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PACKET Community Development Committee 2003-04-03
AGENDA - Town of Estes Park - Community Development Committee Thursday, April 3,2003 8:00 a.m. I. Museum A. Bi-Monthly Report B. Museum Collections Management Policy C. Building Expansion RFP II. Senior Center ki --A A. Bi-Monthly Report (»KR- 6 -13 fQ'»ul- >444 6)13, ) III. Community Development Department A. Building Permit Summary - February 2003 (R. Repola) B. Request to change Delmar Drive, a private road, to Fall River Court C. Fee Schedule Review IV. Special Events A. Contracts: Music Festival Contract Aug. 23 & 24 B. Permission for Top Hands Organization to construct Rodeo Secretary Building Prepared: March 28,2003 *Revised: The Community Development Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. i f MEMORANDUM To: Community Development Committee From: Betty Kilsdonk Re: Bi-Monthly report Date: April 3,2003 Programs The Museum, in partnership with the Library Foundation, received a $1500 grant from the Colorado Endowment for the Humanities for a five-part lecture series on Colorado history. All the programs are free and will be held once a month in the Municipal Building Board Room at 7:00 PM. Program Schedule April 11 Ute and Arapaho Occupation of Rocky Mountain National Park May 9 Discovering Michenefs America June 13 Colorado History in Western Novels July 18 "Crazy Nate the Gold Prospector" August 15 Early Coloradoans - Fact or Fiction? Additional upcoming programs include April 12 Rock Cabins (Joint program with Rocky Mountain National Park) 7 PM at the Beaver Meadows Visitor Center April 19 Old Timers Series: Winter Recreation 1 PM Municipal Building Board Room May 4 FREE DAY May 10 30 Years of Colorado Transportation Archaeology 1 PM Municipal Building Room 201 May 18 Parade of Years car show 9-11 AM Museum and Senior Center Parking Lots May 31 Who Lived Here Before Us? Archeology program for children in the 1€4~h grades, Bunce School, Allenspark Hydroplant Season Opening May 26 The Historic Fall River Hydroplant opens for the summer season. Hours are Daily 1-4 PM, closed Mondays. Through Labor Day. New Exhibit May 30 American Roads exhibit opening reception, 5 to 7 PM This traveling photography exhibit from the CU Art Galleries will be on display through August 31, 2003 In N E - 0 8 %@ 00 - 1 4 go 0.9 .1 W g .2. 1< 2 22 61 .C m & C,>4 0= •22 M- :132 / 0C - li 0 0 0 O 4 2 -of N k c Dbi 2 1.1- - 7 M '22 ~ 0~ ES \ ---& 9,/ 3/ 1- , . J or U| LE € ke Win ul >4 t:g 0 0 r Old Timers series (Board i~or~~ ~|~~inNeeThisH~:PHS), 200 EO. ZO. &0. 66. February attendance by year ROZ Lic s Park Area Historical M S) 2,lueJBOJd eouepls L&Z 96EE ery visits = 2- E u, :1 0 r, 2 - " 9 $ 10 p. 2 S m »N '1 1.L P mui . fz Z U. 2 S - EE g d Wip 22 - <2% E e -I> - /8 - < 00. O - M 1- 0. 0 . 1.1- 5» » C, 10 0 2 E 05 O e 1. ©9 0 - 11 0 4, Mi N WO - i• 9 0 1 0% E - ->, 1 CD 4 11 ,- 1 1 1/i= 59 00 Ul . :=: e R=. -1 4 »9 : 1 1.1- ~ < f w 0 - 5 0. 1.-1 * » C, 1.1- 9, €0 ruary, 1999 - 2003 stes Park Area Museum Department amo To: Honorable Mayor Baudek Board of Trustees Town Administrator Widmer From: Betty Kilsdonk, Director Museum/Senior Center Services Date: March 27,2003 Subject: Museum Collections Management Policy Background. The Estes Park Area Historical Museum has a collections management policy that governs the acceptance, use, storage and care of artifacts. The last revision of this policy was in 1997. The opening of the Fall River Hydroplant facility and changes in current professional practices made it timely to revisit this document and update it as needed. The Museum's curator of collections, Lisel Record, and I met with the Museum Advisory Board Collections Committee to revise the attached policy (with the proposed revisions shown in red). Major changes include incorporating the hydroplant, adding the Museum's new mission statement, and including the Education and Reference Collections in the policy as well as the Permanent Collection. A photograph reproduction and access policy was added, and the section on insurance was updated. At their February 24 regular meeting, the Museum Advisory Board recommended adoption of the revised policy by the Town Board. Budget There are no budget implications involved in adopting the revised policy. Action Staff requests consideration of adopting the revised Collections Management Policy for the Estes Park Area Historical Museum and the Historic Fall River Hydroplant. 1 , Estes Park Area Historical Museum and Historic Fall River Hydroplant Collections Management Policy 0?evised-4999 (proposed revision 2003) The Estes Park Area Historical Museum, a part of the Museum/Senior Center Services department of the Town of Estes Park, a Colorado municipal corporation, hereby establishes this Collections Management Policy to best serve the public interest by establishing and maintaining professional standards for the acceptance, use, storage and care of museum artifacts. This policy also covers artifacts which pertain to the Historic Fall River Hydroplant. Hereafter, the Estes Park Area Historical Museum (EPAHM) is used to refer to the collections of both the Museum and the Historical Fall River Hydroplant unless otherwise stated. The Estes Park Area Historical Museum Advisory Board is appointed by the Mayor of Estes Park to be advisory to the Mayor and Town Trustees in matters relating to the development and use of the Estes Park Area Historical Museum. I. Mission Statements The Estes Park Area Historical Museum operates for the purpose of collecting, preserving, interpreting, and exhibiting local history for our residents and visitors. collects, interprets, and preserves local history, as well as presenting exhibits, programs, and events for the education and benefit of residents and visitors of all ages. The mission of the Historic Fall River Hydroplant is to preserve and interpret the plant's material culture, social history, and natural history to diverse audiences, and to motivate visitors to learn about hydroplant technology and current energy issues. II. Collections Objectives The Museum's intent is to ensure that the Museum's Permanent and Education collections adhere to the purpose of this institution, namely, to discover and collect only those materials which establish or illustrate the history of the Estes Park area, defined as a circle with a 15 mile radius centered on the tew#Town of Estes Park. Generally, art and artifacts acquired should be more than 40 years old, created or used in this or adjacent counties or be representative of material created or used in this area, and be appropriate for research, comparison, and exhibit. More recent materials will be considered for acquisition if they have clear historical significance for the future or if they are related to important people or events in the history of the area. All materials collected must be illustrative of life, conditions, events and activities of the past and present in the Estes Park area. Although the Museum may collect material relevant to Rocky Mountain National Park, it will not be the primary repository for RMNP material; the same holds for material related to the YMCA of the Rockies, MacGregor Ranch, and Enos Mills, since other museums in the area are dedicated to those subjects. Criteria for selection into the collection willbe in accordance with the Museum's Interpretive Plan and-will include relevance to the history of the area, historic value of the artifact itself, condition and completeness ofthe artifact, whether the artifact is a duplicate of holdings already in the the collection, whether the Museum has identified a need for that type of artifact, and the size of the artifact (due to finite and limited storage and exhibit space). The Museum will only accept material it can properly store, preserve and protect. . Estes Park Area Historical Museum Collections Management Policy Page 3 The Estes Park Area Historical Museum maintains three lypes of collections and will specify which colldction will receive the artifact at the time of the donation. The Museum accepts artifacts for its Permanent Collection, Educational Collection, and Reference Collection, but will not engage in indiscriminate collecting. The three lypes ofcollections are: A. The Permanent Collection consists of artifacts that are relevant to the Museum's purpose and are of historic and cultural value. The Museum is committed to preserving these artifacts as best it can in perpetuity for future generations. Donations to the Permanent Collection must be the best available at the time, fill a recognized deficiency or upgrade existing collections, and be adequately documented as determined by the Curator and the Director and approved by the Collections Committee. B. The Educational Collection consists of artifacts that arefepeduetiens-eF duplicates of artifacts in the Permanent Gelleetie,AhatCollection, and objects which do not have the quality or significance to warrant acceptance into the Permanent Collection, but which are valuable for the purpose of educating people about the area's past. These items will be used in the Museum's educational programs andthet are subject to possible wear and damage. Although the Museum will make every effort to protect these items, it is understood that materials used for hands-on educational purposes may eventually be damaged or destroyed. Therefore, only artifacts that are reproductions or can be easily replaced will be part of the Educational Collection. C. The Reference Collection consists of materials that will assist with the mission of the museum, but do not have direct historical significance in themselves. This will include documentary materials, particularly secondary sources such as reprints, current history books, maps, photocopies of historic documents, and so forth, which do not have intrinsic value as artifacts but contain historical information. Also reference materials on museum practices may be added to the Reference Collection. Materials that illustrate the history of EPAHM as an institution are also appropriate for inclusion in the Reference Collection. Each of these collections will be managed in a manner appropriate to the materials contained within, as specified below and in EPAHM's Collections Management Procedures. III. Collections Committee The Collections Committee is composed of the Museum Director and Curator of Collections and additional members appointed annually by the President of the Advisory Board. The legal counsel for the Town of Estes Park may provide advice as necessary to the Committee. The purpose of the Collections Committee is to act as a liaison between the Museum, the Advisory Board, and the Town on collections related matters. When discussing matters related to the Historic Fall River Hydroplant, a representative of the Town of Estes Park's Light and Power department will be invited to participate. Within the Advisory Board's broad scope of responsibility, they have delegated oversight of the collections management policy to the Collections Committee, with decision-making powers as delineated below. This includes general supervision of the collections: namely, approval of all-aequisitiens-and Feeemmendingcontroversial and high value acquisitions; recommendation of deaccessions to the Board on a regular basis; assisting staff in development of museum management documents and recommending collections management policies to the Board; and monitoring and reviewing conservation practices. I , Estes Park Area Historical Museum Collections Management Policy Page 4 IV. Acquisition Policies & Procedures Acquisition to the Museum's collections, whether by gift, purchase,lean, bequest, excavation, or other means, shall be in accordance with the following rules. 1. The Town of Estes Park is a political subdivision of the State of Colorado and eligible for charitable donations. The donor may be eligible for state and federal tax benefits, however all donors should consult their own tax advisors with regard to the deductibility of any donation to the Museum for federal and state tax purposes. 2. No acquisition shall be appraised by an Advisory Board member, staff member, or any other person closely associated with either. For the protection of the donor, it is recommended that appraisals be accomplished by a qualified appraiser before the donation is conveyed to the Museum. 3. All items acquired will be in accordance with the Museum's Collections Objectives listed above. Any material collected by e~cavationabove and will be in compliance with federal and state regulations. 4. A receipt will be issued for all artifacts offered to the Museum and conditionally accepted for addition to the collections pending review by the Collections Committee. The Museum assumes no responsibility for non-receipted artifacts left in its care and such artifacts shall be treated as loaned property under the applicable provisions of Section38 11 38-14-101, et. seq., C.R.S. 5. Routine decisions regarding the acceptance or decline of objects offered for acquisition will be made by staff. The Collections Committee recognizes that there is room for individual judgment in decisions made at this level. Non-staff collections committee members will be consulted when any of the following conditions exist: A. The value of a proposed acquisition is over $5000 B. There is a question about the local significance ofthe proposed acquisition C. The proposed acquisition is potentially controversial or in conflict with existing policy Conflicts which afisecannot be resolved by the Collections Committee at this level of acquisition will be taken to the Advisory Board for discussion and recommendation to the Collections Committee. All donors should be informed that items are accepted subject to the above process. If the artifact is accepted, the receipt form becomes a legally binding donation agreement which transfersa Deed of Gift must be signed in order to transfer ownership from persons having legal title and interest in the subject artifacts to the Museum. Persons transferring title to the Museum shall certify that material was collected or acquired by them legally and shall warrant title to that material. 6. Artifacts receipted by the Museum but not accepted into the Museum's collections shall be deemed abandoned by the donor unless claimed within 120 days after mailing of notice of nonacceptance . Estes Park Area Historical Museum Collections Management Policy Page 5 to the donor by certified mail with return receipt requested at the address provided on the receipt furnished. 7. All acquisitions ofthe Museum by either donation or purchaseany method (including donation, purchase, bequest, or transfer) after acceptanceby the Collections Committee become the property of the Town of Estes Park absolutely and without limiting conditions, to be used in the best interest of the Museum. Artifacts may be used for exhibition, study, research, loan or they may be deaccessioned. 8. In accordance with current copyright legislation, copyright may be maintained by the original artist if the artwork was produced after 1978. However, every effort to obtain copyright or rights to reproduce will be made by the Museum. 9. Artifacts for the Museum's collections may be purchased, provided they fall within the Museum's Collections Objectives. Artifacts may be purchased by the Gufate,Museum staff with the approval of the Museum Director. Purchasing procedures must follow those outlined by the Town of Estes Park. Small purchases whose cost falls within the annual budget amount for acquisitions may be made by the Museum staff, however,Jafgef purchases over $1000 may require Collections Committee and Advisory Board approval. 10. The Museum may accept items that do not fit into any of its three collections or under the Museum's Statement of Purpose, to bc used by the Museum as functional items in its general operations. These items, such as library reference materials, office furniture and equipment, will not be accessioned into the Museum's collections, and may bo disposed of without restriction. 44=10. The Director or designated staff person shall wFite-a=pepsenalsend a letter to each donor, acknowledging gifts on behalf of the Museum. The Curator of Collections will submit a list of acquisitions to the Advisory Board annually, and to the Community Development Committee annually. at-theif DeeembeF-meeting. Donations will also be acknowledged in the newsletter. In case of outstanding or valuable donations, the Director may notify the Advisory Board at the next regular meeting so that it may take appropriate action over and above the acknowledgment of the Director. The accession number shall appear on all correspondence relating to any accession, and a copy shall be placed in the aeeessiensource file. V. Documentation and Care Peeedwfes Accessioning is the formal process used to accept and record an artifact into the eelleetien,EPAHM recognizes its duty to preserve objects entrusted to it as these objects are held in the public trust. It is the Museum's responsibility to care for and protect the objects entrusted to it professionally and to the best of its ability. 1. The originals of forms or bill of sale which prove the Museum's unqualified legal ownership of the items will be filed by donor's surname or source in the AeeessieneSource File by the Curator undep-the supervision ofthe Director.of Collections. 2. All artifacts accepted into the Museum's collections will be documented from information received from the donor and, if necessary, through additional research conducted by the Museum staff. Each artifact shall be accessioned according to professional museum standards and as outlined in EPAHM's Collections Management Procedures. . Estes Park Area Historical Museum Collections Management Policy Page 6 3. The Museum reserves the right to change the disposition of artifacts donated from the Permanent Collection to the Educational Collection or vice versa. This might be done if subsequently collected artifacts provide the Permanent Collection with higher quality representation, or if an educational artifact is later determined to have become more rare or unusual. Any change in the type of collection will be approved by the Collections Committee. Record of this transaction will be included in the artifacfs permanent Gie.-record. Objects must be deaccessioned before they can be moved from either the Permanent or Education collections into the Reference Collection. 4. Collections shall be available to the public for study and research in such a manner that their integrity and well-being will be best preserved. All artifacts shall be used and handled professionally during research, study, educational programs and exhibits. The Museum has a policy of changing the artifacts on exhibit in order to protect them from deterioration due to ultraviolet light, dust, and other hazards. The care and safety of collections will be the responsibility of the Curator of Collections and the Director. Procedures to insure proper care and maintenance of the collections will be reviewed periodically by the Collections Committee. 5. Every effort will be made to protect the physical safety and confidentiality ofthe accession records. The originals will be created on archival paper and stored in a locked fireproof arca. Duplicate copies will be stored off site. VL Photograph Reproduction and Access Policy 1. Reproductions of photographs in the Estes Park Area Historical Museum's permanent collection are available, unless restricted, for a fee (see Photograph Order Form for prices and formats). 2. EPAHM reserves the right to refuse a reproduction request if the safety ofthe object is in question. 3. Commercial use fees (see Photograph Order Form for fees) apply to commercial projects with the following exceptions: news media for use in a news story, and non-profit organizations or projects. 4. Permission is granted for one-time use only; any subsequent use requires written permission and may require the payment of additional fees. 5. Digital images are available from the Museum (see Photograph Order Form for fees and formats). Reproduction of an original image using a hand scanner or researcher's equipment is not permitted. All reproductions will be prepared by the Museum or by services hired by the Museum. The photographs may not be enhanced by computer digital imaging or otherwise altered or modified in any way without written permission. The enhanced photographs may not be used for resale. 6. For specialized photography of objects in the collection not available through EPAHM's photographic reproduction program, permission must be granted by the Director or Curator of Collections. Written permission is required for the publication of such images. Estes Park Area Historical Museum Collections Management Policy Page 7 7. EPAHM does'allow photography in its exhibit galleries, however items on loan from other institutions may not be photographed. 8. Any publication of material in our collections must be accompanied by a line crediting the Estes Park Area Historical Museum. A complimentary copy of any book, article, menu, etc. in which the Museum's photographs are used shall be donated to the Museum upon request 9. Responsibility for questions of copyright that may arise are assumed by the user. VII. Loans and Borrowing Provisions No loans, either Incoming or Outgoing, whether part of Permanent, Educational, or other related Gelleetiens,Permanent or Education collections, and including materials related to the storage, care, conservation, display, exhibition, or interpretation of any Collections artifact or artifacts may be used by any person, employee, volunteer, board member, or member ofthe public for personal gain or benefit. Incoming Loans: 1. The Estes Park Area Historical Museum may request the loan of specific artifacts or collections from private individuals, organizations or other institutions or museums for specific, temporary display purposes only. The Museum will accept only those items specifically requested and may not accept items on loan for repair, restoration, valuation, or storage. 2. Allloans will be made for a specific time period, not to exceed one year; the Museum will not accept artifacts for indefinite loan. 3. All loans will be insured by the EPAHM for the duration of the loan. Transportation to and from the lender will be paid by the Museum unless other arrangements are made. 4. Loan requests will be initiated by the Curator, with the approval of the Director, and the Collections Committee if necessary. Appropriate paperwork will be handled by the Curator of Collections, with an appropriate lender's signature secured on the loan form. 5. Condition reports will be prepared both upon receipt of the loan and upon its return. Deviations or damage to the loaned object will be noted, the lender notified and the insurance company contacted if necessary. 6. Artifacts left on loan and not claimed after the term of the loan has expired and written notification has been sent pursuant to Section 38-14-104, C.R.S., shall result in the loss of all rights of the lender in said property. Outgoing Loans: 1. Upon request, the Museum may make loans from its collections to other museums, cultural, historical, or educational institutions provided they meet the requirements for security, general care, use, insurance, transportation, packing and crating as established by the Estes Park Area Historical Museum. . Estes Park Area Historical Museum Collections Management Policy Page 8 Loans will not be made to individuals. 2. Borrowing institutions shall be responsible for insurance and transportation. The Museum may require proof of insurance or of financial responsibility for the loan, and may charge packing and crating fees. The Curator of Collections will prepare appropriate paperwork, for the approval ofthe Director. 3. Loans may be made only for exhibit purposes, with the exception of items in the Education Collection. Loans for research, photography, advertising, or promotional purposes must be approved in advance by the Museum Director, and a fee may be charged. 4. Only those artifacts that are in satisfactory condition, and which will not suffer adverse effects from travel or exhibition, will be recommended for loan. Condition reports will be required upon leaving the Museum, arriving and leaving the borrowing institution and upon return to the Museum. The Museum must be notified immediately of any damage. VII. Deaccessioning RulesVIII. Deaccessioning No accessioned object or collection shall be removed from the Museum's register and physically disposed of except by strict conformity with the following rules. 1. Artifacts in the collection will be retained as long as they meet the mission of the Museum, and can be properly stored, preserved and interpreted. Artifacts which do not meet the mission of the Museum are liabilities and are subject to deaccessioning. Reasons for deaccessioning include: item lacks historical significance or relevance to the Estes Park area, is a duplicate or deteriorated, or was broken, stolen, or adequate storage space is not available, or otherwise found to be incompatible with the Museum's mission and policies. 2. Museum ownership of an artifact must be established before the artifact will be recommended for deaccessioning. Abandoned property such as non-receipted items, items not accepted by the Collections Committee and not reclaimed by donors or unclaimed loans, may be deaccessioned following the procedures outlined in the State of Colorado Abandoned Property legislation. 3. No donated object shall be deaccessioned for any reason for two years after the date of its acquisition, in order to comply with IRS regulations regarding the U.S. Tax Reform Act of 1984. 4. Artifacts in the collections will be deaccessioned upon the recommendation of the Collections Committee members with approval of the Advisory Board. 5. Deaccessioned artifacts may be transferred to the EdweatieneiReference Collection or donated, traded or sold to another tax-exempt institution where they will serve the purpose for which they were acquired by the Museum. Most appropriate placement will depend on the artifact. Preference will be given to placing deaccessioned artifacts in other museums, cultural, historical or educational institutions in the state of Colorado. Objects whose origins or historical significance is not within the state of Colorado will be offered to the state historical societies or other appropriate repositories in their home states:. states. The Director has the final authority to approve disposition, but dispositions will be reported to the Collections Committee. Estes Park Area Historical Museum Collections Management Policy Page 9 6. It is the policy of the Estes Park Area Historical Museum to sell as little of its collection as possible. However, artifacts that cannot be placed in another tax exempt institution may be sold or traded in a manner that will best protect the interests, objectives and legal status of the Museum. The number of items to be sold shall be held to a minimum and may be sold discreetly out ofthe geographic area. 7. Artifacts for which no other disposition can be found will be appropriately disposed of, after removing collectable value from the object. Artifacts containing potentially hazardous materials will be disposed of in accordance with state regulations concerning those materials. 8. A collections fund shall be created to which all net proceeds resulting from deaccessioning efe deposited, and from which,shall be used only for collections purchases and conservation, with Collections Committee approval, withdrawals are made only for collections purchases and approval.eenseffiatien= 9. An adequate record of conditions and circumstances under which artifacts are deaccessioned and disposed of must be kept as part of the Museum's collections records. Lists of deaccessioned items will be reported to the Board and included in their meeting minutes. 10. No deaccessioned item may be conveyed in any manner to present or former members of the Museum Advisory Board, Collections Committee, Museum staff, Museum volunteers, interns, members of the Friends of the Museum Board, employees of the Town of Estes Park or to their representatives for one year after the person is no longer associated with the Museum or the Town of Estes Park. VIII. Security and Insurance IX. Insurance The Town of Estes Park provides wall-to-wall Fine Arts insurance coverage for EPAHM collections. Insurance coverage is provided through the Colorado Intergovernmental Risk-Sharing Agency (CIRSA). Insurance needs are pooled with those of other governmental agencies and the policies are bid on by insurers. A list of recent acquisitions and their insurance valuations is provided by the Curator of Collections to the Town of Estes Park's insurance representative annually for addition to the policy. An annual percent increase, based on the Boulder Cost Price Index, is applied to the total value of EPAHM's collections at that time in order to keep coverage in line with inflation. Incoming Loans are also covered through Town insurance. The Curator of Collections is responsible for notifying the Town's insurance representative of Incoming Loans and requesting a Fine Arts Amendment for the period of the loan. The Collections Committee will make recommendations of insurance coverage and limitations to the Town of Estes Park. The Committee will also approve means of determining insurance valuations and reviewing those valuations on a regular basis to keep them current. approve major changes in methodology, in the interests of maintaining proper coverage of EPAHM collections. IX. Access and Disclosure Although the public must have reasonable access to the collection on a nondiscriminatory basis, the Museum assumes as a primary responsibility the safeguarding of its materials and therefore may regulate access to them. The Museum's collections are available to the public through the exhibits in the Museum buildings, and by appointment for materials held in storage. Access to storage areas and files is Estes Park Area Historical Museum Collections Management Policy Page 10 prohibited unless accompanied by a museum staff member. Access to object valuation information and source files shall remain confidential when possible, though EPAHM is a public entity and is thus subject to the Public Open Records Act (title 24, article 72, section 200). Photographs and artifacts held in the Museum's collections may be reproduced under established guidelines only (see the Photograph Reproduction and Access Policy, Section IX of this document). Many museum operations are a matter of public record and will be listed in the Museum newsletter as appropriate. XI. Ethics The Estes Park Area Historical Museum staff, Friends and Advisory Board members, and volunteers abide by and operate under the current codes of ethics for museum professionals documented in "Museum Ethics" published by the American Association of Museums, the Association for State and Local History, and the statutes of other national and Museums. international organizations pertaining to museums. XII. Other Provisions Changes may be made to this policy from time to time on the recommendation of the Collections Committee, acting for the Advisory Board, and with the approval of the Trustees of the Town of Estes Park. ~ Museum Department amo To: Honorable Mayor Baudek Board of Trustees Town Administrator Widmer From: Betty Kilsdonk, Director Museum/Senior Center Services Date: March 31, 2003 Subject: Museum Expansion RFP Background. As reported at the February 6,2003 Community Development Committee meeting and in 2002 during the bud#eting process, the Estes Park Area Historical Museum has a pressing need for a new entryway, foyer, entrance sign, multipurpose room and restrooms. As you know, currently the museum has no on-site space for hosting education programs or meetings. Even the alternative spaces we use in the community are no longer large enough for our audiences. A team of Museum Advisory Board members and staff developed the attached RFP, which was reviewed by Construction/Public Facilities Manger Sievers. Budget In the Community Reinvestment Fund, there is $175,000 budgeted for 2003 and $175,000 for 2004 for construction. (We have requested federal matching funds of $101,000 to furnish and equipment the space with AN and computer equipment, provide a research station with access to computerized collections records, develob an exhibit interactive and other related items.) Action Staff requests permission to proceed with the Request for Proposal for expansion of the Estes Park Area Historical Museum. If - 1: Town of Estes Park Estes Park Area Historical Museum Request for Proposal Organizational Overview The Estes Park Area Historical Museum was founded in 1962 and became a department ofthe Town of Estes Park in 1992. The museum's mission is to collect, interpret and preserve local history, as well as predent exhibits, programs, and events for the education and benefit of residents and visitors of all ages. The museum has an Advisory Board, appointed by the mayor. The museum is supported by the Friends of the Museum, a 501 (c) 3 which raises funds and aids in outreach. The museum's 2003 operating budget is $192,000. It has one full-time and three part-time staff members. The museum is located at 200 Fourth Street, Estes Park. Around 10,000 people visit the museum annually. Project Description Design/build project of the expansion of at the Estes Park Area Historical Museum including new faGade, reception area, meeting room, outdoor sign, and remodel of existing space. The expansion must include and be contiguous to the existing building, but it could be a second story, or an expansion to the north, south or east. This includes remodel/tying in to existing roof, HVAC, plumbing, electrical, etc. All aspects must be ADA compliant. The museum will need to stay open as much as possible during the construction process, so the design needs to include public access to the museum during construction. Project Components General • New f£wade to enhance visibility, attractiveness, and promote the museum's mission. • The successful bidder should become familiar witli the existing utilities services and plan for any relocations or changes in same. • The plan should include a permanent sidewalk connection between the museum and Estes Park Senior Center parking lots. • The Cobb-MacDonald Cabin and the National Park Service building on the site will not be changed. • Removal of old septic tank (outside back door). • The tool shed will remain as it is, unless the expansion requires its removal. Sign • Permanent lighted sign to say "Estes Park Area Historical Museum," with permanent lettering, in a material to complement and enhance the new faGade. Must conform to the Estes Valley Planning Commission sign code. This includes removal of the old sign. r 'k 4 Reception Area ~ • Approximately 245 s.f. • Men and women's handicapped accessible bathrooms, to accommodate people using the meeting room and museum. • Coat rack or closet. • Maintenance closet. • Drinking fountain. • Separate entrances to meeting room, museum exhibit space, and gift shop from the vestibule. • Floors to be of a hard, washable surface similar to the tile in the current museum entry. Expanded Gift Shop Area • Additional floor space for gift shop, approximately 100 s.f. • Redesign of front reception desk to include two workstations, with accommodation for computers and phone lines that will tie into the existing system. • Floor and walls to coordinate with current space. Meeting Room • Must be accessible through reception area, and designed to be used without access through museum exhibit space, to be a "stand alone" space to be used when the museum is closed. The meeting space must be part of the contiguous museum building. • Approximately 1300 s.f. meeting space (with a capacity of 80-100 people according to International fire code regulations of 15 sq. feet per person). • Floors to have carpeting similar to that in museum exhibit space. • Windows to be operable and thermal efficient. • Approximately 275 s.f. support space including kitchenette with sink, refrigerator, counter, cupboards, and pass-through window to meeting room, mechanical room, and storage room adequate for chairs, tables and audio-visual equipment. • Accommodation for audio-visual equipment including a podium, speakers, data/video projector, overhead pr6jector, built-in projection screen, television with dvd/vcr player, wireless handheld microphone, and laptop computer. • Accommodation for freestanding computer research station (carrel, computer, two bookcases). • Accommodation for freestanding exhibit case (approximately 30"deep x 60" wide x 60" tall). • Accommodation for surveillance camera installation to be coordinated with Richard Matzke, Town of Estes Park. • Visual access to the research station from the museum front reception desk is desirable. • Accommodation for existing HVAC system and additions to system ifrequired, and evaluate existing system for reuse. ver, 1 / k, .4 Exhibit Preparation Room • Approximately 300 s.f. • Concrete or tile floor with drain. • Operable thermal windows. • Vent for dispersing paint and other fumes. • Industrial sink. Required Deliverables •. Renderings of ffade and sign. • Elevations of addition. • Floor plans. • Proposal must include a minimum of 3 references. Terms and Conditions • The successful bidder must conform to all Town of Estes Park requirements for construction (i.e. building permits, licenses, fees, etc.), following the guidelines set out in the "General Conditions" document for Town of Estes Park contracts. The successful bidder must provide a "Performance and Payment" Bond in the amount of 100% ofthe proposed amount ofthe project. • The project must commence by October 1, 2003 and be completed by April 30, 2004. • This is a design/build project that must conform to ADA standards. Basis for Award of Contract The Town reserves the right to reject any or all proposals. It is the intent of the Town to award a contract to the lowest responsible and qualified bidder provided the bid has been submitted in accordance with the requirements of the bidding documents and does not exceed the funds available. The Town reserves the right to negotiate, seeking to bring the costs within the funds available. Proposal Submittal Instructions One copy of the proposal should be sent, e-mailed or delivered by June 3,2003 by 5:00 P.M. to: Ms. Robin Stitzel, Curator of Exhibits Estes Park Area Historical Museum POB 1691 Estes Park, CO 80517 Tel: 970/586-6256 E-mail: rstitzel@estes.org For additional information or clarification contact: Same as above. i N N E >,N ggo CO .- #50 -0 3 S 25 EE co a) cO g g B .28 4 8 %,8 g R8: ·4 *8: 2 C J t. 2 15€. 0 6-2- N 51 flif .M' di 1/ 9 x.%2 8383 8*2 52£8 :nuiER 2%* 2215 005 CE 0 10 -0 - 0) 10 42* EEPa 8 27 IA~£ 8&&861, 92 8 6 *5 M a 6 C.LUO) 3 cOLLIcr) 01 -LU tl' -0 N O 60 as iNG C CO - m lo g? 0 2652 61 228 -1€ · 80-§ 11 2 8% 7%·12 55 24 M E -co M * 9' O--- , 7.50 - .9 ang E %%6 0 5%@ f &%% ENE 193% 0 6, . -1 00 0 r- §53% PE r LLI C) (D I-=o) 0.->01 11- NLLIC) i 22 U) 9- . D 01 0 N O O tig .908 #9 A O -0 52 O 238% N 0 g 8 £ 9 >,-Ur g 8 or E R C) OLD 0 2. E NE! 2 0 O,1 2-134 LL On 6 22* ENE t.- M .. 0 - 0 asE .-J OI E <D JO- r-Jo- CO -5 CD • 20) E ) 0 . E & O 0 co -5 Ee 8 %3 U 0:.-* LU P N M 3 EO 8 23 ¥Ee :6 v 0, 4, 3 zom < <C NN 9:to- C Page 1 Number Class of Work Property Description Builder Claimed Owner Valuation 7273 Grading Vista Ridge Subdivision Kitchen & Company EP Housi Authority $0 7284 Addition: Sand & Oil Trap, $51,000 7285 $198,158 000'£$ L J 1!Un 'peold JeA!8 Re.la~l 9932 uot]!PPV ullo[Xlled ELS'9:S 093bstiE uo!S!A!Pqn Wash Pad econd Addition #200 CO 80517 Town of Estes Park - Monthly Building Permit Summary Estes Park, Colorado LOOZEZZEG€ 99 71-oy Uols!A!Pq O 4'Owed eA!,a qnlo *Jjunoo 28ZZ Vista Ridge Su ivision February 2003 C 0 E 0 0 N E b . %2 *2 2 a) O- 5 8 JOE E.JOE Rlog M ¢ LU CO C o Eg -A - ze >.982 34% P322 (SNMEE-fy Ma~~;3193 (9 -E.K (1) B # O 2££ 3%2* c~dYKE *£2~ M~£* <3~0- 9 3 F ¥ 93% § 33% 1 E E F & 4 3% E % 2 06 r LLIC) n r W Q LLIO-LLIa) 1.- r LUO) ~ a. Lu e 2 W LU -N m C M ONO A 053 0 0 0 2%28 OM CE 050.).€ 5 11 -E %26 g >'*2 0£.a u mi# h z: . O 522* 522* 1442 N %42 E C rl.Uo) O YU.10) 52 0. W C) O M O. U.1 o O C :g 2£ CJ) C. - O iiI > .O r Ul N 4- 8& =O „ 0 C C N 2 3. 3 g~ es R t. Jui w _ 8 9 y (0 2 .5 &.e .= o e E 5 4., co 00 .. O 89 92;Q 22;9 91<0 2:3 mgo J 0- r J 0- N --1 0- r JO- 9- JO- 9- -1 0- (1) -92 5 02 I 0 0 0 0 >E 2 05 22 £J <m C CA OO % A , Page 2 Number Class of Work Property Description Builder Claimed Owner Valuation New: Two Unit Apartment 448 Stanley Avenue, Units A&B JANCO Properties of Estes $117,349 7290 New: Two Unit Apartment tanley Avenue, Units E&F Estes $117,349 7292 New: Single Family nstruction $109,154 7294 Alteration: Basement Finish e $7,641 009' LE eUJee BALIa >10 96ZZ 000'4,$ UOSJopuv 806 ~ uallol!>i lopoluabl :uo!181311~/ 96ZZ GAIJO Jb'80517 O 80517 CO 80517 O 80517 Z X908 O~) 800%65~E ZLeoef,SZ Auoloo ueSJO ON -989-026 ,~517 21.908 O £*OLL*L€9 217-5871 LE-999-02 32A, White Meadow View Place Addition A, White Meadow View Place A uo!1!PPV u!BJA lu!eS ~S Condominium m O 2„ 0 2*qr G .E m O (0 4- M (9.ME A C coe Ex@ * 5 5 6 * M .1 -O x m Om,DE 10-~ &2~ €626 :4*6 3%3~ /42~ € E UJ G 12 0. UJ 0 J G LU O) MO-LUG) g g G I t- B b. (9 2 2-5} Evs ED M 0 c 3 00 *82 *ow 3208 8ros 252 EME 832* SSWE UNE €42% *Elm lk*m O Cil U-1 0 UJ O-LUC) ON-IG) (D oN-10) € co 0- 3 e LU N D- g .6 00 32 E 0 0 U 0 5 - .b U c LU 0 < 0 1- c 2) E (D .Di C) 5- i .55 P (9 C :E EM c .5 2€„ 34© REW g -5 CO %28 E~§ %~s <9 0 (1) b g f bodE 0053 03!1 %28 cor O C M Cl)~e AcvAl -D '.11 MEN 0-U 1.0 (D .. LU -3 .. m ·· toQ NEO gbo O 9 (DUO- 7-JO- - 0- 0- 2 0- (D CE m § 04 Page 3 Number Class of Work Property Description Builder Claimed Owner Valuation , 7300 New: D 58 & 66 an Smith Construction $277,166 k, CO 80517 7301 New: Accommodation Unit 8 Park Surveyors operties $93,207 M-10-03 Miscellane Tallman/Carol Crain $6,000 _03 Sliece~1 ~eause:D~ Sewer 108 E. El $5,000 00960'LI·04 $$ :19101 099'019 $ - 1001 A.leniqa:~ - 19101 AlH.1.NOW O 80517 O 80517 k, CO 80517 00'0LZ'199'Z $ :1¥101 31¥0 01 NV3A 586-603 ~ 266-999 £1.Z' 1.60'£ S - Z00Z kieruqed - 19101 A-121¥BA Condominiums Sewer Line M-11 N S /6 - d p 0 3 .a p g 22 2 ©i 11 (14 - 2 CO lo N h 11 1 1 g E 29# - 1 1 - 10 - 0 co 1. CD RE! A - Il E 2*2 2 w- liE 8 -9 1, 61 - 00 .- & 11 N 00 0 N 2 V, m 0 M 2 11 1 1 & 2 ¢41 p N at CO N 11 9 N 011 W 81 4 03 8 21 11 0 E ge# 8 11 11 0 8 0> Z E #6 4 N g I l 5% 8 Z S s2 11 1 1 20 R r N - N 11 11 9 5 1 29 C 1 1 11 3 2 -, Eng 15 28 gs= 2 Em 4) 2 2 0- 13 0- 15 >>>> N .9 1994 1995 129§ 1998 2000 2002 SU'998'CCS 89Z'098'02$ L,z'zz,'6ts £99'900'9 :$ zero,s'ZES &86'626'6LS 602'962'9 LS 85,00,/,P ¥89'29£'9" 900'*SL'Z,$ 6,64£.EUS ,:E'66Z'8$ LeS'©96' I &$ 069' j00'9$ £88'299'¥$ 69£ 0.9'M uonenieA 99, M 'ES '£$ Lz¥'290'ES £99'2,0.Es OLE'ZE€'2$ ZEZ'992*£$ 92.€616'2$ 929'ZZZ'£$ 65£'tOe'ES 962'ESt/£$ 999'92€'ls 199'*#4$ Let'ZZO'z$ Ozt'' 18€' &$ 920'600' LS uogenleA uation $1,027,431 $253,510 $1,739,470 $718,321 $868,756 $1,364,437 $2,011,387 $1,534,249 $2,301,957 $3,971,567 $1,040,372 $1,383,697 $3,394,900 $12,494,025 $2,603,862 $2,917,903 $2, $4,088,784 $5 $5,233,732 $8,283,163 $10,686,908 $15,728,158 $11 612 $14,981,043 $12,148,395 Annual Building Permit Summary 99 1. 91!uued ELE 51!Uued TOWN OF ESTES PARK 1987 RESIDENTIAL COMMERCIAL -IVIBisnaNI PUBLIC 213H1O 1V101 Memo To: Community Development Committee From: Dave Shirk, Planner 11 Date: 3/31/2003 Re: Private Street Name Change This is a request, brought to the Community 00; J)'¥*· ~ 14€ 0 ' - 0~1 · ~ 44 · .F Development Department by members of the rt 4 . : Top of the Rockies Road Association of Fall 7 ...Al .... -1.: River Estates, to change the name of Delmar 1 t.'' Drive (a private road) to Fall River Court. Delmar . 4. 4. 12: A + >1 i , -' 4. Drive is essentially an extension of Fall River ~_ z * , mu =~RES,A,0 6. I. Court serving nine single-family home sites. This 31 9IlliMi...~/M*,I°p~,mr private drive is sub-standard in terms of public ~ g € street design criteria (i.e. turn radii, grade, width, i:NEd#101,;.Ii,„„i„„i„,i.ii„i,i# cul-de-sac length). This request does not indude a request for town ir«742- ~ 1,2 4907.~1 4- t ~99€*ligimit maintenance of the street, simply recognition of the street name change. Community Development Staff has routed this request to applicable town departments, including Police, Dispatch, Public Works, and Building. None had significant issues, though the following should be considered: 1. The applicant's will need to coordinate with the dispatch department to ensure maps are updated correctly. 2. The Public Works Department had no issues or concerns. 3. Community Development did not receive any comments from the US Postal Service. 4. The building department will assign new addresses in conformance with the Larimer County numbering system, which the Town adopted as the official addressing system last year. Because this is a private drive, Community Development has no concerns with renaming it as an extension of Fall River Court, and recommends an official an acceptance of the new name for this private street. This acknowledgement will have no bearing on the private covenants in place. 1 1 h ; I ' . 46 1, ./ 7 , I 1 1 '0 1. 0 3..0 1 11 138 i.ho. dit. 6 & I. a :M I.ON: + 1 - 1 /:2 . 1 1 4 U. U . /0 3 2. 9 1 '14 13¢5/ 4 1 l· & % 01 1 Tr i.0-- F f: 21£:: 5 1. e : edi- 6- 4 29 1 /1 1 ,.¥ t=ef:B >¥WPLE'*- :~ ifii Une i G - lf] Al! 0/ 0. /. =30= 1 E : 1 2 2 -----.+I 45/2 A 2 3 4 C U ® \}... ' 0 ..1 . Rt 9% 31 0145 00 - E ; mi id C. . 0 · 7 L• I I z - -.:o - fj 4 0:IN: . I y> 44 4 -1 '3 " 2 . 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O 0 Z it PT St U : :12;1:3:154 #!591 1 52:9•Z.:c:, PiE Z . =S : . .1- - i:;:Aili:ZE e:biligilk, 33: 72 2 :.1 b:.1.': :§ WO ..J 9. -a W.3 .2 lit I z El 2 Z 1 16 5: m. B gh li-1 1.. IUM:is; h) 0. - ... S. ,-2 D le, .SNZE.S:ZE, 0:.0.5 MIR@ D ./. 7 ...' 35 4.W g. 1 9 - ..2 . 1 ,· 71 9 ..8 141.-- k.1 -. ./ I C I '2/4 ' % e - - I ./ L Ze- . .1 1 . Z 0 £ ' 4: .. g 02 d b 8 O. - Z & 1 m 6 . g : 0 - 8 0 8. I *60 -I " 8 1.3 ... S .- 2 I L 04 .0 C 9 1 L . I 11 11522/3 - - -C . C .• C. . , 1 .. !:SE.#RE* g:i3Mi2I6iE tilig.g.igt Co n,r,b¥ Subd.11/ I ./m, 1/to lots ./d /10'll. re/rea tlo~ peDS. 1 ht/-0 -ways streets. V :,295 = 1364 -,710.. ./,//:n ,/ wn*r. and lienh 1¢,rs of tle f.. 0~sclib,c propert¥ located 1/ ....... 1,,ccur,t,ly represente. * 22. TON. 73W of the 'tn ... 0~ing more partl 1,/1. oescribed at •0110•I 0. hs. O.t. 0.00:..:~d.:: •. Tilt he S¥ THESE PAESENTS, tr•Z F.» Al., E,lowi. Inc. o Colo,odo Corpo,ollen s. '~s,~o •4414¢~ fut/ ....... utkl , In' other ......... al ./0 •~ en th1, Plat W c *r hy ler P..1 U.I. .1 r,t~ to aF,d f r tl,2 0& ./.D~G ~CK I 0'. 14'/ t..00 13..1 3 31¥= LOT 26, B , ESTATES ru~ of r own nowle Lot 20. Block 1. Fall A„e.· E,t~t„ fflclal Kii £inia, , COUNTY OF LARIHEA. STATE OF COLORADO OCATED IN SECTION 22. T5N, R73W OF THE 8TH P.M., •i,•i,i, $(iN-7777-,•i,ii,ii,i,2,/P~,~-·w••*i,ii REPLAT color//0 ...90 CEATIFICAT 18/03 83AU¥ 11/,I ./ant to Art c. 68 Bail• - A• 8ti, pre ~rt GENERAL NOTES g..11> /~09 00 ~-'*3 MEMORANDUM To: Dave Shirk, Planner II From: Will Birchfield, Chief Building Official Date: March 28,2003 Re: Requested Name Change for Delmar Drive Street names are typically designated by the original developer. Historical Town Policy has been for the Building Official to assign numerics during the building permit review process. In this case, I believe a change is street name is appropriate and reasonable. I totally concur with the safety aspect o f this request. If the Community Development Committee approves the change, the individual property owners must contact the Building Department and complete an official Change of Address Request form. Each property owner shall be responsible for notifying the Post Office, utility companies, creditors, family and friends, tax districts, etc. Building Department staff will notify other Town Departments (Finance, Public Works, Light & Power, Water) and the County Assessor's office. Current policy is not to authorize a change in address with the owners request in writing. Additionally, the Building Department address files will have to be cross referenced. Address maps and Areview databases will need to be revised, etc. This is not an exhausted list but an example of issues to be addressed. However, in this case I do encourage the change of street name. , ' 1 Dale Jobe 1260 Delmar Drive Tel. (970) 577-1200 Estes Park, CO 80517 Fax (970) 577-8819 February 5,2003 Mr. Bob Joseph, Director of Community Development Town of Estes Park P.O. Box 1200 Estes Park, CO 80517 Dear Mr. Joseph: The majority of landowners ofTop ofthe Rockies Road Association of Fall River Estates request a name change of Delmar Drive, which is a private road, to Fall River Court. The reason being primarily one of a safety issue, example, fire, ambulance, police dept. As you recall, we spoke earlier in the year regarding this. Delmar Drive is an extension of Fall River Court. Of the nine landowners, I have received signatures from the owners of six ofthe lots. According to the by-laws of our association, it is required to have six of the nine landowners to effect or pursue a change. Currently there are three residents and one of those residents own two lots. Another landowner, Mr. & Mrs. Barker of lot 14, will soon, be starting construction of their new home. All of these people have agreed to the change and their signatures are attached. The remaining three lot owners who did not respond, are also not residents. Thank you in advance for your consideration. Sincerely, t 1/t-· 4 i /FU/to>»4*1/ 9- V Dale Jobe maj Attachments 3 1:3 1 1:3 3 zj ZE 0 73 84 0/6 / 1% ACS; IN. ·1 36 37-5 R g: m%2 =B2. ~U~$2 = RA 4 1.E 8 8 - 2 * 03 28 ZJ %3 *4.~ 11 #i 8 Z 23 *53 f i*12 339- 0 932 54'668 . Z - & -128 6 22 hoat .1 1, 3821 *§1 2 =25 - --ali §;*# M H* SiM: *R# € 11! E & a & 91 I11 5£11 f Rn 11; 1 1" §44 511 3 3322-6 22 3 2 R 0-*8 411*2 @4-2 =a 11,50 18 1 1 21 8 =81 .1 2 - 29. i : E 2 2 23 1#8ral i'@21 4 22* 18 212 Me X< 3437/ alifi a & Ski 322:8 * g U. 1 U) / 23 24 . D : i . c- N ® 8 #,8-1 - i if KNk 5 8%23 8,11 1 AMEE 3? 29.2 14£82 6,20-FE 0 = 6 -1-·e 16 0 3/1.1/51 O.2 22 11 3 3 Ii: 5:351·1·NA 8581= 40- ,0 !3 9 8 2 *Jigli &~~li~ i 9 -09 j B & O 0 0 Z Z 2 2.9 2-222:23 V, U) Er -a ,v . z g 11 8 2 E 0 Z3 E 3 0 e 0 0 U) 6- - 2 5 2 28 0 2§3 §1511 Z % 2 i C b 2103*b /4 8 - = CiE E 8 311 1 E 5 0 Development Plan Rezoning Easement Name Condominium Condominium Lot Annexation Temporary Estes Park - No Charge No Charge No Charge ~V~ No Charge No Charge 50 No Charge No Charge No Charge of $ 400 $ 285 $ 200 $ 100 $ 100 $ 285 $ 285 $ 50 $ 420 ~,~n~ Wpe Not Applicable No Fee Gunnison" Fee No Fee Usted $ 55 ee 35 $ 35 Li~ $ 55 No Fee Usted No Fee Listed $1,000 plus $5 per Final Subdivision Amended Boundary ROW or Street Preliminary Separate Variance Administrative renee eview Plat Petitions Appeal 900 $ 300 $ 250 No Fee Listed $ 300 No Fee Listed No Fee Listed $ 150 $ S 09 $ amAski ),uocl -Aebl WOO eed Pa:91 88:1 ON 68£4 S pals{1 ee:I ON pets!-1 08=1 ON 9 $ 9 $ pe|sn eed ON Adjustment Vacation Change Map Review Application Fee Comparison Table 2$ 'Ae# gs snld 092$ snid 092$ 9$ snld IUGUIesee 90@3 00!leoliddy $3,600 or $4,000 se,oe Q letomppv 'peneldu lualudole//p 116*20 J~fi Current Fees* 2 L ·E D R - 91 ; .m f = R 2293*&# €b2i iii2¥tf i i RE 1301 4 121 & - 58=.Rmism 3 h 2§z 2 .1,&6 51= C =/23 11 ti &111 2 1 - - 01 2. i 85 m J f C >98 04 ZE >.22 1 8 a4ki 3 828% 3 06 21 2 0 M =4-1 0 § & g 25 S b 2 8 1,-i# >v, 2 § 8 N 3 1 i! 0 =2= U) 0, &23 * 21 =a M m 184 3 1,2.09* 8.5 0 0.§0 22/ 29 5 ati181 1% 16 g .8 Z 0: - Z C =2 4/ M 22· r lie 2.3 1 8 Ul g 6.2 N M§ 07 Boundary ROW or Street Preliminary Separate Variance Administrative Temporary Conference Plat Adjustment Vacation Change Map Annexa on Use Steamboat Springs None $ 1,500 $ 75 $ 75 $ y No Fee 1, to 000 ~~N 2.000 $ 25 None $ $ 150 $ 125 None $ 150 $ 75 None None $ 159 $ 125 None None None Pre-Application Development Plan Rezoning ~1~ Final Subdivislon Sub~ion Line Easement Name Condominium Condo nium Lot No Fee No Fee ~ 250 $ number of Application Fee Comparison Table PetH ons see# 6uipjooeJ Xed AelleA Salsa palejodloou!Un 010 Ul Bulplinq stueoliddy ·ses, 0£tip,00@, sied Wed se,e ·sepueDe pape#e pue SJoquBIeu m Bumew,0,900 elin pue le{301 .lo, oss inoqeilleold,4 s! Snll ·760!Ae, ueld Supnp Slummu00 pue Jiets *q peunou! see, 6uluueld pue 'Supeeu!Sue 'teBel seed uoqemiddv R lew 500 $ 250 $350 $ 150 revision, Varies from $500 to unit + Frisco None not r Fort Lupton i t AGREEMENT THIS AGREEMENT, made this day of 200 , by and between the TOWN OF ESTES PARK, COLORADO, A Municipal Corporation, as party o f the first part, and Estes Valley Productions, Inc., as party of the second part, WITNESSETH: WHEREAS, the second party desires to hold a musical festival at the Stanley Park Fairgrounds at Stanley Park, (hereinafter referred to as Stanley Park), Estes Park, Colorado, on the hereinafter set forth dates, and to 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. Tite second party shall hold the event on the following dates: Set-Up - August 21 & 22,2003 Performances - August 23 & 24,2003 Performances Times Each Day - 1 pm, 3 pm, 5 pm, and 7 pm Take-Down - August 25,2003 ( 8-26-03 if necessary) 2. First party agrees to furnish to second party the use of the main parking lot for parking (except on Saturday, August 23,2003 until after 3:30 pm), lower NE area for the staging and audience, entire upper area, except the east barn area, for parking, and restrooms (if water is not turned off due to cold weather), of Stanley Park as herein provided. 1. I 3. RENTAL, The rental of Stanley.shall be assessed as follows: : < I a) Access to the entire grounds for parking and staging with the exception of the East Stall Area and on Saturday, August 23,2003, the Main Parking Lot until after 3:30 pm plus the Conference Room. b) Cost for the four days is $4,000 plus 25¢ per ticketed person per day. Second party will pay to the first party $2,000 when the contract is signed with the balance of $2,000 payable on or before August 1,2003. The 25¢ per ticketed person will be paid on August 26, 2003. Cancellation by the second party up to 90 days prior to the event will result in a non- refundable deposit of $500.00 and 89 days to event non-refundable deposit of $1,000.00. 4. First party shall not be obligated to provide any service, security, or equipment to second party. A Stanley Park staff person will be on grounds during the event for any emergency maintenance. Use of gazebos and bleachers is available, however, set-up time cost will be billed per hour over and above this contract fee. 5. The second party agrees to provide: a) Adequate trash roll-offs/dumpsters b) Adequate port-a-lets c) Security d) Traffic control e) Staging to include sound and lights 6. The parties agree tliat the following provisions shall govern damages, liabilities, insurance and waivers: a) The second party shall pay to the first party the total cost of all repairs incurred by first party or its customers to repair any damage to any of the facilities, including . . £ 4 railings, fencing, and water supply-fixtures. The second party shall pay to the first party any ..,1. t.'..'..h....~.« clean-up fees including expense for trash pickup. b) The second party agrees to indemnify and hold harmless the first party, its officers, employees, insurers, and self-insurance pool, from and against all liability, claims, and demands, on account of injury, loss, or damage, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any maiiner connected with this contract, if such injury, loss, or damage is caused in whole or in part by, or is claimed to be caused in whole or in part, by the act, omission, error, professional error, mistake, negligence, or other fault of the second party or any officer, employee, contestant, exhibitor, representative, agent, or subcontractor of the second party, or which arise out of any workmen's compensation claim of any employee of the second party or of any employee of any subcontractor of the second party. rhe second party agrees to investigate, handle, respond to, and to provide defense for and defend against. any sucli liability, claims or demands at the sole expense of the second party. The second party also agrees to bear all other costs and expenses related thereto, including court costs and attorney fees incurred by first party, whether or not any such liability, claims, or demands alleged are groundless, false, or fraudulent. (c) The second party agrees to procure and maintain, at its own cost, a policy or policies of ins,irance sufficient to insure against all liability, claims, demands, and otlier obligations assumed by the second party pursuant to this Section 10. Such insurance shall be in addition to any other insurance requirements imposed by this contract or by law. The second party shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to this Section 10 by reason of its failure to procure or maintain insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts, durations, or types. (d) Second party shall proeure and maintain, and shall cause any subcontractor of the second party to procure and maintain, the minimum insurance coverages listed below. Such coverages shall be procured and maintained with forms and insurers acceptable to the Town. All coverages shall be continuously maintained to cover allliability, claims, demands, and other 4 1. , 1 -obligationsassumed by the second party pursuant to this Section.10..In the.case of any. claims made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. (1) Workmen' s Compensation insurance to cover obligations imposed by applicable laws for any 6mployee engaged in the performance of activities under this Agreement. (2) General Liability insurance with minimum limits of ONE HUNDRED FIFTY THOUSAND DOLLARS ($150,000) each occurrence and SIX HUNDRED THOUSAND DOLLARS ($600,000) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall include coverage for explosion, collapse, and underground hazards. The policy shall contain a severability of interests provision. (e) The policy required by paragraph (2) above shall be endorsed to include the first party and the first party's officers, employees, and volunteers as additional insureds. Every policy required above shall be primary insurance, and any insurance carried by the first party, its officers, or its employees. or carried by or provided through any insurance pool of the first party, shall be excess and not contributory insurance to that provided by second party. No additional insured endorsement to the policy shall contain any exclusion for bodily injury or property damage arising from completed operations. The second party shall be solely responsible for any deductible losses under any policy required above. (f). The parties hereto understand and agree that the Town is relying on, and does not waive or intend to waive by any provision of this Agreement, the monetary limitations (presently ($150,000) each occurrence and ($600,000) aggregate) or any other rights, immunities and protections provided by the Colorado Governmental Immunity Act Section 24-10-101 M seq., C.R.S., as from time to time amended, or otherwise available to the Town, its officers, employees or agents. . (g) The certificate of insurance provided by the first party shall be completed by the second party' s insurance agent as evidence that policies providing the required coverages, conditions, and minimum limits are in full force and effect, and shall be reviewed and approved by the first party 60 days prior to commencement of the events. No other form of certificate shall be used. The certificate shall identify this contract and shall provide that the coverages afforded under the policies shall not be canceled, terminated or materially changed until at least 30 days prior written notice has been given to the first party. 7. The first party shall provide parking areas for motor vehicles and trailers at Stanley Park, subject to such rules and regulations that the first party may deem necessary. No public over night campers or tents will be allowed. 8. All dogs and other small animals that are on first party's property must be on a leash and under the control of the owner or the custodian of said animals. The provisions of Chapter 7.12 of the Estes Park Municipal Code will apply to all dogs on the first party's property. 9. The first party's representative of Stanley Park is: Linda Hinze, Executive Director P. 0. Box 1967 Estes Park, Colorado 80517 303/586-6104 E-mail 1hinze@estes.org 10. The second party's representative for this contracted event is: *dp.4 4 A 11. / ,artieipants, guests and employees of the second party shall comply with the ordinance id regulations of the Town of Estes Park and the statutes ofthe State of Colorado. 0 1294 \( - PU--t© / -tef 3-*btat.Ijw ~~11 01k,-.u-4 . 11 12. Second party understands and agrees that it is an independent contractor under the terms and conditions of this agreement. As such, the second party is not entitled to unemployment or insurance benefits through the Town. Also, the second party understands and agrees that it is solely responsible for all Federal and State income tax, FICA taxes and unemployment insurance taxes. Second party also understands and agrees that it is responsible for worker's compensation coverage and taxes for itself and any employee. 13. This contract represents the entire agreement between the parts and shall not be amended by either of the parties hereto without written consent of the other party. 14. This contract shall be binding upon and inure to the benefit of the parties hereto, their respective heirs, personal representatives, successors and assigns. IN WITNESS WHEREOF, the parties hereto have hereunto set their hands the day and year first above written. PARTY OF THE FIRST PART: TOWN OF ESTES PARK BY: Attest: Town Clerk PARTY OF THE SECOND PART: BY: John Spahnle Estes Valley Productions, Inc. /S , 0-1-1. fil~ --k,·,.._,~ " #$,J r- t--,/) 1,ubl. ALL 0*1 c-- GA fi f / Of.rvi KE R.*~j , 7-,-1 rEE '1 Nt,-4/ 'Al et\ AAL t.+3DJL r »?4-L,/,a.-, .3. U7NKL pe,UCU r--,,0- P 'N . 3 L-.,.2 1~»%,»w---2-6 . . I - AGREEMENT THIS AGREEMENT, made this date of , 2003, by and between the TOWN OF ESTES PARK, COLORADO, A Municipal Corporation, as party of the first part, and TOP HANDS ORGANIZATION, INC., as party of the second part, WITNESSETH: WHEREAS, the second party desires to construct a building to be used -as a show secretary's office and storage on the east side of the existing grandstand at Stanley Park Fairgrounds. Upon completion of this building, it will be donated to the first party. NOW IT IS AGREED AS FOLLOWS: 1. Use of the building would be at the discretion of the first party with the exception of: a. Party of the second part shall retain full use ofthe storage portion of the building at all times. b. Party ofthe second part shall have the use ofthe secretary's office during the entire week of rodeo each year. c. Party of the second part shall ask for and be given additional use dates for any Top Hands Organization or Rooftop Rodeo function if it has not already been contracted for. 2. Any use of the building by the party of the second part shall be at no cost to the second party. 3. That upon acceptance of this building, the first party agrees to take all responsibility for the maintenance, use and insurance of the building. 4. This contract represents the entire agreement between the parts and shall not be amended by either of the parties hereto without written consent of the other party. 5. This contract shall be binding upon and inure to the benefit of the parties hereto, their respective heirs, personal representatives, successors and assigns. 6. IN WITNESS WHEREOF, tile parties hereto have hereunto set their hands the day and year first above written. , PARTY OF THE FIRST PART: TOWN OF ESTES PARK: By: Attest: Town Clerk PARTY OF TH~ SECOND PART: j /f A 1, BY.. < A _.,0?(06(,te« President Top Hands Organization, 1nc. l \41! a\\ 7 9 EA) d Act . U D. F I - . \0 I f - i / L U i -rfh ... Gst VE:~ 2, 020 . rviqte.\ -iko-% A, S ilipA * 1 1 1 I 7 , 1 y 1 - 1 ,. U fiL . . .. % 1% .' 16 .bt:i r 11-1 11 11 11 1 1 ! \4 / 4 94 C ri°o ...eN„ 41 \ \ *1% \ 1. 46 "r \ 1 1 ---3 «\,1 Ir.) L~/ . 1 - <Ai -Ei,iifj l r t,*A/- I 31 I Per trbt, r -- I .N 1 -9 1 ! i -4-\13- 9 1 ..€121 41/ ! hk - )2·411 -· 1 - 1 - ' - (*49),~ --,~~.Mek €39/ - J b : 43 A h i . 50-% 4 i, .ii- - 4- + 'b . LA , 44 1 ; . - 1 0 't P 1 Ji . 1.495*71 ,}11