.2. .Rga - I U 01 0 2 - - r.. - 'GES.R.RER' r- ..3.9 CO 01 C M 0 00 rn (9 %10 O 4.n.RES!.0000.52(00 2 3 01 0 0\ CO O M 04 £0 Ng@33...4 •2- .. - 7 0 7 =r &0 in 0 00.- 0 ... 6. 3 .. 4%.g R... REE.. ... 00 .0..0 /9 . 7 01 0 0 <0 04 0 'r t-- RODEOS: 1990 1 1992 1993 1994 1995 1996 1997 1998 1999 2000 Tuesday - 7 p.m. 748 1413 1688 1901 SEOI 'lird L - Kepuns Saturday - 7 p.in. 1694 1716 1459 L06L LVEL I699 95 0[£9 :GIONVaN311¥ TIV1O1 99+, 8Eg 89t' :HELLNE[O NNOO - SHONVa iHDIN AVatilllYS Thursday - 7 p.iii. 1270 1164 81 1]38 1306 Friday - 7 p.iii. 1251 1084 1260 ROOFTOP TICKET COUNT Wednesday - 2 p.m. 1143 1150 1198 Wednesday - 7 p.iii. 917 1176 1217 6 8 1 EL61 ZE D'OE :1213ONOO Thursday - 2 p.iii. • 426 818 :1131ND 'ANOD - SGIONVC[ 1HDIN AValkil Saturday - 2 p.in. :GIDViINGIH NM31S3Ai :913Od AOHA\OD JeoK 141 PoloJJO lou JUDAH • Friday - 2 p.iii. :SIONVa .1.MIC[ .S MEMORANDUM TO: Honorable Mayor Baudek and Board of Trustees FROM: Special Events Department - Linda Hinze DATE: July 24,2000 SUBJECT: Scottish Festival - Street Closure Request Background: The Longs Peak Scottish Festival has requested the following street closures from Evening of September 7 through September 10,2000: Community Drive from Hwy 36 to Manford Ave. Requests: 1 way - Manford Ave from Community Drive to Woodstock No Right Turns onto Manford Ave. at Community Drive or Woodstock These requests are same as for the past two years. Recommendation: Gregg Filsinger suggests approval for the above. I . Estes Park Occupancy Report (Properties within the city limits) Average Occupancies Month 1999 2000 Variance January 20% 21% +1% February 30% 28% -2% March 21% 29% +8% April 29.5% 23% -5.5% May 36% 46% +10% Average Room Rate Month 1999 2000 Variance January $84.72 $97.17 +13% February $93.89 $93.99 0% March $85.96 $97.71 +12% April $90.72 $97.71 +12% May $84.17 $100.84 +11% Statewide Occupancies Colorado Springs Down 12.3% Denver Down 1.2% Resort Communities Down 2.2% Other Communities Up 1.7% Colorado Statistics Supplied by PKF for the first two months of 2000 Everything you've been looking for... dfordable Facilities Beautiful Surroundings -A--44 Convenient Location Estes Park (303) 779-5506 }bur Best Choice ...- for a Quality Mountain Afeeting a..1. c L.:i:%164.~ r«**:#g j li-7f & 1 • Affordable Accommodations A.. ~ 17'4%662%'A-- ·. • Year-Round Shopping and Restaurants A.:I'lit:-1-:.~A~~LA+3 t."l • Outstanding Shoulder-Season Rates . . .£7/89:.1 1 5%5 A.: ' I.Mi • Professional Senice Staff I• 1,//1/..Ill"/~4®223& : I./9/ • A Safe and Easy Drive from DIA • Tlie Gateway Coillinunity to Beautiful Rocky AIountaiii National Park Calt Today! (303)-779-5506 or Visit us at Iumic. estesnet.coni/epcc Welcome to Paradise ... Estes Park, Colorado lour Best Choice - I 141';5.1/4/ . AA Y. A#/ 44*43. for a Quality Mountain Meeting 11 1 • Affordable Accommodations • Year-Round Shopping and Restaurants • Outstanding Shoulder-Season Rates -..h -h. 1 ~a*4464 ;1 • Professional Service Staff 45 .0 ' 0-.:fi :='*'JA' ''e,-·24*341 0* -- 6 -, · -6.*.~.L..1 'r- - € :.. trE-:f Wi-z» • A Safe aiid Easy Drive from DIA • The Gateway Comniunity to Beautiful l.·7 & 1 -31-. f Urlli.) Rocky Mountain National Park - : Ble -t»-Id 3-%01>,14 L.1 ,·.1 617,(·'· \ ·d <4·k.? · - ./ 1 ./:.14#·@Ii.*46. . I 4~72j .f„2 ir C.'...4 €it j 9.?'.L,I#~i; sS~f.,~ E-6.7 -wr'ub·c· G- ;r. r 1 -75.611 .1-5 4. +2*m'. 221).rh Call (303)-779-5506 Today! ,«·r·~-6..%#r fr .'" ....t 2,4"9:Er· >·'96*···97<62:4 Or risit us at uou,Ic.estesnet. com/epce VIi> *«1~ c,fff- ·.t#AL:...e >3*40.·-1*f Don't Gamble on a Sucessful Conference... .1..'r., ·, . ... Go with a Sure Thing. + Estes Park Your Best Choice for a Qualit\, Mountain Meeting j • Affordable Accommodations • Year-Round Shopping and Restaurants • Outstanding Shoulder-Season Rates • Professional Service Staff • A Safe and Easy Drive from DIA 0=92--VHp--- • The Gateway Community to Rocky Mountain National Park Denver Sales Office (303) 779-5506 . 4 Town of Estes Park . . Community Development Committee July 27,2000 SENIOR CENTER MEALS 791 congregate meals and 424 meals on wheels were served in June for a total of 1215. This compares with 705 and 403 in 1999, totaling 1108. Total number of "sign-ins" for June was 1014. - FUND RAISING Breakfast Buffet The Seniors are hosting a Breakfast Buffet on Saturday, July 29, from 8 a.m. - 11:00 a.m. This will be open to the public with "all you can eat" fare at $6.00 per ad u It. Nativity Scene Drawing The sale of tickets for the Nativity Scene donated by the Spruce House from the Lynn Haney Collection continues until November. Silent Auction? The Seniors are exploring the possibility of combining a silent auction with a breakfast buffet/bake sale/parking fund raiser in conjunction with the Scottish Festival weekend. Grant Writing Board Vice President Walter Richards, with Betty Kilsdonk's assistance, recently submitted a Grant request to Gates Foundation. If approved, the funds would be used for irrigation of the Heritage Garden. ACTIVITIES The Estes Park Friendship Force hosted a reception for the Hamburg, Germany group on July 24 at the Senior Center. Fourteen members will be traveling to Central City on July 30 for lunch at the Teller House followed by a matinee performance of La Traviata at the Opera House. The second pool table purchased by contributions in memory of Harold Law will be dedicated in August. With two billiard tables available, the pool room has become one of our busiest rooms. A few members are in the process of building some horseshoe pits just adjacent to the Center. TRIAD will held it's second community meeting at the Senior Center July 26. Estes Park Senior Center Inc. ,./ Mission Statement Estes Park Senior Center Inc. provides funding and services in partnership with the Town of Estes Park which support senior citizen independence and encourage community involvement. Senior Center Inc. participates in a comprehensive range of programs and opportunities to address the social, nutritional, cultural and educational needs of the senior population of the Estes Valley. THREE-YEAR OBJECTIVES Performance Area A: Programs Objective #1: In the next two years we will put back into the schedule, or add to the schedule, at least twelve events per year, to include fun, social and evening activities. Action Plan a. The director will pursue partnering with Newcomers on at least one activity b. In 2001, an intern will plan a two-day trip to Royal Gorge, Mesa Verde or other site c. The Development Committee and director will pursue other reasonable-cost options including a cemetery tour, Central City gambling, Silver Plume, Grand Lake, Ice Capades, Botanical Gardens, Denver Art Museum/Brown Palace high tea, Boulder Dinner Theater, Carousel Dinner Theater, Arvada Summer Theater, Lincoln Center, Rockies games, etc. Fees will include a small surcharge to benefit Senior Center Inc. d. A new committee and the director will plan a game day which may include bingo, horse shoes, dominoes, casino night, and friendship games (Jody, Walt, Ross). e. Board members will pursue visits to local businesses such as the Brewery, Michael Ricker Pewter, and the hydroplant interpretive center (Don & Ned). Objective #2: In 2001/2002 senior center staff and volunteers will investigate establishing a "senior surf' internet access program. Action Plan: a. Staff will check on use of Town fiber optics. b. Staff and volunteers will do an interest survey. c. Staff and volunteers will seek equipment. d. Staff and volunteers will obtain training. e. Staff and volunteers will design an operation and maintenance program. Objective #3: In the next three years, we will continue and promote established activities including 1 billiards, pinochle, and bridge. I. ' Performance Area B: Outreach Objective #1: During the next three years we will work to portray the Estes Park Senior Center as a vital community center with broad appeal. Action Plan On an ongoing basis we will: a. Create and distribute a brochure outlining Senior Center activities that targets the medical community, churches and businesses b. Include photos on the web site of Senior Center activities c. Submit stories to the media on a regular basis d. Strive to include photos in the newsletter which reflect the range of Senior Center activities. e. The director will network with Estes Park service organizations to convey this image to the public Objective it 2: During the next year we will establish a series of promotions to increase participation in Senior Center meal programs. Action Plan a. One month during the summer will be designated and promoted as "Senior Focus" month. b. During the month, Senior Board members and regular users will be asked to "each one reach one" and invite one new person to lunch. c. During the month, one free lunch a week will be given away. d. During the month, Center meal programs will be promoted to visiting summer guests and family members in the newspaper and at noon announcements. e. On occasion during the noon meal, we will hold "musical chairs"-type seating mixers and "hat days" to encourage interaction among our customers. Objective it 3: During the next three years we will continue to provide monthly health-related programs in keeping with our mission to address the needs of our senior population. Action Plan a. The Board and director will continue to work with Dr. Ringdahl and the Poudre Valley Hospital's Aspen Club to provide instruction on senior health issues. 2 $ ./ Performance Area C: Funding Objective # 1: The Estes Park Senior Center Inc. Board will expand fundraising beyond the Development Committee to be the responsibility of all Board members. Action Plan a. Board members will develop a "We support the Estes Park Senior Center" sticker program for area businesses (Don) b. The Development Committee will solicit donations by Senior Center members via letter, brochure, and recognition on a donor board c. Board members will develop at least three new fundraising activities over the next three years, such as a non-bake sale, rummage/garage sale, box social, birdhouse auction, chili supper, soup supper, yard and bake sale, white elephant sale, and doll raffle (Betty McCusker and others as assigned by board president) Objective #2: Over the next 2 years we will develop a "Tree of Lights" program at the Senior Center. Action Plan In 2000 we will: a. Gather data from Berthoud Senior Center and RSVP (Jody) b. Use a tree inside the Center and display a list of contributors/memorials In 2001 we will: c. Expand program to exterior memorial tree d. Evaluate the program Objective #3: Over the next 3 years we will continue established fundraising activities. Action Plan We will continue: a. The Womans Club Christmas tree program b. House number sign sales c. Duck Race ticket sales d. Scottish Fest breakfast and bake sale e. Monthly breakfast buffets f. Parking space sales during Scottish Fest g. Quarterly party night with dances, games and refreshments 3 I. I Objective #4: Over the next three years we will raise approximately $20,000 to finish the Heritage Garden including a sprinkler system and wiring (Don, Jody, Walt, Dan Speedlin). Action Plan We will: a. Continue selling memorial bricks for the garden b. Write foundation grant(s) c. Include memorial trees in the plan Objective #5: Over the next three years we will continue our current grant programs with the Office on Aging and United Way (Jody & Lois). Performance Area D: Volunteers Objective #1: We will maintain our current Meals on Wheels volunteer base and expand on-site volunteer involvement (Priscilla, Joyce Sager, Betty McCusker, Jody) Action Plan We will: a. Develop and post a list of volunteer jobs b. Obtain evening/weekend volunteer(s) to monitor and assist with off-hours facility use c. Investigate obtaining garden maintenance volunteers Performance Area E: Membership Objective #1: Over the next 3 years the Senior Center Inc. Board will establish a tiered membership fee system (Lois, Barbara, Jody) Action Plan We will: a. Conduct an informal member survey to test fee levels. b. Investigate other senior centers and programs c. Make a recommendation to the Board and the membership Objective #2: By 2002, the Board will increase membership in Estes Park Senior Center Inc. by 25%, from approximately 300 to approximately 400 members. Action Plan a. See Performance Area B, "Outreach" 4 Performance Area F: Facility Management Objective #1 Over the next three years we will work with Town staff on a landscaping plan for the facility (Jody, Board, Dan Speedlin, Betty) Objective it2: Over the next three years the Senior Center Inc. Board will continue the House Committee to assist the director with facility management Action Plan a. The Committee will meet with the director as needed. b. The Committee will investigate adding a deck enclosure to accommodate senior center programs (Don) Performance Area G: Facilitate Mission Objective #1: The senior center director will do a progress check on the strategic plan at the monthly Board meetings. The strategic plan will be updated in March 2001 and in March 2002. Performance Area H: Other Objective #1: In 2000/2001 the senior center director will investigate obtaining a student intern.to assist with programming. Objective #2: The senior center director will investigate increasing the position to fulltime. July, 2000 5 . I I MEMORANDUM To: The Honorable Mayor Baudek and Board of Trustees From: Museum/Senior Center Services Dept. - Betty Kilsdonk Date: July 24,2000 Re: Museum Feasibility Study BACKGROUND: In April I reported that a Facility Expansion Committee had been meeting to determine a fundraising approach. At that time the Committee's recommendation was to fund a study to determine the feasibility and size of a capital campaign. The study was anticipated to cost $6000. The Community Development Committee recommended an allocation of up to $3000 from the Museum's 2000 budget for the study (matched by $3000 from the Museum Friends). A scope of work was prepared (attached) and bids were solicited with the following result: Company Fee Expenses Total # of Interviews Kellogg Organization 16,500 Negotiate 35 Kellogg Organization 18,500 Negotiate 45 Benz Associates 18,000 4,000 22,000 50-75 Jackson & Associates 12,000 Up to 3,000 15,000 50+Board members Rebecca Reynolds 8,500 5% ($425) + 11,500 15-20 Consultants travel, per diem, accommodations MIDAS 15,000 1500-2500 16,500- 30-50 17,500 Following receipt of the bids, all of which substantially exceeded the $6000 budget, the Capital Campaign Committee decided to explore whether a scaled-down study would give us the information we needed. Following are the revised bids. Company Fee Expenses Total # of Interviews Kellogg Organization 10,000 Included in 10K 10,000 10 in person 2 telephone 45-60 minutes ea Benz Associates 10,000 1,000 11,000 | 30-40 interviews Jackson & Associates Advised against a scaled-down study. Rebecca Reynolds 7,200 735 7,935 + 10 30-minute Consultants accomo interviews -dations MIDAS Did not contact -or a revised bid. A 4 ' Request for Proposal Feasibility Study for a Capital Fundraising Campaign The Town of Estes Park Museum Department, in partnership with the Friends of the Museum, is Requesting Proposals from qualified firms and/or individuals to conduct a Planning (or Feasibility) Study in preparation for the proposed capital campaign. Organizational Description: The Estes Park Area Historical Museum is a department of the Town of Estes Park, Colorado. The Museum operates for the purpose of collecting, preserving, interpreting and exhibiting local history for our residents and visitors. The Museum is supported by the Friends of the Museum, a 501 (c)3 which raises funds and aids in outreach. An Advisory Board, appointed by the mayor, advises on policy. The Museum has an operating budget in 2000 of about $150,000. It has two full-time and one part-time staff members. The Friends of the Museum has a part-time staff person who manages a membership program, a gift shop, and who coordinates volunteers. The Museum is located at 200 Fourth Street, Estes Park, Colorado. Purpose for Which Funds are Needed: The Museum would like to test the feasibility of a $1.5 million+ capital campaign for a facility expansion. The current physical limitations of the building impair the Museum's ability to hold public programs, prepare and display exhibits, and properly house artifacts. It is anticipated that funds will come from local and out-of-town businesses and individuals, Friends members, foundations, and government. Endowment and operating support components may be incorporated into the campaign. Submitting firms/individuals are asked to: ' Identify their interest in conducting the feasibility study (and possibly the subsequent capital campaign) ' Describe their experience in similar studies/campaigns ' Identify their expert personnel and who would actually do the study ' Describe their proposed methodology for conducting the study ' Describe, in general terms, their usual methodology for conducting the subsequent campaign in the event the Study recommends a campaign proceed ' Note the time frame and ability to meet it ' List several references with phone numbers ' Document the proposed fees. On what basis are they calculated? What is included in professional fees? What additional costs will there be? Decision-making Process: The decision to retain a particular firm/individual will be made by the Friends' Facility Expansion Committee including the Museum director. A short list of candidates may be selected to meet with the Committee. The decision to retain any or none of the submitted applications is the sole prerogative of the Friends of the Museum. The decision will be based on a number of factors and the contract need not necessarily go to the lowest bidder. Timetable: Proposals are preferred by June 9,2000 with work preferred to begin August 1 and be completed by September 30,2000. Contact: Betty Kilsdonk, Director Museum/Senior Center Services Department POB 1691 Estes Park, CO 80517 Tel: 970.586.6256 Fax: 970.586.2816 Email: bkilsdonk@estes.org 1 .*I After discussion with the Museum Friends and Advisory Boards, we have elected not to go forward with either the feasibility study or the capital campaign at this time. As a short-term measure to alleviate some of the problems with the offsite storage area, the Friends Board has offered to underwrite materials and supplies for the area as a match for Town-funded improvements to the building. BUDGET/COST: $3033 worth of improvements to the building (from the Museum's 2000 budget) $2997.14 worth of supplies and materials (from the Friends Board) Proposed Short-Term Improvements to Museum's Light and Power Storage Area (to be paid for from Museum's 2000 building expansion funds) 1. Seal building shell with hard foam to deter rabbits, rodents, birds, insects and dust 2. Install thresholds with built-in weather stripping at all entrances 3. Construct 6 saddle mounts to lift saddles off the floor 4. Adjust locks on bay doors 5. Install wire mesh over methane vents 6. Other miscellaneous small repairs 7. Construct decking for shelving units Supplies and materials for the Light and Power Storage Area (to be paid for with Museum Friends funds) 4 Basic Rack shelving units @241.80 each $967.20 2 Add-On shelving units @188.80 each $377.60 6 sets Extra Beams @45.60 each $273.60 Freight for shelving $300 polyethylene sheeting @26.99 each $53.98 1 Heavy Duty Service Cart @116.44 each $116.44 Freight for service cart $8.32 6 saddle mounts @50.00 each $300 1 closed cabinet (shipping included) @600 $600 Total Cost $2997.14 RECOMMENDATION: That $3033 in funds already budgeted in 2000 for facility expansion be used to provide stopgap Improvements to the Museum's offsite storage area. / 0 . A . MEMORANDUM To: The Honorable Mayor Baudek and Board of Trustees From: Museum/Senior Center Services Dept. - Betty Kilsdonk Date: July 20,2000 Re: Hallett House Roof Bids BACKGROUND: Hallett House, also known as Edgemont, 1861 Marys Lake Road, was built in 1881 by William Hallett. It is listed on the National Register of Historic Places and is thought to be one of the five oldest structures in Estes Park. The building retains much of its structural integrity, but it is threatened by a roof which needs to be replaced due to leakage problems. The present roof is not historically accurate. The owners, Gene and Theresa Oja, wish to return it to period both to stabilize the building and provide an improved aesthetic, as the building is clearly visible in both directions on Marys Lake Road. The building currently houses the Oja dental office. The Colorado Historical Society administers the State Historical Fund (SHF) for historic preservation purposes. Private sector applicants must apply through a public entity, which receives and administers the grant funds. Many SHF grants are awarded in this way. In December 1999 the Town of Estes Park received an $8000 matching SHF award on behalf of the Ojas (with the owners providing the matching funds). BUDGET/COST: $16,000 was budgeted for the roof repair: $8000 from the State Historical Fund $8000 from Gene and Theresa Oja Attached is a scope of work developed by staff, the owners, and the State Historic Preservation Office. The following bids were received: Company Location Bid Amount Majestic Roofing Loveland $12,222 Roof Check Inc Longmont $12,755 Stahl Roofing Broomfield $12,990 Front Range Roofing Greeley $19,200 Pilkington Roofing Loveland $26,520 Douglas Roofing Commerce City $34,700 RECOMMENDATION: Staff and the Ojas recommend accepting the Majestic Roof Bid of $12,222. . TOWN OF ESTES PARK HALLETT HOUSE ROOF REPLACEMENT -PROJECT SPECIFICATIONS- Listed are conditions essential to the successful completion ofthe project. 1) GENERAL: The Town seeks a qualified contractor to replace the roof of the Hallett House. Hallett House is an 1880s structure listed on the National Register ofHistoric Places. This project is partially funded by a State Historical Fund grant award from the Colorado Historical Society. The Town is administering the project on behalf of the owners. 2) BID DATE AND TIME: Submit bids by June 16, 2000 by 5:00 p.m. to: Betty Kilsdonk 3) PROJECT ADMINISTRATOR: Betty Kilsdonk, Director Museum/Senior Center Services Department 200 Fourth Street PO Box 1691 Estes Park, CO 80517 Phone: 970.586.5331 Fax: 970.586.2816 4) PROJECT LOCATION: Hallett House currently houses the Oja dental office at 1861 Marys Lake Road. 5) SCOPE OF WORK: a. Remove existing asphalt and shake shingles (3 layers of asphalt shingles and one layer of wooden shingles are currently on the building) b. Provide details for chimney flashing c. Install all new galvanized standard gauge roof flashings and drip edge d. Install no. 1 class B fire treated red cedar shingles to match size and exposure of present shingles e. Include ridge treatment in wood shingle f. Install modified built up roofing on low pitch areas, similar to prior application g. Install cap and spitter at rear gutter h. Properly dispose of all debris i. Clean up site, including all nails 6) CONTRACTOR'S REPSPONSIBILITIES: The contractor will provide alllabor, material and equipment to complete the work. All work must be completed in a workmanlike manner according to standard practices. Contractor will coordinate all work with building occupant and promises to keep disruptions to a minimum. Any moisture damage to the building interior as a result ofthe work is the responsibility of the contractor. Contractor will provide a one year minimum normal warranty for materials and labor. t: ..4 7) PROJECT SCHEDULE: Start Date: August 14, 2000. Deadline for Completion: September 2,2000. Deadline can be adjusted via written change order only. 8) TOWN'S OBLIGATION: To obtain all necessary permits. 9) BID TYPE: Lump sum. 10) UNFORSEEN DIFFICULTIES: Any difficulty not addressed by these specifications will be covered by the Town's General Conditions for similar projects. A copy of these conditions is on file at the Municipal Building. 11) INSURANCE AND WORKMANS' COMPENSATION: Prior to the notice to proceed, the contractor will provide the Town with proof of Workmans' Compensation and Insurance to the following limits: A. Statutory Workmans' Compensation B. Contractor's Public Liability and Property Damage Bodily Injury: Each Person $250,000 -- Each Accident $600,000 Property Damage: Each Accident $250,000 All Accidents $600,000 12) WORK OVER AND ABOVE: Any work accomplished that is not described by these specifications will be negotiated and-compensated-separately-A-writtenproposal-of additional work must be submitted by the contractor to the contract administrator and approved prior to embarking on additional work. 13) ACCEPTANCE OR REJECTION OF BIDS: The Town reserves the right to accept or reject any or all bids. This project may not be awarded to the low bidder, but to the lowest bid and most qualified contractor. 14) REFERENCES: References may be required prior to award. 15) TOWN OF ESTES PARK BUSINESS LICENSE: Required. I have read and understand the terms and conditions of the project. PROJECT: SIGNATURE: DATE: COMPANY: BID AMOUNT: ADDRESSS: 0 ... MEMORANDUM To: Community Development Committee From: Betty Kilsdonk Re: Monthly report Date: July 27,2000 New Exhibit We have borrowed a small exhibit on early photographic techniques from the CU Art Galleries, University of Colorado at Boulder. The exhibit will open August 4 and be up through October 31 to complement the Clatworthy exhibit in the National Park Service Headquarters building. Called "Photographic Techniques: An Historical Survey," the exhibit begins with 1839, when inventors Jacque Daguerre (working in France) and Henry Talbot (working in England) independently discovered different methods of capturing reality in a still image. In the following decades, practitioners discovered over twenty photographic processes, eight of which are represented in this exhibition. July 4 Car Show The Museum Friends held an outstanding car show at the Estes Power Plant on July 4. They grossed almost $9000 with a net of about $7000. Friends-Museum Dept. Advertising The Friends Board recently agreed to co-purchase a series of ads in the Trail Plus which will run weekly over the summer to promote the Museum. Upcoming Events Saturday, July 29 Riverside Ballroom Remembered Dance At the EP Conference Center Tickets available at the Museum, Macdonald Book Shop, and at the door July 31 to August 4 History Camp At MacGregor Ranch Saturday, August 6,2-4 PM At the Museum Children's Archaeology/ Rock Art Program Ages 6-10, parents welcome Reservations required, participation limited to 20 August 7 to August 11 History Camp At MacGregor Ranch Sunday, August 29 Free Day . June 2000 attendance - 732 Foreign 4 .5% Out of State 335 45.5% - Estes Park 181 25% Colorado 212 29% Gallery Attendance Includes 34 Grade Tour 15 Program Attendance Includes "The Tobermory Manuscript" 29 "Artistic Estes Park" 35 (at Art Center) 1995-1999 Attendance Admissions (excludes fundraising revenues) 2000 YTD 2,143 $2,452 1999 Year 6,502 $5,899 1998 Year 11,721 $4,946 1997 Year 4,271 $5,449 1996 Year 11,539 $15,233 ~ ~ --r-- waf tbeFirst Recorded W L - Ascent of Longs Peak? Find Out at the ~ 5-1-0 |AER AKA MDTORICAL MUXUM 1 200 4th Street - Hwy 36 & 4th St. 586-6256 - Open Mon.-Sat 10 a.m.-5 p.m. Sun. 1-5 p.m. Mention this ad for 1/2 off admission W-7 r can you learn bolo a E,lstanly Steamer iworks? 1 -4-·- i = D-[t) IARR ARFA + i + 111 T. r J_t [113T0RIUL MUXUM 200 4th Street Hwy 36 & 4th St. 586-6256 lili 11111]1 44 1 1 »- 1 1 111111'KI, 1.111!111¢. 11 111, .1 Open Mon.-Sat 10 a.m.-5 p.m. Sun. 1-5 p.m. \ 1 - r=grcan your kids make L \Ubetr own postcaras Ef 3264 dress up in costumes? P.-IL €1 -~ At DTO |ARK ARCA4~ ' B'~4 the MINORIEAL MUXUM -| 200 4th Street - Hwy 36 & 4th St. ,~10 ·~-1 i' 1~586-6256 - Open Mon.-Sat 10 a.m.-5 p.m. Sun. 1-5 p.m. - MEMORANDUM To: The Honorable Mayor Baudek and Board of Trustees From: Museum/Senior Center Services Dept. - Betty Kilsdonk Date: August 22,2000 Re: Hallett House Roof Bids BACKGROUND: William Hallett built Hallett House, 1861 Marys Lake Road, in 1881. It is listed on the National Register of Historic Places. The building needs a new roof. In December 1999 the Town received an $8000 matching State Historical Fund award on behalf of owners Gene and Theresa Oja (with the owners providing the matching funds). Total project budget was $16,000. In May 2000 the Town advertised the project and received one bid, from Apex Roofing, for $17,400. In June the Town readvertised the project and received 6 bids, none from a local contractor. On August 8 the Town awarded the contract to Majestic Roofing of Loveland for $12,222. Because of the project's small size no bid bond was required. On August 9 the Town was notified that the roofer could no longer do the project at the bid price and in the bid time frame. The owners then asked to use a local, qualified contractor. (According to the bid specifications, the Town was not required to accept the lowest bid.) At that point Apex Roofing Compnay was recontacted. Apex agreed to do the work for the budgeted amount and provided local references. (Apex is also doing the roof work for the Fall River Hydroplant.) Because half the project funding is from the State Historical Society, they were contacted regarding their bid policies. According to State Historical Society guidelines, municipalities are not bound by State procurement policies in awarding projects. Rather, they are allowed to follow their own rules and procedures, using a fair and open process. The process used to award the roof project meets this requirement. Further, the Society's Technical Advisor has approved the choice of Apex Roofing. BUDGET/COST: $16,000 was budgeted for the roof repair: APPROVED $8000 from the State Historical Fund -0--C $8000 from Gene and Theresa Oja AUG 2 2 2000 RECOMMENDATION: ' TOWN OF ESTES PARK To award the Hallett House Roof Repair project to Apex Roofing CompEWARDIOF TRUSTEES $16,000.