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PACKET Community Development Committee 2003-03-06
AGENDA Town of Estes Park Community Development Committee - Marketing Thursday, March 6,2003 8:00 a.m. I. Advertising Department - Year End, 2002 Report A. Requests For Information B. Media Relations C. 2002 Scorecard D. What's New for 2003? II. Conference Center - Report III. Special Events Department A. Action Items 1. Contracts a. Rocky Mountain Miniature Horse Show Contract - June 18 - 22 b. Cutting Horse Contract - June 27 - July 1 c. Copper Penny Hunter-Jumper Horse Show Contract - July 18 - 20 d. Estes Park Hunter-Jumper Horse Show Contract - July 21 - August 10 2. Parade Permits a. Rooftop Rodeo Parade - July 8 b. Scottish Festival Parade - September 6 c. Catch the Glow Christmas Parade - November 28 3. Permission to Contract for Concert - August 23 -24 B. Mountain Living Magazine - Best ofthe High Country Rodeos IV. Senior Center A. Action Item - Food Service Privatization RFP Prepared: February 28,2003; *Revised: The Community Development Cominittee reserves the right to consider other appropriate items not available at the time the agenda was prepared. 4 1, '28. -ity .' .2 - :4 M k. y.& 2 .0 9 .81,1-1 YIAL-1 ...,402> ,/t•713Ct ».L TRAVEL ·MOUNTAIN DAY TRIP 2'04·' ,:.4· tw /2 1•c.i t. .+5/6/:ill 4. I $ f . '82/ Vilry*:/.8- ., irmit#+AN &·· 4 Back to 4, AL'.904(Dr, nature in the Rockies "~42 . .4 - , 7 .. . . Snow play and snowshoeing in Rocky Mountain National Park 9,#Mi<*la-22~1434* · . - *32-2/fid,~ . I . .95,'K .' ' By Claire Walter Photographs by James Frank &~. ... , '. )21 ,= £01 ummer has always been con- *#*a.,0*¢£ ~ • · ' . ./ 1 1 -- ..1 7~, siciered prime time to visit , ~ t, . • , . C L.j Rocky Mountain National Park, 4 - ' but restoration work last season at f , Hidden Valley snow play area and a lk. A bounty of winter programs are mak- . ing the park more accessible when , -1 1 - the s;low flies. It It .114 " Hidden Valley has a new look this · )1 ' 1 1-'~~.IIi ·1*.·P¥t,EIM . 4. ->1- 1 winter. The last vestiges of the long- H. 111 -7-1 1-1 defunct ski area, including the old .' . 9/* ZE. lifts, have been removed to return to ' ~ V - 24 I more natural terrain. The only rem- ·... -~...1 nants of the previous facilities are , ·: 4 rest rooms, a large paved parking Powdery white meadows edged with snow-flocked trees lot, and faint ski trails between are the perfect place for kids stands of trees. to test-drive snowshoes. Now this popular snow play area includes more .. Snow time ROCKY MOUNTA N unobstructed space for ~ WHERE: Estes Park iS 70 11AliONAL PARK Fitt!2*1 •1127rf 14 ~,51-y.- -Mi-·4 --1 miles northwest of Denver. 5% kids to build snowmen .,2 0-1.- -r i ,:* =r/-, - 4-1• --- Estes -- &'9'25 ....Lkik #4'- 9.-Ple_N#4~ cosT: $15 per vehicle for A Park ® Hidden , or tow their sleds and - seven-day pass. Valley . ~t' 9) sauce·rs uphill, then slide Bear Meadows J -1-i*~,liL_,*~ 1-1 FYI: Guided snowshoe tours Beaver to Denver back down with ear-to-ear Lake Rd. Visitor *,t--VII-1 '-- RZI~ ~4 idit P. through Mar; call for required 1 Center - il *' reservations up to seven tg A grins on their faces. -- '44# ~ Glacier ., days ahead (970/586-1223). Basin ,- iI Snowshoers can explore ~- 1 . CONTACT: Rocky Moun- shon routes through the - COLORADO tain National Park, nearby woods. You may - www. nps.gov/romo or 0 2 mi .' ' . I le'll see gonzo backeountry - ° (970) 586-1206. type:, climbing high up the mountain to ski or snowboat·c! the two-hour walks for beginners and in Estes Park (wicic.estes-park. com), ghost trails, old ski runs that are no four-hour ones for more experienced which is also the place to stop long,:r maintained, snowshoers. On February 15, the and warm up after a day in the snow. In winter, the seasonal camp- campground will host the annual We like Notchtop Bakery (7-6 clady; Z ground at Glacier Basin offers parking Estes Park Winter Trails Day (1 459 1.. U b,}der View Ave., Estes Park; and :iccess to miles of marked snow- u'll'tr.wintertrails.org or 800/4-13- 970/586-0272) for hot chocolate in shoe and cross-country ski trails. 783 -), which offers a chance to tty a mug or a pint glass, topped with Park rangers lead free interpretive different brands of snowshoes. whipped cream and sprinkled with sno~ :hoe tours here through March: The closest gear rental is at shops chocolate. • 34 SUNSET ..4... Nglilla HdOLSIEIHO dll 'I i DEPARTMENTS an"|/5/.MA4// 4,#959<9£/tile'l //A'kt.U~r~-- ~ Best of the West 93524%25-1**jertsla~,1.73~ ~ Ice climbing in Colorado's Ouray Ice Park. Death Valley martini, colorful 59'438 9,>f.t~ flowers to brighten winter, newt crossings, kick back in Portland, best country-western bars, mountain O/l.efrifet#2/3,97'"toll'll'll-,/IMIN,li trout is classic Rockies Cuisine, Mountain lips&1?ips and more 14 ~~ Travel and Recreation Grand Mesa is Colorado's winter treasure . ..apirm/ ~9&00&=£:>SFBE&)#Ark*di,$*A /9:pfll. IMAS Mountain Day Trip: 34 . 1.imilig'fr iligrBslillilimilli:lillillwitillillilixill Rocky Mountain National Park is the place to play in the snow .'-'··.34 104 U.. .-frn.37¢Ft: 8117 ·· i-,1 -- . ... .e 11 - Become a fearless musher with these dogsled tOUrS around the West M "017*.d' 44:2; ~- ,~~ 791. 3-Day Weekend: Discover the natural 2.i.;¢3 ,5.' = Ek--- and cultural layers of Tucson ..........40 -h -il-3'¥ fh ./,I *mi-'miwi"6M..I-*i ..'.C " 3 k f 1 Garden and Outdoor Living i;ma. -31~9 --<f Mountain Garden Guide: Denver's queen of flower shops, clipping, -x ;.FAN, 69.KAI=-~ uji /" ~ roses revitalize in Colorado, read about i ./ the alpine plants of North America.....70 Mountain Checklist... ... .....74 -- - C Home and Design L! 1-=lit- . .f Beautiful backsplashes can add · 4 character to ordinary kilchens,,,..,.,100 Recipe index Gruy£:re Melt with Apples . . ..124 Valentine's Day Project: Surprise Prosciutto, Teleme, and Fig Spread someone with a candy gram. ......... 102 Appetizers ona Baguette . ...,.....,,,....127 Debbie's Dumplings . . ..89 Pumpkin Butter and Goat Cheese Try resource-friendly MDF for interiors. 104 Southwestern Black Bean Dip . . .122 on Egg Bread ..... ...... ....127 Home Guide: Go beyond the white ceiling, tankless water heaters 106 Bread Roasted Pepper-Fontina Panini ..124- Rum·Raisin Sticky Buns .117 Tuna on Tomato Focaccia ,. ...127 Salads Side Dishes Food and Entertaining Grapefruit and Avocado Salad .122 Chinese Broccoli .. .. .. ..90 8 Sesame Cabbage Salad .90 Sauteed Brussels Sprout Leaves . . .118 Food Guide: A new springform pan, easy sticky buns, perfect potatoes, Soup Slow-cooked potatoes .118 4 sautded brussels sprout leaves....... 117 (Cream of Garlic Soup . .120 Desserts Wine Guide: Three lush wines Won Ton Noodle Soup .92 Chocolate·Banana Cream Tartlets . .112 tor your valentine. ............118 Main Courses Chocolate Crbme Brulte .111 Kitchen Cabinet: Re,iders' recipes, Brabed Chicken with Lemons . .121 (Chocolate Praline ....... .111 including shrimp and pasta with pesto. . 120 Shrimp and Pasia with Dark Chocolate-Chunk Brownies .112 Creaniy Pesto Sauce . .120 Molten Chocolate-Caramel Cake .114 pressed sandwiches niake quick, Trout with Browned Butter cafe-style meals....... ....... 124 and Capers ... 20 Beverages Turkey-Shrimp Won Ton .92 Death Va[!ey Martini . ... .16 I.ip-smacking Valentine wines .118 Monthly Columns Sandwiches 74) dessert wines . ..... .22 Chocolate, Ricotta, From the Editor ... , ..........8 and Marnialade on Sourdough .127 Miscellaneous Sunset's Open House. . ,........,, 12 Cuban-style with Bacon Fig Spread . .127 and Tomatillo .12-i Sesame Dressing . ..... .90 Western Wanderings. 136 6 SUNSET 91'r*N-I/· Community Development,Committee Advertising Department Report March 6,2003 1. Requests for Information - 2002 Year End Report A. Requests for Information were up by 6,566, or 11.35% ahead of last year. - Graph attached. B. E-mailed requests for information were up by 411, or 3% ahead of last year. Graph attached C. WATS line calls were down by 5,683 calls, or 15.43% behind last year. Graph attached. D. Advertising Responses were up by 2,237, or 5.47% ahead of last year. 2. Media Relations - Colorado Newspaper Clip Report A. Our advertising value of newspaper clips and other stories reported to us was $314,937.00 for a program cost of $25,000.00. ROI is $12.60 B. We do not use an "equivalency" multiplier like the state does C. General travel articles are way up. This is due to our added emphasis last year on travel writers. 3. Accomplishments in 2002 A. Increase in Requests for Information B. Conducted an aggressive program to inform the media about wildfires in general and the Big Elk Fire specifically C. Conducted a third party program evaluation resulting in a score of A- D. Protected summer/fall visitation via regional newspaper and television. E. Conducted conversion study which included testing e-mail requests F. Expanded the size ofthe Advertising Policy Committee G. Began process of program & product evaluation necessary for third party creative review. H. Assisted in development of 2003 Vacation Planner re-design. I. Assisted in development of 2003 CRA Web site re-design. 4. What's new for 2003? A, Significantly expanded spring magazine advertising schedule B. Two out-of-state newspaper tests C. Direct (IE-) Mail campaign to 2002 Vacation Planner Requests D. New CRA Web site E. Assist Advertising Policy Committee Development F. Conduct Creative review Estes Park E-Mailed Requests for Information 16,000 14,133 14,000 13.722 U.B.'mphaR I D I : -011% %$32703 f.*:891 x 12,000 1 3:914.Qmt#EA 1-TIllil 11,180 . ; k~yk!- 1- E-433 3-%83*2 **I ./. ..1 A: 6,4424150 R.5.49{ Lg 10,000 .4,€&41% RE- '.· .<Il¢ 2'>·:4 Il?,1:14' 921 k#$ r.... 51.::,4..Fi.fi '. SO ..#.33*j@24:jr. :% 143% E.4 8,000 - 46.diftitaw - - 7)32>5*04% 7,105 f - FJ+ViD 1 i ...... - t?gr·.{~it: t%#*L- 1«: - 6,000 5,347 :11 .A'* aRM - - 1:<' ''04. ·ENE{33 UlmmmI i . -11.1,; 11,;, 414" '' ii?fliiij~·4, 1... .7- -· IN-,. 11*di *}iaj 1"11~ '1 - 4,000 k yA' 7 1 1¥It© 1 £*43'/M- &0214_@mt! 2,799 1:'i,44 jaw (-~...1&.i#li:'.<01. 11:04.: [*19 0 :41,441 - - 11- ; - -„ . -1 .1,5,1 1:,01,12&f¥ : I:..11?15211~ 2,000 WN"®11# 1: :,1.1... ., i iii; AILE.1 - i i, .'P,:roh·,1 4.:M =3*»e*· - -ir' f€ 4.unmt AN;819-1 - ~ E.i,gy; ~:,..+.a + - i:,9:{WN .,1.11 k. Al.to. m..., f:3.9.1 - lilli + 4 1 1997 1998 1999 2000 2001 2002 Year-To-Date December 31 4*30 Estes ParkY-T-D Planner Requests 90,000 84,797 80,000 -:il:,2 FE?3 72,358 %- 1 1.-eyEE=1 2 69,610 70,651 70,000 -EFf-ET i= 7318 64,778 64.395 1.::439 61,287 - r----,r-,----, 1 . ....... 60,000 -i·:42·.*2 -ll'*lv - I 57,829 e.9,- - 11 - , - 33,495 - :9@m 50,000 --···*{I*I~~i:{:P: -:4/it -::' , ... 40,000 -I:.-::%&:t- - - - i ':=i'.=" :i':23'23212:EE~. :....42..ki .:##I : .* I:.: ' 30,000 --I :·:02·:::-1.'AIMMe -1..:,r:'~:..: :--iii *15115-2 · -: -. - 20,000 -:·:- :.':2:'-Ii ,~~:~~~:;:?i~Iii)":-: :1. 1.-1 -- - 1 . : 1 10,000 -5::i:~~l:i~~~i~~-W.:.·~5:-: '. -4:*:-: ., , ' -: k**4 0,&: .13§:§0 ..1 1.:i I t. .. · §'4:6:Eli ~1:11:11 1 lili F. .)~::·?4 0 1994 1995 1996 1997 1998 1999 2000 2001 2002 December 31 Estes Park Wats Line Calls 80,000 ~,~141 74,675 74,528 §323 04% mr 70,000 - 04@L_ §%%%- -:3 &:= ' .: 65,975 :i ** **9 *#4 ~0,44~~93 2 1=337 62,475 60,000 -::'f-*31,~ --"i~ - -i~~~[-, 58,595 .1 - P.:9 1.1 :FE:.4%:13$ ..,.:EE# a&*0 Mm M:MU gukki f**9 50,000 429 ·: 44,959 I.VI 40,000 : 6: '.1, '*32 Bi·'.8' .:i@ Lk hes#* 34824 2/»hk.:2· 95i '1 4*3 31,141 :5:u&: % k.>·'I 30,000 01<: ':}3 ~?3:i:}:i@;:1: ::i:i:~}:~:f2~ :~i' U.UJ.U.L ................. ~ 4 -f?R ..g. . 930*d-·->1 :Si:/: 5::2:~fik :~''~:~~5::::?i:::f :::.9::::;:::X,11: ..:1 1.:,1 ....1 :. 2.>:.:.:<,....... . . :i.: 1.":EM:&1 :"1* 1 10,000 4:2~'« rifis %3.:t - ~:1,1,1.>1:}:FiI:i - I[.~14:~M:- ~:ii: :ii ?.:~il :: 3.:2.i:i¢**:i: 4 ::8:§1 r :.3::$:: 23: ::%.. i{~~~~~~~~Ii: .:~·Irt -/::~.5 - ./:31 - tj:4~~- ~I./ ..4 - Rt€'fi %:2%21 0 **Eff *%13:? 82% 024 02% ***il %%/:/4 .%/:/:- %3%* 1994 1995 1996 1997 1998 1999 2000 2001 2002 Y-T-D December 31 a * L_. _-1. ESTES PARK COLORADO AWorld Above News Information Office P.O. Box 452 Estes Park, Colorado 80517 p 970-586-2502 f 970-586-2503 E-mail: barrydioc@aol.com March 4,2003 TO: Peter Marsh FROM: Harry Graham SUBJECT: 2002 year-end report for Media Information Program, Town of Estes Park Attached are the results ofthe Media Information Program for 2002. A couple of explanations and notes are in order. First, we had an overall gain of23.41% with an average gain in open rates of less than 4% across the board. Our biggest gain continues to be in the category of general travel articles, which I believe is tied to our increase in attention to bringing travel writers to town and our expanded (and intentional) courting ofthem to produce travel articles about our wonderful product. Our gain of nearly $60,000 in total clips was primarily in this area. A few notes on miscellaneous or "other" rows of data. In the "2002 Results by Event," you will see large areas of miscellaneous in past years prior to when I was running this program. I now put everything in one of these categories, so there is no longer an "other" category. In the"2002 Results by Publication," the "Other" row will always change from one year to the next. As an example, in 2001 we had a sizeable article in Colorado Homes and Lf/es(yles, resulting in over $20,000 worth of equivalency. In 2002, we only had a few listings in that publication, so last year's $20,000 plus got put into the "Other" category because there was no reason to show that publication separately this year. Next year, undoubtedly, the Boston Globe and Memphis Commercial Appeal will not be listed, and this year's figures for those publications will drop into the "Other" category. Finally, our total figure for clips this year was $314,938.00. Using standard industry "PR Equivalency ratios" (three times the amount of raw rate for the clips), we would show a "PR Equivalency" for 2002 of $944,814.00. At the last Colorado State Tourism conference held in October, Praco, which handles Public Relations for the state, said that they were responsible for about $2,000,000 in PR Equivalency of the $60,000,000 plus placed nationally for state tourism entities. The CTO pays Praco many hundreds ofthousands of dollars for that, while our program netted about half oftheir amount for a total of about $25,000. I f I can clarify anything else, please let me know. Sincerely, Harry Graham Estes Park News Information Office E 18 DLL 0 18 ® 2 LL C 58£ a R $ O 0 LULU U) 0 - E f LL 32 km (D O 0 0 -E y £ 00 (D 22=: y r- 44,1 32 - 32 ArUJazz Wool Market Travel Articles Ainr Jo 4Uno:1 Articles Wool Market L Sn Econ. Dev. Articles Buiuedo lueldoipAH ristmas Music nowshoe ise:leu!M ScotsFest 7% Articles Music Artijazz Museum 1% 4% Mm e IN G) 91- 1.0 0 O TO CN A ~ O (D hoc! 040 0 O In 00 - h O) CO (D 0) t.o A O = 0 0 1.0 O -Lor «c€Ci N cd M- 040(9-ON« ,- r- 04 (NI m xi· h 1.- a) CO r 00 (9 0 r. 0 Cd C) Cf) 00 n (N- 0- •-NOD A O 00 N CO Cl AEr-" 10 LO A 00 0 .r- h r- Co u C.\1 01 00 040(D A 00 LD 00 0) Co LO 9- CNI 00 (D- N. UT«Ui xi- u a W CD 00 CD C) (9 0) XI- h 05- cd N CO U r- LO al 00 OR (N 0 LO A J 1% -M N ~ S .se E -2 -C 12 8 8£=* 2 2 -2 0 5<Ju)OUJUJU) 2 I ~ Estes Park Media Information Program Events $ Value 1997 $ Value 1998 $ Value 1999 $ Value 2~~3 $ Val~~~% $ Value 2002 37,508 54,788 0,661.04 1,850.79 1,643 5,097 1,750.53 240.37 8,048 16,504 54,489.30 163.37 wshoe 2,727.43 1,726.65 Wool Market 2,648 1,941 757.79 88 949 8£647/£ :6K'991 9k9'610 L Slvl 16,907 23,481 12,797 14,331 0,281.30 47,978 5,423.30 tmas 4,486 6,847 2,115.03 8/6 L6'9 }se:leuM 961 L L 'Zk sepip¥ Aea 11033 2002 Results by Event 689'€9 208'92 B3H1O Travel Articles Bu!uedo lueldoj .0.0 00 y 32 y CD 32 4 0 9- O 32 LO Boston Globe ¤ Denver Post 6% I N. Colo. Business Report Sunset Magazine O Loveland Reporter Herald ¤ Boulder Daily Camera Colorado Springs Gazette ~ 40% Westword Fort Collins Coloradoan Longmont Daily Times Call Rocky Mou~tain News Loveland Repon~ Herald Rocky Mountain News I Colorado Springs Gazette Longmont Daily Times Call _~ ¤ Sunset Magazine O Boston Globe Fort Collins Coloradoan_~ O Memphis Comm.-Appeal - Denver Post .,010. Business Report eJelues X1!eD JepinOEj PJOM}SeM %L Memphis Comm.-Appeal E NX 00 OO 52 00 00 00 00) CDr LO- - corr 5>!com D! ai N '- i ,- CD U Fir- A or ID m (9 CD LOon CD O (9 M dr 00 00 03 CNINONON O ID G) G h M. (D~NOO h A-<9 r CO g El 29 P *m 00 m CD Lfi- ~ h g.y Or-:EG -00 EZ.-01 U W. crs uiNE R 1% co r E OE 00 . 2 2 0 2 CD E C € O 2 2- & oz32*2328 8/ 2 ms 0 Publication $ Value 1997 $ Value 1998 $ Value 1999 $ Value 2000 $ Value 2001 $ Value 2002 enver Post 15,672.25 62,003.31 74,547.24 65,032.56 111,872.60 113,652.00 92 99 401781' Z €9£72'2 ueopejoioo su!1100 60'902'0 L €8.ZEZ'k 2638*' L L lieo sew!-1. Al!ea juolu6u 00 *64'ZE 0* 618't:* 91*92'88 El. EZZ'98 SkieN u!elunol/\I AM 00 OEL'S L 681,8 L'* 09 OL L'17 08 €88'9 ellezes s6uuds opeJOI 00€91' 4 eu!zeSeIN lesuns 061£6'ti·£ PWI~69L,9E2 VE'£82'98 I. b 91¥101 280'€E Lk ESL~ £6 890'1.~7 L~~~ L % Lf.EE %09*Z L %06* L Jeek sno!AeJd U]04 ]Ueje#!p % Estes Park Media Information Program veland Reporter He 10,393.53 6,339.66 16,035.74 Colo. Business Rep 9,700.00 2002 Results by Publication ulder Daily Camera 2,640.26 8,822.50 ieeddv-'LUU.10 Ve.4 * ad Pa,4 ' \ te &*te/; ~ -*-. 6 ..4?9.915#%4,44. The Estes Park Conference Center Attendance Usage Year Conference Local, Civic, Non-Profit Total 1991 5,269 5,716 10,985 1992 12,403 12,649 25,052 1993 14,747 10,164 24,911 1994 14,965 10,683 25,648 1995 14,615 12,353 26,968 1996 13,060 12,917 25,977 1997 14,615 12,395 27,010 1998 13,101 12,684 25,785 1999 13,266 10,266 23,532 2000 10,815 15,466 26,281 2001 10,098 14,753 24,851 2002 10,044 14,585 24,629 Total 146,998 144,631 1116 Years x $350.00 Total users: 291,629 $51,449,300 £5*a frD* • F / V e.- ..9?je, Estes Park Average Occupancies 1999-2002 1999 2000 2001 2002 Variance January 20% 21% 17% 16% -1% February 30% 28% 31% 28% -3% March 21% 29% 36% 31% -5% April 37% 23% 26% 25% -1% May 42% 46% 37% 47% +10% June 76% 78% 72% 67% -5% Half YTD 37.6% 37.5% 36.5% 35.6% -1% July 90% 95% 85% 82% -3% August 87% 84% 78% 72% -6% September 80% 79% 70% 68% -2% October 53% 49% 42% 43% +1% November 26% 28% 31% 24% -7% December 18% 25% 23% 19% -2% Total 48.3% 49.3% 45.6% 44.8% -1% Provided by the Town of Estes Park Marketing Dep artment Resort Communities 2002 Occupancies Estes Park Vail Aspen Durango Winter Park January 16 70.3 67.1 31.9 February 28 76 68 41 March 31 83 74 51 April 25 42 28 41 31 May 45 26 33 60 26 June 67 45 58 82 29 July 82 60 67 82 40 August 72 64 70 70 34 September 68 46 51 67 19 October 43 27 35 47 14 November 24 28 35 24 27 I)ecember 19 62 51 27 67 YTD 44.8 49.6 53.1 54.1 n/a Provided by the Town of Estes Park Marketing Department ESTES PARK VISITOR COUNTS 2002 2001 2002 Variance (%) January 4273 3491 -18% February 4260 4785 +12% March 15861 8309 -48% April 8880 8163 -8% May 21227 17144 -19% June 36752 34433 -6% July 42057 38086 -9% August 29325 37354 +27% September 20032 29060 +45% October 12644 14312 +13% November 6701 4410 -15% December 4888 3325 -15% Total 206,898 202,872 -0.02% 3 1 111- "·Uf- 11 1 - 1 1 1 1 -*- 1 # S 4 // 1 1 1 1 2002 LOOZ 0002 666L 866 K Z661. 966L 9661. t'661- £661. 2661. L661- 0661. 6861. $1,200,000 |$1,168,160~ 1,189,605~b?23,521 | ~$1,096,127 ~ ~$1,025,127 ~ ~ - - os 1989-2002 Accommodations Sales Tax Town of Estes Park $800,000 ~ $751,279 |$758,279 ~ - - - hu'obS ~ 000'009$ $722,535 ~ $611,229 ~ 820'0 LS$ ~ 1 1 9£0,92,$ 11 9£9'ZOPs 1 $1,400,000 $1,000,000 000'00*$ - - 000'002$ 1 1 1 1 - 0 AGREEMENT THIS AGREEMENT, made thisc~1[3.- day of . 6(,4¥-/ , 20 of, by and between the TOWN OF ESTES PARK, COLORADO, (the "Town") a Municipal Corporation, as party of the second part, and Th iOD,#*40 /llin,olur€ «S party ofyhe second 0-1*-se c 10 6 Le°'11}/0 part, WITNESSETH: WHEREAS, the second party desires to hold a horse show or shows aI Ihe 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 furnislied 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 Ihe following date or dates: 2003 6 -28-os 1114.8 DAY /11 Art~4'6 I f *I TU¥ L) f Du /)760€. ,n A-/7 -03 triddi off 0 Al 6-/6-63 A5554. 54u ON G- /11- 03 5)now OB< 6-0/ -Ca Sh~u 0£%1 b- / 9 - 03 910(<.) 989 6 *02 : 63 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 ally feed or sri-aw for any of the animals and no cleaning of the stalls except as herein provided. AGREEMENT THIS AGREEMENT, made this /9L day of 74 6- , 2003 , by and between the TOWN OF ESTES PARK, COLORADO, (the "Town") a Municipal Corporation, as party of the second part, and jluk i cd. tk,0-ne ,«0 , as party of the second (/40/f 4,) part, WITNESSETH: WHEREAS, the second party desires to hold a horse show or shows aI the Estes Park Fairgrounds at Stanley Park, (hereinafter referred IO as Stanley Park), Estes Park, Colorado and make contractual agreements for the use of the facilities aI 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 dare or dates: 2003 +103 - Arrivek (Amj 6/29<03 u.!sel·\A 4,#at- de sler,1 f.la{·el 64:1) ' 6<17~03 - Ch\A 4 4,1 41. ta\+A~ 6~30~03 IACHA eutint 6 ~1* 3 - 01 e A. ft. GRA 1 ~{~3 IAC/+A Q.uiU~ a 1 1 do~ cu th.~ 2. First party agrees to furnish to second party all available stalls and exhibition space for animals aI 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. AGREEMENT THIS AGREEMENT, made this day of , 20 , by and between the TOWN OF ESTES PARK, COLORADO, (the "Town") a Municipal Corporation, as party of the second part, and O /26-2~R-'.vy Itzoes& 3#~te , as party of the second parI, 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 iii 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: 2003 ~> U LM / F 3 u LY I 9 . 4 U Ly 31 0 1 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. , APPLICATION (Please type or print all inlormation) DATE OF REQUEST: ~- / ~~ / Gb TYPk OF EVENT (Check the applicable one): ATHLETIC ___ SPECIAL .X.. BRIEF DESCRIPTION (Foot Flaco, Parade, otc.): 9 9-10 ORGANIZATION INFORMATION ORGANIZATION NAME: t.%26<06 9 9#AB ADDRESS: 90 9* \90 CITY & STATE: r ·sfhe:ap ©abL GO PHONE: 666 LE:M \ CONTACT PERSON: \_~1 oba>*X ™12- TITLE: PHONE L.---) DESCRIPTION OF THE EVENT DATE(S): Beginning: 1 26 / Gb TIME: Beginning: \b AM ~_ PM - Ending: 1, r , ca Ending: W,'hC) AM E._ PM - NOTE: If times will vary on subsequent days, attach explanation. LOCATION: (Slate Highway and Mileage) PROPOSED ROUTE(S): PROPOSED DETOUR(S) UoU©K KXX3*4:up. N:~>32)< t 0 \6.».=,4 34 4<1 ~1~kbb< »:2 1©-6~-%*»-x»-k» DESCRIBE THE NECESSITY OF HAVING THE EVENT ON A HIGHWAY: ESh.3~baa, 9-hej€52%1 U·0%1bs-54.«, b:b.>·SCU ~ \623·eak- ~ U..3 Ck.KDO~«§9 DESCRIPTION OF EVENT IN DETAIL (include number 01 participants, description of the activity to be conducted on tho highway, number and typo of animals, description of any vehicle or materials to be used. Use additional sheets if necessary. Attach a map): 23-5~f*E>SDA- . 5-0 1»I.>61 The undersigned hereby agroos to pay tho total actual cost to tho Stato Patrol and tho Departniont of Highwa90 for conducting any highway closures rolatod to tho ovent doscribod heroin and to submit payment in advance for tho ostimalod cost 01 such closures and to pay for and provido liability insurance in an amount to be determined by tho Chief of tho Stato Patrol. Tho under- stood understands thal any costs in oxcoss of the oslimatod cost must bo paid lo the Colorado Stato Patrol following tho ovent and thal if Iho ostimatod cost excoods tho actual cost, tho balance will bo rclundod. 1, tho undorsignod, further certify that tho statornonts contained heroin or attached horolo arc truo, accurato, and comploto !0 the best 01 my knowledge and boliof. Q.s=»Ae© ©ob») L.%91»stk- -#pcs.Af '1.16 -(33 ORGANIZATION SIG,J/TURkx <3- DATE ZSP 4 APPLICATION (Please type or print all inlormation) DATE OF REQUEST: .1_161-1121 TYPE OF EVENT (Check the applicable one): ATHLETIC - SPECIAL.~__ BRIEF DESCRIPTION (Foot Race, Parade, otc.): 9662231 - lhE33»b«, Ft-2*ho , ORGANIZATION INFORMATION ros 9»X75·giri~'9%.5&5<S:*sk.Sh , ORGAN IZATION NAM £-34 13 ADDRESS: CITY & STATE: PHONE:L---) CONTACT PERSON: thk, UN»IA»Jbb~x. TITLE: PHONE: (-) DESCRIPTION OF THE EVENT DATECS): Beginning: ©\ / Up / 63 TIME: Beginning: ~ 'rECE) AM X_ PM - Ending: 9 / li / 03 Ending: IX' .023 AM h_ PM - NOTE: If times will vary on subsequent days, attach explanation. LOCATION: (State Highway and Mileage) PROPOSED ROUTE(S): PROPOSED DETOUR(SE * . . 631-96< %3430#ZAA).Jrj«.r~ba- I :-..42 DESCRIBE THE NECESSITY OF HAVING THE EVENT ON A HIGHWAY: DESCRIPTION OF EVENT IN DETAIL (includo nurnbor of participants, description of the activity to be conducted on the highway, number and typo of animals, description of any vehicle or materials to be used. Uso additional sheets H necessary. Attach a mop): fO O »Jg··1~<2~ Clh.>31 %««£*6.xs~ Abja l,tuM:b 12*~Eb-,. -1%3 The undorsignod horcby noroos lo pay tho total actual cost to tho Slato Patrol and tho Departmon! of Highwa90 for conducting any highway closures rolatod to the ovent doccribod horoln and to submit payment in advance for tho ostimatod cost of such closures and lo pay for and provide liability insurance in an amount !0 be determined by the Chief 01 tho Stato Patrol. Tho under- signed understands Ihal any costs in excess of the ostimatod con! must bo pal*!o the Colorado Slato Patrol following tho ovont and thal if tho ostimatod cost excoodo tho actual cost, tho balance will bo <ch~ndod. 1, tho undersigned, furlhor certify Ihal t·hostatomonts containod hcroin or all:~hed horoto arc trlte,~thcurato, and complete to the best 01 my knowledge and boliof. , i. 1 82<4-»Uk-»saut>.1 4'a»--W--4 1119101 1 · ORGANIZATION -~t,JATURE ~ ~ DATE -rn . ..t2) APPLICATION (Please type or print all information) DATE OF REQUEST: L,YE_,1 TYPE OF EVENT (Check the applicable one): ATHLETIC ___ SPECIAL.*L- 0 - 0 . '"* '-+ F --~C2%<30..ats3ax-~ BRIEF DESCRIPTION (Foot Flaco, Parade, otc.)f \ \->--uu-10-k. J ORGANIZATION INFORMATION ORGANIZATION NAME: %' ek.ks©··- c~,< 93:2e.3=h., ~a.k-, ADDRESS: 90 *zek «Ul JiTY & ATATE: 1.-3~*-1 9>e»bt Q.I:3 %(225 \3 PHONE: (-1% 6-(Aet i. CONTACT PEI:ISO TITLE: PHONE: -) DESCRIPTION OFTHE EVENT DATE(S): Beginning: U / D% /63 TIME Beginning: ¥'2>C) AM - PM~C_- Ending: JJ./21_/.12) Ending: h'.bo AM- PM ~_ NOTE: If times will vary on subsequent days, attach explanation. LOCATION: (State Highway and Mileage) PROPOSED ROUTE(S): PROPOSED DETOURIS): 2%32/.:- I .~•Sb L»40~:2>tfuu Nbb·.=~ee•-~~~ DESCRIBE Tile NECESSITY OF HAVING THE EVENT ON A HIGHWAY: DESCRIPTION OF EVENT IN DETAIL (include number of participants, description of the activity to be conducted on tho highway, number and typo of animals, description of any vehicle or materials to be used. Uso additional sheets if necessary. Attach a map): GS#foot I €.SO VI-1 3»4532 , 4)~Cb 036 . The undorsignod horcby agroos to pay tho total actual cost to tho Stalo Patrol and the Departmont of Highways for conducting any highway closures rolatod 10 Iho event described horoln and to submit payment in advance for tho ostimatod cost of such closures and to pay for and provide liability insurance in an amount to be dolormined by the Chict 01 tho Stato Patrol.Tho under· signed understands thal any costs in excess 01 the estimated cost must bo paid to the Colorado Stato Patrol following tho ovont and thai U Iho ostirnalod cost oxcoods :110 actual cost, tho balance will bo relundod. 1. tho undersigned, turthercortity that tho statornonts contained heroin or altached horcto are true. accurato, and comp;010 to the best 01 my knowlodgo and boliof. ~1-CAI :%. Ub- <Ch qds:=2\ , C~>344-414~ 2-41 -4 ORGANhk\TION \ Stdil-ATURE~ 4-3- DATE CSP 4 MEMORANDUM TO: Honorable Mayor Baudek and Board of Trustees FROM: Special Events Department - Linda Hinze DATE: March 4,2003 SUBJECT: Request for Rental of Stanley Park - August 22 & 23 Background: Local residents, John and Winnie Spahnle have approached the Stanley Park Fairgrounds to rent the entire facility on August 23 and 24,2003 to hold a two-day music festival. The festival hours would be from Noon until 10 pm each day and would feature five "Classic Rock" groups each day. Anticipated attendance is 10,000 people per day. Actual time on the grounds would be 4-5 days for set-up, event and take-down. A liqueur license will be applied for. The Spahnles' first choice location for the stage was the West end from the track to the 2nd arena with the stage facing East, use of Barn W and the balance of the fairgrounds used for parking. The Special Events staff is suggesting the location of the stage be in the lower RV area with the stage facing East, and use of the balance of the fairgrounds for parking. Special Events staff does not feel comfortable having the upper area readied in time after the Hunter-Jumper Show to be acceptable for public seating. Work to prepare and ready the grounds by staff is work that needs to be completed prior to the Scottish Festival, however, it will reqliire staff to have the areas finished sooner than normal. The choice of the weekend is good, as it is the beginning of the "slow" down from summer. The event has the potential of being very successful and it is the intent of the Spahnles to not only make this an annual event, but to establish an additional "country western" festival, beginning in 2004. The Auto Show is already scheduled to occupy the main fairgrounds parking lot on Saturday, August 22nd, from 11 am to 3 pm. This has been discussed with the Spahnles and they are willing work around this situation. Costs: Over-time for Special Events staff to prepare the grounds after the Hunter-Jumper Show, which ends August 10t and for the specific weekend. Possible cost to repair damage to property. Recommendation: Special Events Department recommends approval to proceed to contract for this event with the Spahnles. Staff will offer a rental agreement for the lower RV area at $4,000 plus 25¢ per person per day. If the upper area location is used, we would need to increase the base dollar amount. Chief Richardson has been notified of this request and will work with the Spahnles for traffic control and on- site needs at a cost to be determined. Estes Park 2, 7:U = Senior Center lemo To: Honorable Mayor Baudek Board of Trustees Town Administrator Widmer From: Jody Thompson, Senior Center Director Betty Kilsdonk, Museum/Senior Center Services Director Date: March 6,2003 Subject: Food Services RFP Background. Last September, a Task Force consisting of Walt Richards, Vern Mertz, and Don Tebow from Senior Center Inc., Assistant Town Administrator Randy Repola, and staff members Jody Thompson and Betty Kilsdonk began meeting to review Senior Center food service operations in order to reduce total costs. Their goals included maximizing use of the Senior Center kitchen, stabilizing or reducing the Town's subsidy of the food service operation, maintaining the current level of food service quality, offering meals at a price which reflects actual cost, without burdening those unable to pay, and offering catering options to senior and non-senior groups. The group began by reviewing the history of Senior Center operations, noting that the cost per meal had risen from $8.45 in 2000 to $10.59 in 2001, largely due to personnel costs. They reviewed the pros and cons of various food service options, ranging from status quo to discontinuing meal service. Early on, the group determined that privatization was a viable option to meet their goals. Over the next six months, the Task Force explored the possibilities and pitfalls of privatization. They met with two long-time Estes Park caterers, one retired and one currently in business, to identify the elements of success. Among the consultants' recommendations were: giving the caterer exclusive rights to all food activities at the Center, allowing the caterer to serve alcohol if licensed, and requesting the caterer to use a sliding scale payment program for meals-on-wheels clients. The Task Force listed the potential expense items a private caterer might expect to have, and estimated the costs of each, then compared them to what a caterer might reasonably expect to earn. The group investigated several Front Range Senior Center food service operations. The most useful model for our group came from the City of Boulder. Boulder had an operation similar to Estes Park's until about ten years ago, when they privatized their meal service. The City began subsidizing the program at $85,000 annually. The current subsidy is $75,000 annually, plus utilities and kitchen use. The non-profit catering service, called "Meals on Wheels," is supported by a for-profit catering arm (East Lake Catering) at the level of about $15,000 a month. The Boulder Senior Center serves about 7500 in-house meals a year plus about 41,000 home delivered meals, for a total of about 48,500 meals a year, compared to our senior center's 11,375 meals served in 2002. 1. The Task Force visited the East and West Bouldl& danioriKntari. lh- addition, the director and assistant director of Boulder's Senior Services, and the director of their private catering service met with our group in Estes Park on January 24. The Task Force also reviewed a copy of Boulder's Senior Services Food Contract. From the information gathered during this six-month process, the Task Force has developed a Request for Proposal to privatize meal service at the Senior Center. Budget. To be determined; not to exceed the approved 2003 Town transfer for meal service support ($83,620). Action. Staff requests permission to proceed with the Request for Proposal to privatize Senior Center meal services. • Page 2 Town of Estes Park - Estes Park Senior Center Request for Proposal Proiect Overview The Town o f Estes Park owns and operates the Estes Park Senior Center, located at 220 Fourth Street. At the Senior Center, the Town currently operates a kitchen and provides meals at noon, Monday through Friday. The service includes both in-house (congregate) meals and meals-on-wheels (home delivered meals) services. Users o f the facility for meals and other functions totaled just over 17,000 a year in both 2002 and 2001. The Town intends that food service continue to be provided at the Estes Park Senior Center, but desires to provide the service through a contractor. The contractor will be compensated either per meal, as a lump sum, or some combination thereof to be negotiated with the successful bidder. Local vendors will be given preferential consideration in the selection process. Proposal Submittal Instructions One copy o f the proposal should be sent, e-mailed or delivered by Tuesday, April 1, 2003 by 5:00 P.M. to: Ms. Jody Thompson, Director Estes Park Senior Center 220 Fourth Street Estes Park, CO 80517 Tel: 970/577-3765 E-mail: ithompson@estes.ore Proposal must include: a) qualifications, b) at least three professional references, c) a sample menu including portion sizes, and d) a proposed meal charge. In 2002 the Senior Center served 11,375 meals, 28% of which (3185) were meals-on- wheels. The suggested donation per meal was $4.00. The revenue per meal was $3.77 for in-house meals, and $3.18 for meals-on-wheels. The number of meals served in 2001 was 11,293,28% of which (3159) were meals-on-wheels. The suggested donation per meal was $4.00. The revenue per meal was $3.61 for in-house meals, and $2.91 for meals-on- wheels. Under the contract, in-house (congregate) customers would be charged a set fee. We request that the vendor devise a sliding scale fee based on income for meals-on- wheels (home delivered) customers. The Town o f Estes Park does not guarantee number of meals served. The Senior Center will be open for touring by appointment. Terms and Conditions The vendor will be required to provide noon meal service Monday through Friday for seniors and other visitors at the Senior Center, including in-house and home-delivered meals (delivered by volunteer drivers provided by the Senior Center.) The Town shall provide maintenance contracts to maintain and repair all kitchen equipment. Kitchen equipment includes the following: Garland Four-burner Stove/Oven/Grill Delfield Freezer Chefmate Slicer Koolco Walk-in Refrigerator US Range Convection Oven Koolco Walk-in Freezer Kitchen Aid Stand Mixer Cuisinart Food Processor Vulcan Steam Cooker Victory Quick Chill w/Rack Welbilt Floor Stand Mixer Hobart Dishwasher Aerochef Steam Table Scotsman Ice/Water Dispenser Scotsman Ice Machine The Town shall be responsible for the cost of Senior Center utilities. The Town shall provide, and replace as necessary, all non-disposable dinnerware, silvenvare, pots, pans and cooking and serving utensils. The successful bidder would have exclusive access to, control of and use o f the kitchen at the Senior Center, except for use by Senior Center Inc. and the Town o f Estes Park for special and fund-raising events. The vendor will have exclusive use o f the Senior Center kitchen. This includes use of the kitchen in order to prepare food for both senior and non-senior groups that have rented meeting rooms from the Town at the Senior Center. It also includes use of the kitchen for private catering off-site and will include catering functions for departments ofthe Town o f Estes Park. The vendor may cater for private groups at the Senior Center; however, the group must negotiate a separate rental agreement with the Town of Estes Park for use of the facility. The vendor shall employ staff they determine to be sufficient and appropriate to provide services under the contract and shall be solely responsible for the hiring, compensation, supervision, and termination of such employees. The vendor shall determine menus and prices, collect payment for all food services at the Senior Center, and shall provide all raw food and paper goods required for all food services. The vendor shall be responsible for regular cleaning of the kitchen, the dinin[g room, and any other room used for private, catered events. The vendor shall comply with all federal, state and local laws and regulations governing the preparation and handling of food; and shall procure and keep in effect all necessary licenses and permits. 1.'»1.3.32 7.. The vendor shall provide the following mininium:insurance coverage and.shall provide insurance certificates to the Town ofEstes Park showing proof of coverage and naming the Town as certificate holder: a. Worker's Compensation for all employees b. General Liability Coverage in an amount not less than $150,000 per injury and $600,000 per occurrence. Town shall be named as additionally insured. c. Certificate shall require that the Town be given thirty (30) days written notice prior to cancellation of the included policies. The vendor shall obtain an annual Business License prior to the start up date. During a six-month trial period, the vendor may serve alcoholic beverages at the Senior Center, along with catered food, to the groups to which it provides catering service. The trial period shall start on a date selected by both parties. Prior to initiating such service, the vendor shall obtain the necessary liquor licenses from all required local and state authorities and also obtain liquor liability insurance with coverage of at least $1 million. Attachment: Current menu sample. SC, 01-02-03 - December 19,2002 Total Weight: 23400.85 g (825.43 oz-wt.) ~ / r~rio .9 :Serving Size: 468.02 g (16.51 oz-wt.) (4@ 4<) Serves: 50.00 Cost: Foodlist Amount for Amount for ~ ESHA 50 servings Food Item 1 serving Cost Code 100 oz-wt Chicken Breast-Boneless-Roasted 2 oz-wt 15001 200 oz-wt Long Grain White Rice-Enr-Ckd 4 oz-wt - 38013 150 oz-wt Brussels Sprouts-Frozen-Boiled w/Salt 3 oz-wt 5871 150 oz-wt Blackeyed Cowpeas,Common,Mature Seed-Ckd 3 oz-wt - 7018 150 oz-wt Fruit Cocktail in Light Syrup-Canned-Cup 3 oz-wt - 3163 leach SrCitizenHomemade Bread 0.02 each -- 50 each Chocolate Cake w/Chocolate Icing-Pce 1 each -- 46014 Nutrients per Serving Calories 597.82 Fat - Total 12.51 g Protein 31.72 g Saturated Fat 3.53 g Carbohydrates 92.60 g Vitamin A RE 95.66 RE Dietary Fiber 11.50 g Vitamin C 40.87 mg % Calories from fat 18 % % Calories from carbs 61 % . t. SC, 01-06-03 December 19, 2002 Total Weight: 24518.35 g (864.84 oz-wt.) Serving Size: 490.37 g (17.30 oz-wt.) Serves: 50.00 Cost: -- Foodlist Amount for Amount for ESHA 50 set'vings Food Item 1 serving Cost Code 100 oz-wt Fresh Pork Loin-Whole-Roasted 2 oz-wt 12031 200 oz-wt Bread Stuffing Mix-Prepared 4 oz-wt -- 42037 100 oz-wt Sweet Potatoes-Mashed-Canned 2 oz-wt 5162 100 oz-wt Green Peas-Frozen-Boiled-Cup 2 oz-wt - 5118 leach SrCitizenHomemade Bread 0.02 each -- 100 oz-wt Peaches in Light Syrup-Cnd Halves-Each 2 oz-wt 3174 200 oz-wt 1% Fat Cottage Cheese 4 oz-wt 1047 100 each Oatmeal Cookie 2 each -- 47047 Nutrients per Serving Calories 720.38 Fat - Total 26.06 g Protein 39.61 g Saturated Fat 7.43 g Carbohydrates 82.19 g Vitamin A RE 1022.56 RE Dietary Fiber 9.13 g Vitamin C 10.44 mg % Calories from fat 32 % % Calories from carbs 46 % SC, 01-30-03 December 20,2002 Total Weight: 26048.35 g (918.81 oz-wt.) Serving Size: 520.97 g (18.38 oz-wt.) -'. Serves: 50.00 Cost: -- Foodlist Amount for Amount for ESHA 50 servings Food Item 1 serving Cost Code 200 oz-wt Spaghetti Noodles-Enr-Ckd 4 oz-wt - 38118 150 oz-wt Spaghetti Meat Sauce-Homemade 3 oz-wt - 53010 200 oz-wt Tossed Green Salad 4 oz-wt - 5677 50 oz-wt Italian Salad Dressing 1 oz-wt - 8020 1 each SrCitizenHomemade Bread 0.02 each - 50 piece 9" Cherry Pie-Homemade-1/8th Pie 1 piece - 48094 Nutrients per Serving Calories 899.58 Fat - Total 42.52 g Protein 17.70 g Saturated Fat 9.06 g Carbohydrates 116.05 g Vitamin A RE 466.53 RE Dietary Fiber 8.01 g Vitamin C 34.34 mg % Calories from fat 42 % % Calories from carbs 51 %