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HomeMy WebLinkAboutPACKET Community Development Committee 2003-08-071 4 AGENDA TOWN OF ESTES PARK COMMUNITY DEVELOPMENT COMMITTEE August 7,2003 8:00 a.m. Preparation date: 8/1/03 *Revision date: 1) MUSEUM/SENIOR CENTER DEPARTMENTS: a) ACTION ITEMS: i) Senior Center User Agreement - Request approval of revised agreement. b) REPORTS: i) Senior Center Bi-Monthly Report. ii) Museum Bi-Monthly Report. 2) COMMUNITY DEVELOPMENT DEPARTMENT: a) REPORTS: i) Building Permit Summary. ii) AICP Certification. Town Uarkett~ ancl Ful·R Ilrnent NOTE: The Community Development Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. Town of Estes Park Community Development Committee August 7,2003 SENIOR CENTER Food Service Privatization The official transfer of the footl services program was July 15, 2003. This transition was made so smoothly that it exceeded expectations of everyone. The change in "ownership" necessitated a health department inspection on the transfer date. We are pleased to tell you that the Senior Center kitchen was given an A+. The first week in June found the kitchen staff consisting of one temporary cook. Linda and Stan Guzzy, Catering for All Occasions (CAO) stepped up and offered to work as contract employees until the formal transfer. This meant no disruption to the services at all. It also had a tremendous impact on the seniors who were able to "test drive" both the food and the personalities. I can say, without exception, you have "happy campers at the Senior Center. The changes that Linda and Stan have made are all for the better. Examples: more variety in the menus (sliced sirloin au jus, spiral ham, soups, etc.); on several occasions, CAO has experimented with a choice of entree' which has been well received. It should be noted there has been no decrease in meal count for our congregate meals. The comparisons are: July 2000 = 794 July 2001 = 853 July 2002 = 842 July 2003 = 901 Meals on Wheels Volunteers With the death of Joyce Sager who coordinated MOW's drivers since 1980, we are in the process of searching for a replacement. Since we also have many new drivers, we will be hosting a meeting at the Senior Center. This will serve as a "training" session as well as allowing us to update drivers' licenses and proof insurance. I will be also looking at registering drivers with Volunteers of America, a benefit of which offers additional insurance while on volunteer "duty." United Way We were successful in increasing our United Way grant. We will receive $10,000 for the UW fiscal year of July, 2003 - June 2004. "Do Not Call" Registry We have been taking names and telephone numbers of seniors who do not have computers and want to be registered. Board Member Walt Richards is graciously managing this effort. Estes Park Senior Center User Agreement 220 Fourth Street Estes Park, CO 80517 970/586-2996 email: ithompson@, estes.org Fax:970/577-3768 Please Print Applicant/Organization Name Senior Center/Museum Supported Club/Activity TOEP Senior Center/Museum Member - Private Use Local Non-Profit Other Recognized Club/Group/Person ~ Applicant Address Responsible Person/Title Business Phone Home Phone Type of Function Date of Function Estimated Attendance Hours Requested Room Assigned (Includes set-up and clean-up hours) RENTAL OF ROOMS REQUIRES TWO-HOUR MINIMUM. DAILY RATES ARE 8 HOUR MAXIMUM. USER FULL USE ROOM ROOM ROOM #114 ROOM #115 TOTAL DUE DEPOSIT #102 #109 #HRS X RATE 392 sf 360 sf 800 sf 1150 sf Senior Center or -0- -0- -0- -0- -0- -0- Museum Supported Club/Activity -0- Town Depts and TEP -0- -0- -0- -0- -0- Supported Club/Activity Museum or Senior 60.00/HR 16.00/HR 16.00/HR 20.00/HR 32.00/HR 50.00 Member - Private Use Local Non-Profit 75.00/HR 25.00/HR 25.00/HR 30.00/HR 40.00/HR 50.00 Organization 60··004=4R 4.6-GWAR 4&00;HR 20.0044R 32:*HR or $300/Day or $100/Day or $100/Day or 6120/Day or S160/Dav Other Recognized 150.00/HR 30.00/HR 30.00/HR 50.00/HR 75.00/HR 100.00 Club/Group/Person 75-00;Hfor 20:00;HR 26:·00%#.IR 42.-GJIHR 50.00 $600/Day or S120/Day or S120/Day or $200/Day or $300/Day DONATIONS ARE CIFTEN RECEIVED FROM GROIJPS WHO HAVE NO FEE AND ARE VERY MUCH APPRECIATED. In consideration of the issuance of this requested facility use permit, the Applicant agrees to defend, indemnify and hold the Town of Estes Park and the Estes Park Senior Center, Inc. free and harmless from and against all claims or demands arising from any act, omissions, or negligence of the Applicant, their licensees, agents, servants, or employees, arising from any occurrence or accident causing, or allegedly causing, bodily injury (including liability for personal injury) or damage to property to whomsoever belonging arising out, or allegedly arising out of, the use of premises as defined in this Use Agreement or while in or about said premises, including all attorneys fees and court costs incurred by the Town of Estes Park and the Estes Park Senior Center, Inc. The undersigned hereby assumes personal and individual liability for himself and on behalf of Applicant for any damages to said facility or equipment occurring through or during the occupancy or use of said facility by the Applicant. The undersigned will leave said facility in a condition as good as or better than originally found. The undersigned personally and individually and on the behalf of the Applicant accepts liability for all repair to the facility and/or repair or replacement of equipment in the event of damage. The Town of Estes Park may withhold the deposit to apply toward cost of cleanup and repair. I have read the requirements and understand that I am responsible to see that they are met. I further understand that if these clean-up requirements are not met, all or part of the damage deposit may be held by the Town of Estes Park, and the organization I represent may be denied use of the building in the future. Applicant Signature Date Rev. 07/31/03.8 | Estes Park Senior Center Director Date 1 :11.T" ESTES PARK SENIOR CENTER FACILITY USE GENERAL GUIDELINES The Senior Center is a Town of Estes Park facility. The first priority of facility use is to provide a place for the Senior Supported Activities/Clubs and meals of the Senior population. Secondly, rooms will be made available to the Town of Estes Park and charitable organizations as deemed appropriate at no fee. Thirdly, rooms may be rented to Individuals, Non-Profit Groups, and Other Recognized Clubs/Groups who are expected to sign and abide by the User Agreement. Agreements signed for meetings of an on-going nature will be valid for only one calendar year. Rental rates are subject to change by the Town of Estes Park with 30 days written notice. A. Each Applicant must complete a User Agreement. A person who will be in attendance and take responsibility to meet the agreement terms must sign the form. B. Applicants may schedule events up to one year in advance. C. Applicants must submit all deposits at the time of reservation and fees to the Senior Center director at \ least five days prior to building use. Receipt of the deposit confirms the reservation on a first-come, first served basis. D. Smoking is not permitted in any area of the Senior Center building or on the deck. E. Decorations may not be taped, tacked or pinned to any painted surface or walls. F. The Senior Center has a community bulletin board for public information. Notices must be approved by the director and/or the House Committee before posting. No flyers or printed material may be posted on the walls or in the windows of the Senior Center. G. Any request to use the building may be denied by the Senior Center director and/or House Committee for cause. H. The Senior Center will not provide storage space for any outside organization or individual. 1. Clean-up must be completed directly after the function. Next-day cleaning is not permitted. J. The Director or appointee will schedule all events and place them on the facility calendar. K Applicants must occupy the facility at the time specified or forfeit use and fee for that date. L. When alcohol is served at a public event, the Applicant is required to obtain o "Spccial Events" permit from The Town of Estes Park. Applications arc available from the Town Clerk. The Applicant assumes all - 1/querliabi/ityi M. The meeting rooms shall not be considered permanent quarters for any organization, other than the Town of Estes Park and Estes Park Senior Center membership and their related activities. Users of the facility ~ meeting on a regular basis must apply on an annual basis to renew reservation. N. Volume of loud speakers, etc. must be controlled so that only those in the room will be able to hear. O. All organizations using any of the Senior Center building meeting rooms shall be responsible to do their own room set-up and to restore rooms as they were found and according to attached sketches. Failure to do so may result in forfeiture of damage deposit. 2 P. The Town of Estes Park and/or the Estes Park Senior Center reserves the right to cancel or change any scheduled event by giving 21 days notice. Q. _Kitchen use is restricted to Senior Center staff. Facility users may bring their own refreshments or have services of an outside caterer provided clean up requirements arc mct. Use of the coffee pots is OK. Gium=;9> advance notice and instructions on use. R. The Town Administrator shall have the authority to effect reasonable rules and regulations not covered specifically in this document. S. Catering for All Occasions (CAO) has exclusive access to, control and use of the kitchen at the Estes .AU Park Senior Center and all kitchen operations at this facility. CAO shall enter into separate agreements A*14 for catering services with each group that requests such services. Failure to comply with each of these user guidelines will result in a written notice. A second incident can result in revocation of user privileges. User Initials Date 3 09 - TOWN OF ESTES PARK Office Memorandum To: The Honorable Mayor Baudek and Board of Trustees From: Betty Kilsdonk and Jody Thompson Date: August 7,2003 Re: Senior Center BACKGROUND: The privatization of the food service to Catering for All Occasions (CAO) went into effect on July 15, 2003. As reported when the contract was submitted for approval, CAO has exclusive kitchen rights and permission to cater private events, whether at the Senior Center or off-site. A "User Agreement" is in existence for individuals or organizations who wish to use the facility for events or meetings. We formerly provided no catering to these groups, but allowed them to contract with other caterers. All users now wanting catering will be required to contract with CAO. This change resulted in the need for revision of the User Agreement. Betty Kilsdonk and Jody Thompson were directed by Randy Repola to also review the rental rates for the rooms at the Senior Center which have not been changed in three years. As part of that review, Betty and Jody contacted several other places to compare rates. Because the Senior Center facility is unique when comparing to other rental sites, the comparison cannot be exact. However, as a result, recommendations have been made to increase rates in several categories. These recommendations are indicated on the attached User Agreement document. In addition to some rate increases, a fee "cap" was set for users wanting an entire day established as an eight-hour maximum. BUDGET/COST: There is no cost associated with these changes. It is hoped that the impact on the budget will be an increase in revenue as CAO's requests for catering at the Senior Center develop. Several inquiries have already been received. RECOMMENDATION: Staffrequests approval to revise the User Agreement with the noted changes in rates and relatively few policy changes as noted. MEMORANDUM To: Community Development Committee From: Betty Kilsdonk Re: Bi-Monthly report Date: August 7,2003 Museum Expansion Update The contract for Part 1 of the expansion, for preliminary design and preparation of a preliminary guaranteed maximum price (PGMP) for $10,500 was signed on Monday, August 4. T.W. Beck Architects has already taken measurements and prepared initial drawings. The next step is to hold a meeting with the staff and Museum Board committee members to clarify concepts and expectations. When Part 1 is complete, I will return to for approval to proceed with Part 2 (final design and preparation of a Guaranteed Maximum Price (GMP). Wind Power Tour The Museum coordinated a tour of the Medicine Bow wind power site on Friday, August 1. The tour was free to Museum members and wind power subscribers, and $15 for others. Notice was sent with the utility bills. We received an overwhelming response with many people on the waiting list. The trip was underwritten by the New Belgium Brewery, which receives its power from the same wind site as we do, with further assistance from Platte River Power Authority. Information on the Town's wind power program was distributed during the trip. New Exhibit The History of Estes Park Schools exhibit will open with a free reception on Monday, August 18 from 5 to 7 PM. MacDonald's Book Shop and the Museum Friends are sponsoring the reception. New Publication Attached please find a flyer for a new publication from the Friends of the Museum, which will be available in September. /n the Vale of Elkhanah Was originally intended to be a chapter in Dr. Jim Pickering's forthcoming book on Estes Park history. When his publisher decided the book needed to be shorter, Dr. Pickering graciously donated the chapter to the Friends of the Museum for a freestanding publication. Museum Programs and Events August 6 L.8. Henry the Ranch Hand. 7 PM at Performance Park. Free, sponsored by the Rotary Foundation. August 15 The People of Early Colorado in Fact and Fiction. Free program by New York Times best selling author Margaret Coel. 7 PM, Mon. Bldg. Board Room. Joint program with the Estes Park Library Foundation. August 23 Motoring Firsts in Colorado. Program by Lyle Miller of the Colorado Historical Society. Stanley Concert Hall, 7 PM. August 31 Free day: Last day of American Roads photography exhibit, on loan from the CU Art Galleries. The TahosaValleyWorld of Charles Edwin Hewes 1 7 by James H. Pickering . -- ............. k -- . t. 14 r In the Vale of 1 ~ E/kanah tells ., ./.0 . 9% the story of ,- 2 Hewes- 1""Ii"lill"lillillillit:,: '1 Kirkwood Aifihillipl ill 15- .~ Inn from its Regular Edition $ 14.95 begi nni ngs in , f , 1 'Fwilillillilliwill//ill'll'll'llill'lliBLO Friends of the EPAHM 1907 to its --, '-4,4~ ~ Collector's Edition $24.95 Rocky Ridge signed bookplate) . -I".1.-LAID.,7-1-~5 ti (contains numbered and present as Limited to 50 copies well as the 1 1% history of mgp70 i...~'t the Tahosa -. 3 i 9.. L i ~t b # -*l '.\~ 1/ 1 iLU' fi Lil ILLLf; 1 1. Published by Alpenaire Valley i n Publishing /nc which it sits. d ittulti -144{1»ij~ in cooperation with the w Et o .*- 64'*45"'fp~VTiti\\R Friends Of the Estes Park ..3114*KE,t'imieivi,81/61/1,12:Illi'N Area Historical Museum James H. Pickering, professor of English at the University of Houston and a long- • Available September 2003 time summer resident of Estes Park, has written or edited a dozen books on • FEPAHM Members take 10% off! Colorado History, including "This Blue Hollow": Estes Pork, the Early Years, • 140 pages, 36 illustrations 1859-19/5 0999),Mr. Stanley of Estes Park (2000), and the forthcoming Estes • Colorado residents please add 7.7% tax Park and Rocky Mountain National Park a History: 1903-1945. "This Blue • Shipping is $2.50 first book, $ 1.00 each Hollow" was co-winner of the 1999 Colorado Endowment for the Humanities additional book Publication Prize and was a finalist for the 2000 Colorado Book Award. Please return to FEPAHM, POB 1691, Estes Park, CO 80517 Friends of the Estes Park Area Historical Museum Name Description Qty. Price Subtotal POB 1691 Address 200 Fourth Street Regular Edition $14.95 Collector's Edition $24.95 Estes Park, CO 80517 www.estesnet.com/museum Order total: Phone E-mail Discount - Phone: 970-586-6256 Method of Payment ¤ Check El Bill Me El Visa Tax: Fax: 970-577-3768 ¤ MasterCard Shipping: Credit Card # Exp date Total - Signature Estes Park Area Historical Museum June 2003 Admissions Attendance June 2003 Admissions = $626 YTD = $1317, 24% of budget June 2003 attendance = 917 ($5400) with 50% of yr lapsed YTD = 3926 2002 YTD = 3142 June attendance by year 917 Programs 6/2 Loveland Mtn.Club, Loveland 67 732 722 6/3 Ft Collins Home school 18 166 6/4 EP 3rd Grade 26 6/7 CDOT Archeology Program 23 IIi[ 6/10 Bold Spirit program 40 6/13 Novels of the West program 61 6/16 ANFRM museum group 51 6/23 Allenspark tour 32 FY FY FY FY FY .99 '00 '01 '02 '03 EPAHM Gallery Attendance Historic Fall River Hydroplant by Audience Origin Attendance for June = 301 Foreign Estes Admissions = $414 2% Park 10% / **6 1 '..03.:...>0. / : ::I:.::\ 5%*A 1 4-1... Al :l 1 Colorado lt.Ailf.l la'$ 4.->1 /223.17?4 .1 6.274 7 27% Out of State 61% 2.1-f ··. &#f, 9 . Estes Park Area Historical Museum July 2003 Admissions July 2003 Admissions = $581 Attendance (doesn't include car show July 2003 attendance = 3302 revenues of $8000+) YTD = 7228 2002 YTD = 7019 YTD = $1898, 35% of budget ($5400) with 58% of yr lapsed July attendance by year 5093 Programs 4417 3877 7/4 Coolest Car Show 2504 714 Free Day 89 3302 7/7-7/10 History Camp 15 166 7/11 MacGregor Ranch Tour 24 7/18 Crazy Nate 90 Board Room lili 1 7/31 Free Day 104 1 1 FY FY FY FY FY .99 '00 '01 '02 '03 EPAHM Gallery Attendance Historic Fall River Hydroplant by Audience Origin Attendance for Juiy = 312 Admissions for July = $414 Foreign Estes Attendance YTD = 613 1% Park Attendance July 2002 = 564 12% (includes grand opening) /1,c·:t t€.~:. 1 Ax- X / .·N :/ 4-33.f: ·/ 7·39*34.1 Colorado }.·,h.4-?~1 -1 114*04··· 3 /·L€247' i. f '19,4.:40, t. 17% - st·.»t·~L... 4%241 OUt Of 4%7-.3 t·6:15 7., 0 ... State - *- 16%34139:. 14. ~31 An!?Whhfu-·.4 70% -14'...:.C,-...: ....7. 32 32 32 32 1 0,1 0.1 9 5 M U CCS- g 0 5 got# 0 01 O 5 5- 3 9 9 2 CD g 0O 32 y 2 32 32 61 o 9 C) r- 9 0 4 n h. .0 J E CO < 17 % Change from % Change from % Change from % Change from Month 1999 2000 Previous Year 2001 Previous Year 2002 Previous Year 2003 Previous Year March 2,070,690 2,705,174 3,012,609 832,024 -72% 1,503,447 81% 1,000,779 2,183,869 118% 1,315,220 1,758,377 34 /0 1,530,578 -13% % 1.Z t92'8£k'EL 9ZZ'998'€€ %8 891'Ltd' LZ %EZ Z68'899'6 L 299'920'9 L 0-1-A January 1,232,208 1,120,499 1,120,941 2,463,063 120% 1,635,614 February 465,856 458,603 2,298,873 401 % 628,650 -73% 1,017,096 851,783 1,887,234 122% 1,910,750 2,494,578 31% 4,845,488 1,366,267 1,783,738 1,161,817 1,826,924 57% 2,109,680 1,149,536 -46% 1,451,357 26% 3,835,466 164% %08 L 9KS'Vt€'Z %£9- 8L£'6ZZ'k jeqo:00 %2*- 96*296 %62 GOE'6 L8' L 689'EL t' A 020'194' L JeqUIeoaa TOWN OF ESTES PARK Monthly Building Summary 1999 - 2003 L **0'092' L EZO'8179' L L6 ZOO'09017 Z€£'Z6£ ;sn5nv LE 098'OZE'El %*99 *€6'282'Z %89- 609'ZL9 88' 1 Jeqluaidas - 99£029' L %,ge €Et/£88' L %88- 9Z6'*Lt 161'*09'Z JeqUIeAON . Community Development Memo To: Community Development Committee and the Planning Commission Frorn: Bob Joseph CC: Randy Repola Date: July 31, 2003 Re: AICP certification I am pleased to announce that we now have department wide AICP professional planner certification. This is the highest national standard of professional planning certification. For more than 20 years, the American Institute of Certified Planners (AICP) has been certifying planners through a process that includes education and practice requirements, as well as a written examination. The written exam is a demanding three hour test that covers all aspects of professional planning practice. Alison passed the exam and obtained the AICP membership in 2002. Dave and I took the exam in Denver last may, and have just received notice of our certification. AICP membership, which has been growing at approximately 1,000 per year, now stands at about 13,300. Of course, the purpose of certification is both to assist planners in their practice of sound, ethical planning and to assure the public that planners with such credentials have the expected expertise and that that expertise will be utilized in accordance with the AICP code of ethics. 1 AGENDA TOWN OF ESTES PARK COMMUNITY DEVELOPMENT COMMITTEE BUSINESS DEVELOPMENT DEPARTMENT Bl-MONTHLY MEETING JULY 3,2003 8:00 AM TOWN BOARD ROOM 1) BUSINESS DEVELOPMENT DEPARTMENTS: A) ADVERTISING DEPARTMENT 1) REPORTS: a) Advertising Department Bi-Monthly Report B) SPECIAL EVENTS 1) REPORTS: a) Jazz Fest Evaluation b) Wool Market Evaluation c) Miniature Horse Show Evaluation d) June Rodeo Series Report E) Up-date on Show Office 2) ACTION ITEMS: a) Town Board Goal 5, Stanley Park Revitalization Plan Report and Recommendation 2) MUSEUM/SENIOR CENTER DEPARTMENTS A) ACTION ITEMS: 1) Museum Building Expansion - Design/Build Team - Selection LL-00»-Ut£6-- 4 *loUU A~ dy-- . O ~ 5 P Qg--6- ~41.~/ Preparation date: 6/26/03 Revision date: 6/30/03 NOTE: The Community Development Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. Community Development Committee Advertising Policy Committee Report July 3,2003 1. Requests For Information A. Total Requests for Information as of May 3 l st - down 30%, an improvement from the end ofMarch, and the end of April. These numbers will continue to improve with June counts added, but we do not expect to recover from the impact that the war in Iraq had on our readers. Graph attached. B. E-mailed Request for information improved significantly by the end of May to positive 9.6% above year-to-date 2002. Also very good news in terms of a reflection of current travel attitudes is that as of June 29, 2003, June requests are running 65% ahead of June 2002. This is an increase the size ofwhich we haven't seen for over a year. Graph attached. C. WATS line calls are down 28% as ofthe end of May. Graph attached. 2. Work in Progress: A. August Insert to drop in daily newspapers in Boulder, Longmont, Loveland, Greeley, Fort Collins, and Cheyenne. This insert specifically supports Scostsfest, Auto Extravaganza, Classic Rock Concert, Fall in Rocky and fall festivals. B. Development of an RFP for the program creative review C. Continuing development work with the CRA Vacation Planner Committee and the CRA Web Committee. Estes ParkY-T-D Planner Requests 45,000 41,100 40,000 -4..:::·Li:: 37,922 E€ 2 ' 36,145 36,188 35,614 11 91 %34 35,000 -{ 2.·~4 14;j P©.ik 32,513 31,458 '',~:i~:'.,w:;: ~~0~~:v :%LU..:B ~I.1~ imi:::14:? r. . :t:k.·: 30,000 -j~: :jif::i~imd..:;liAW-Ar#38- b: 6,:~i)%.::::~~ -AMMM#fR.6-RATA-49*~4 .:4: , :W'.22::i:il?:ii~:.:...~:~~~::'i:~·. }.i~~. i:1 26,368 *Piw. E.:W at -33*~~t:€22*t *14:f; 19* 3~~~3§~62'.:; i 12.-f--:~3-MEF:;r #: - ; -14:%-i·i·:j~i~~i~:~Ki~ - jitut.i - ijaN-:~k:.a#W- Fau -:M #-Mgv-Im:5 lM-:/I ./ .I ./.:.:. . :::I'l 1.1 5 2«..::112* m?*0(. wii,I ED> ...: iMi~;Ii.:MITE C' D - . ·:S>*: 233&24 -105:M*EE'18 5,<P:..2 17#:9.Mt k·*M ?fM£·K··..:· ~mk::·.Px: -: ::/5:-:,08>: ''0~·'< rf 'R.... *mve#-iMAMN *5 1 :·Dil:~~~8409 :EM-#9 : i-*29 : .9*ED:E-f.f : 15,000 -6..:~~. ':·4 -:i::.?.4:i... -:i:~i).& -/. -/.:.9%:;.~.:'':~ -.:.5:·'~:i.··~ -~i.':.::~.5.~~ ~ii'~ii:::i:::i·?.;:~·:· : e': 'x,~ : " :202 :1~ ""' 5~' '5, 2 ZRCEC i* I-¢1342;IC~i *ffik@:.( %2611~24% Mit . 4-~:.-:2*% EC:NE.~.A t.I.:. P~~E. .:::-ji 10,000 -~~-:I~:B~~ -~,~%~E~ e .33Ei:2*4'Dt~ -ENE".'gRE:iI'-P~---~~~' - 323.:Fe - Et #:a:Eml:: il{@*i:,i' :24*10>i=.1..4 EEa~:.52-~~~I~~i ' :~ 31:: gffE~~E~~~ iit~~li%13= 40*iN:·F #SEE:..::::9 ' F mh : 05 : 9- 4 WV*w:AB i»,r::5 ..:5 : I : I ' I :'<·i.:· §·?:I}: B::.I ·.:.3..0..... IN#& fik#ke WH.....'.i o E #:1:=~.:~~%9-~i~ ' td?:-ig.:*'5:. : m.·r:&':"E:.--~ ' F"q:2*7.~LEEi" , 23.L.:b~-~:~~-L·:-:·273. + Eit'"':2*:~h ~~1*3~5%411*6 ;:i~t·~-~~~~-3~T~f=E %~24~~H?:q~51. 1 1995 1996 1997 1998 1999 2000 2001 2002 2003 May 31 . Estes Park E-Mailed Requests for Information 10,000 8,886 9,000 8,103 - 8,000 aDE@·ar. $ E 6,7*R UNO.lu '"i 7,000 44*1< I *tul ..i . 6,000 41~ iti,1," 1-2 ~ - ~RE/i piy~• i ·14. 5,000 1 ,? i i.f g h .. 64:';,7tle:··S 4,515 141£'4';f;~Lf.'t: Off ..4 , ;PRM'hid w M 4,000 47> 41 1. 7%'D·,1.43 -11. %2'P'.1 '9 14.71:?11,1.111 4 3,094 .. i<e:·,i 6·li.+ hi: 344,1, "1.:11.k 3,000 W HM. 1 1 - 1 1 -; 3~04€ -- 1%. -t - 2,537 . 1 . ,«F)·111. ditilittit _ . .._. -~ ·~8·z· ' 1,i; - % E,14 /r. :11:·< 1,un 1. . ...=L-- 1 : 2,000 8 11,1 ., 1 b . .N: 4 - 25, Ed,4./i;fi}41 {lAi·,3 >.4 91 '';ULL 905 &4*%11 .:~,·2'·.'~f#'4, s ~~···+*. 1,000 -- .- , 2. . .1· L.8 - . 'Ini''I,y ~ · Re·n ' % ·i i : , 49.j .: j ...··"Le44;4 · - r kili/ d.-y:?,4.pr·. (NLPEM~e - '· -AD' 14: kit„·.clv.'.e:,·.,a Mit·::Unp.RM .t,4...2 1 1 1 1 1997 1998 1999 2000 2001 2002 2003 Year-To-Date May 31 ~ 4 3.f Of Jtf.HE - ; r.4{ *7 --I - --11 g Estes Park E-Mailed Requests for Information 14,000 11,924 12,000 ip.Tj E 9,930 10,000 8,535 8,000 1; 27*Flif .i 2-1-91 6,321 I.- -4*qi k 6,000 . 11. . Ilit,%.Ii: J' J ~5'i 4,220 -_ i,Ir~~EL'; -1 -11. | 17:, 4,000 3,291 - , -- 4 4 :li. ,-1/ -' - b L. - E-, :.~,i ~, Vt:5 1 C ·, 1 V:r:- 2,000 =8%*al -: 1 2#'2: - 1 · r,PW' 4 I - 1,320 .'., L ~i !5... 131 1-liml .-' :44 lt'-1 ; 2 ... ---- ' ~ | | || ': ig 'm ~ 5 1~7./ - ZER E 9 11, ~.L\1; = 11 -4- I m. - - ·· r- lig':N #g:%-.M.' I A,£. - 1 1.2'il] E - - : Lill r 17 - - -1;L. 2 155$509.20$555'Sl 1.imm - . 1 1.- 1 1 1 i I 1997 1998 1999 2000 2001 2002 2003 Year-To-Date June 30 -- L.f L 1.~~...1-.-4 1-·~-~ ~/-4,1, ..L.. SPECIAL EVENTS EVALUATION 2003 JAZZ FEST & ART WALK WEEKEND DATE: May 17& 18 NO. OF YEARS: 13 NO. OF DAYS: 2 MANAGEMENT: Max Wagner, Cultural Arts Council and Special Events Department PURPOSE: Introduce and promote Estes Park as an active arts and music community. Bring visitors to Estes Park during the shoulder season. ACTIVITIES: Jazz concerts in Bond Park and a tour of open houses at various galleries throughout town. A DVERTIS I NG: Local newspaper, six front-range newspapers, poster, programs, insert, KUNC Radio, KUVO Radio and KHIH-FM. ATTENDEES: 20 °/0 Local 80 % Colorado 0% Out-of-State 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 NO. ATTENDEES 4,000 2,000 2,500 2,300 2,300 3,000 4,000 4,300 4,500 4,000 TOWN EXPENSES - 2,900 6,550 6,700 6,615 6,871 7,900 9,280 15,141 11,318 12,418 TOWN REVENUE - 0 2,500 2,500 2,500 2,500 2,500 2,500 3,318 2,500 2,500 GROWTH POTENTIAL: Good growth potential as long as sponsors and funds are available to provide popular bands. Weather always plays a big part in the attendance. Galleries need to continue to be involved and provide special shows and artists. COMMENTS: Jazz Fest -Max and our guest performer, Randy Sabien, went on talk shows on KUNC and KUVO on Wednesday. Received a lot of comments about it, which indicates they were heard. Weather was good! ! The Jazz audience was most appreciative of the entertainment line up and had a great time. Art Walk - Participating galleries indicated good traffic for the entire weekend. Our sole sponsor this year was Poppy's Pizza & Grill. SPECIAL EVENTS EVALUATION · 2003 WOOL MARKET DATE: June 11-15 NO. OF YEARS: 13 NO. OF DAYS: 4 MANAGEMENT: Special Events Department & Wool Market Committee PURPOSE: 1) To be an educational and entertaining event for those interested in fiber and fiber animals 2) A family event 3) Attract an audience from outside the Estes Park area, staying several days during the shoulder season 4) Selling opportunities for fiber artists and the showing and marketing of animals 5) Provide for the general public a hands-on educational experience plus a market for the purchasing of yarns, fleeces, equipment and garments. ACTIVITIES: Workshops, animal shows, spinning contests, spinning and weaving demonstrations, fashion show, fleece contests, skein contest, children's hands-on tent, sheep dog and sheep shearing demonstrations. ADVERTISING: Local newspaper, six front-range newspapers, five trade magazines. SPECTATORS/PARTICIPANTS: 10% Local 60% Colorado 30% Out-of-State 1992 1993 1994 1995 1996 199 1998 1999 2000 2001 2002 2003 NO: SPECTATORS 6,000 7,500 8,500 8,500 9,500 8,800 8,800 9,500 9,000 9,500 9,500 9.5 No. EXHIBITORS 319 574 613 628 613 630 620 650 685 716 776 670 NO. ANIMALS 401 573 628 656 i740 767 854 1,012 970 1,044 1,182 980 STALL RENTAL 5.9 8.7 11.2 13.8 10.09 12.2 12.3 13.7 10.7. 27.1 36.4 REGISTER FEES 13.3 15.6 20.8 21.3 27.0 32.1 33.9 34.8 37.4 39.6 52.6 TOWN EXPENSES 36.8 50.9 53.3 63.5 69.5 76.0 85.0 103.0 104.9 116.1 137.5 TOWN REVENUE 27.3 40.6 49.5 54.2 59.0 65.7 72.3 77.7 82.7 93.5 118.3 GROWTH POTENTIAL: Commercial vendors, and alpacas were at maximum without more facilities and this is OK, as the quality can be controlled. There is a great need for fiber education and a place for breeders to promote their animals in our area. There still is a great deal of interest in fiber education. Most of the 28 workshops were full. A majority of these workshop attendees stay in EP for the full four days. Weather was great. We were host to the Icelandic Sheep Association National Show. COMMENTS: The Estes Park Wool Market is still considered one of the top three fiber festivals in the United States. Alpacas were down in numbers this year as the ABR association moved their show to the National Western complex in May. The ABANC alpaca group took our show over and did not have a halter show, which worked out great. Goats numbers continue to increase, sheep and 11amas remain about the same. It is interesting to note that of the fourteen Chairman who began with our first Wool Market, nine still remain as Chairman! SPECIAL EVENTS EVALUATION . 2003 JUNE RODEO SERIES DATE: June 2,3,4,9,10,11,16,17,18,23,24,25 NO. OF YEARS: 2 NO. OF DAYS: 12 MANAGEMENT: Special Events Department PURPOSE: Provide western entertainment for tourists and bring in additional visitors to Estes Park. ACTIVITIES: Rodeo ADVERTISING: Local newspapers, posters, rack cards SPECTATORS: 10% Local 20% Colorado 70% Out-of-State 2002 2003 RODEO SPECTATORS 3,150 2,758 TOWN EXPENSES - 86,689 (78,226direct costs) TOWN REVENUE - 31,848 GROWTH POTENTIAL: Attendance was fair. We had hoped for a larger attendance. Weather was cold and it rained the hour prior for at least 8 of the 12 rodeos. We added advertising to the front range area - but it did not seem to increase attendance. Those who attended were very excited and complimentary. Most of the attendees had never been to a rodeo. COMMENTS: This was a very good amateur rodeo. We attracted the participants by ads in area rodeo magazines and the word spread by word of mouth until the last couple weeks we had most of the events full and even turned down some entries. We are in a good market area for up-coming riders and they all were appreciative of having a riding opportunity close to home. Most ofthe riders were from Northern Colorado and Wyoming. Many are college age, trying to earn their way into the PRCA. The Rooftop Rodeo Committee and the Police Volunteers did a great job in manning gates, security, selling tickets and running the chutes. Our sponsors were very supportive and we thank them. f/4,-6 OU„L >49 SPECIAL EVENTS EVALUATION 2003 . MINIATURE HORSE SHOW DATE: June 18-22 NO. OF YEARS: 19 NO. OF DAYS: 6 on grounds MANAGEMENT: Rocky Mountain Miniature Horse Association PURPOSE: Education and promotion of miniature horses ACTIVITIES: Halter and performance classes ADVERTISING: Local newspaper, Estes Park event calendar and trade magazines EXHIBITORS: 0% Local 40 % Colorado 60% Out-of-State 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 NO. ATTENDEES 800 800 600 600 500 400 400 500 400 400 400 400 NO. EXHIBITORS 540 600 450 400 380 220 230 280 230 210 230 230 NO. ANIMALS 160 200 192 152 136 76 105 138 106 93 166 180 RENTAL INC. /ARENAS 750 750 750 750 750 750 750 600 940 975 1,010 875 /STALLS 3,671 4,674 4.406 4,107 4,872 2,444 3,103 4,424 4,650 3,760 9,301 9,165 TOWN EXPENSES 7,947 9,230 8,873 12,026 13,602 14,072 18.8 18.3 23.4 17.3 22,460 TOWN REVENUE 6,465 8,016 7,151 6,871 8,326 4,872 5,446 6,756 7,703 5,938 13,069 12,864 GROWTH POTENTIAL: Don't expect that the number of exhibitors and animals will change much over the next couple of years. COMMENTS: Effortless show to have on the grounds for staff. We could have another horse show on the grounds at the same time and we will be looking for a show which is approximately the same size (maybe POA). Top Hands Organization . Show Office The Show Office was completed prior to our June Rodeo Series. It was used for the twelve night rodeos and worked extremely well. The Mayor was presented the key on July 1St by the Top Hands Organization. The Arabian Horse Show will use this weekend and of course the Rooftop Rodeo secretary will be using it next week. The Top Hands appreciated Mr. Habecker's suggestion of adding the porch. It not only improved the looks of the building, but was most appreciated during the rains!!! MEMORANDUM To: Honorable Mayor Baudek and Board of Trustees CC: Town Administrator Widmer From: Randy Repola 42 Date: June 30,2003 Subject: Stanley Park Revitalization Plan Background: The Town Board's 2002-2004 goals include a review of the Stanley Park master plan (Goal #5). The Goal Team has conducted an evaluation of the various reports and plans written on the Fairgrounds over the years. In addition, the Team has reviewed the operations and market (both current and potential) for the Fairgrounds at Stanley Park. The attached report outlines what the committee believes to be the past, present and potential future for the Fairgrounds. The work performed to produce this report consisted of various tasks. The Team reviewed various plans drafted for the Fairgrounds over the last several decades: the 1984 "Master Plan", 1980 "Study", 1988 "Alternate Plan", 1983 event center "Pre-Design Analysis", and various other supporting documents. In addition, the Team reviewed the EVRPD master plan to gain insight on the plans for the property located just east of the Fairgrounds. A small subset of the Team visited other Front Range fairground facilities to learn about the market and competition for fairground events. Finally, the Team drafted the Stanley Park Revitalization as a guide for creation of a master plan for the Fairgrounds. Next steps will include meetings with specific Fairground user groups as well as community meetings to gather input on priorities and possible improvements on the property. Budget/Cost: Unknown at this time. Town staff will handle the majority of themaster planning process. However, staff anticipates the need to retain professional services such as an engineer to assist with drafting a plan to address existing surface water problems. This portion can likely be delayed until the 2004 budget based upon progress made in the planning process. Recommendation: Staff requests approval of the Stanley Park Revitalization Plan and permission to begin the master planning process. Town of Estes Park Stanley Park Revitalization Plan June 2003 Submitted by Town Board Goal Team #5: Trustee David Habecker Trustee Wayne Newson Finance Director Pete Brandjord Special Events Manager Linda Hinze Community Development Director Bob Joseph Advertising Manager Peter Marsh Business Development Director Tom Pickering Assistant Town Administrator Randy Repola 1 Stanley Park Revitalization Plan 4 Operation Description 4 4 Vision Objectives 5 Services/Product: The Fairgrounds at Stanley Park 6 Current 6 Missed Opportunitieq - 7 Proposed 7 Market Analysig R Current Market Conditions .... 9 Competition 9 Spending &Visitationg 10 Strategy/Implementation 10 Tar.tic, 11 Financing · 11 Summary 11 Attachmentq 13 Attachment A: Fairgrounds Area Map .....15 Attachment B: Stanley Deed 16 Attachment C: Fairgrounds 2002 Income and Expenses 3 Stanley Park Revitalization Plan Operation Description Stanley Park is amulti-use site located along U.S. Highway 36 in Estes Park, CO. The park consists of several parcels of land owned and operated by various govdrnmental entities including the Town of Estes Park and the Estes Valley Recreation and Parks District (EVRPD). .The EVRPD portion of the property includes six tennis courts, two softball fields, one baseball field, two covered picnic shelters, one play area including various pieces of equipment, a fenced dog park, and a concrete trail that connects the area to the Lake Estes Trail. The Stanley Park Fairgrounds is a forty-two acre (more or less) event facility located on the western portion of this area (Attachment A). The property contains several buildings value at slightly more than $2.2 million (according to an insurance appraisal). The facility serves residents and visitors alike providing cultural, historical, recreation and entertainment events and opportunities. At the northwest comer ofthe Fairgrounds are the Town-operated Senior Citizens' Center and Estes Park Area Historical Museum. Vision In 1936, F.O. Stanley deeded fifty-four acres to the Town ofEstes Park for use as a public park and recreation area. The deed permits the Town to make improvements, provide entertainment, and rent the land for such uses, as it deems appropriate. Furthermore, according to the 1936 deed (Attachment B): "The ...described land is hereby conveyed to the said Town of Estes Park for use by said Town solely as a public park and recreation grounds. The Town shall have full control and use of said premises for such purposes and may improve and beautify said lands to carry out such purposes. The Town may construct such improvements thereon as said Town may deem necessary and proper for the carrying out of the purposes herein. specified. The Town may permit such lands to be used for public entertainment upon such terms and conditions and for such rental as it may deem proper..." 4 The conditions under which the Fairgrounds at Stanley Park were deeded to the Town, are consistent with the Town's stated mission. Specifically: "The mission of the Town of Estes Park is to plan and provide reliable, high-value services for our citizens, visitors and employees. We take great pride ensuring and enhancing the quality of life in our community by being good stewards of public resources and our natural setting." Historically, the property has been a popular site for various equestrian events to include horse shows and the annual Rooftop Rodeo. Though these types of events continue even today, the Town sees the fairgrounds as having the potential to become the center of community activity. The acreage of the fairgrounds is sufficient to provide facilities and space for multiple, simultaneous and distinctively different uses. Consistent with the conditions of the Stanley deed, the Town desires to improve the fairgrounds to provide for various public purposes of a recreational or entertainment nature. Furthermore, given the tourism-based economy ofEstes Park, such improvements and uses would compliment the community' s offerings for visitors. Objectives The Fairgrounds at Stanley Park is currently underutilized and in need ofrepair. This document proposes a specific frinework for transforming the facility from a limited seasonal use property to a dynamic, multi-use campus for use by residents and visitors year-roudd. The primary objectives are to provide sites/facilities that enhance community activities, events and uses that fit one ofthe following two general categories: • Entertainment • Recreation Furthermore, consistent with the criteria set forth in F.O. Stanley's deed, the Fairgrounds may host certain events that generate rental fees and related revenue. Such fee-based uses shall provide income to offset the operating expenses of the property. 5 , Services/Product: The Fairgrounds at Stanley Park Current The Fairgrounds at Stanley Park hosts a variety of events during the months of June through mid-September. During 2002, Fairground events generated revenue of $453,063 while expenses were $622,982 (Attachment C). Events and uses in 2002 included: • Wool Market • Hunter/Jumper Horse show • June Rodeo series • Rooftop Rodeo • Miniature Horse show • Longs Peak Scottish/Irish • Arabian Horse show Festival • Antique Show From the June Wool Market to rodeos in June and July along with various horse shows throughout the summer, the Fairgrounds at Stanley Park provides entertainment and cultural activities to both residents and visitors. The grounds are ideally suited for events featuring animals ofvarious sizes. Additionally, the grounds are part of the Longs Peak Scottish/Irish Festival held each September. This particular event spans the grounds of both the EVRPD and Town properties. There are many attributes of this property that make it ideal for these various events and uses. Stanley Park offers facilities and grounds consisting ofmultiple venues for various types of activities. Over the years, Stanley Park has been a popular location for equestrian activities. The property includes various buildings and arenas that provide an ideal setting for horse shows, competitions and rodeos. Current facilities allow for housing approximately 500 horses in fixed stalls ofvarious types. In addition, combinations of fixed and portable structures are used to accommodate officials and staff of horse shows and festivals. Finally, a six-foot high chain link fence encloses a majority o f the property providing a perimeter for events or an enclosure for large animals such as rodeo stock. In addition to horse shows, Stanley Park facilities are ideal for other types of animal events. The abundance of open space can be arranged to accommodate various animal shows. Current non-horse events consist primarily of the annual "Wool Market" which includes tlamas, alpacas, sheep and various other fiber-producing animals. The stalls, 6 arena, barns and support buildings can be.made to fit various configurations and sizes of shows. Missed Opportunities During 2002 and early 2003, the Fairgrounds has had to turn down thirteen events with potential attendance ofup to 11,000 persons. Events not held for various reasons including facility limitations were: • Dog Show (winter/150-250 • Winter Carnival (winter/1000- attendees) 1500) • Arts/Craft Show (winter/500- • Brier Horse Show (spring/150- 750) 300) • Car Show (summer/500-1000) • EP Trade Fair (spring/500-750) • RV & Boat Show (winter/500- • EP Snow Sekies (winter/1000- 1000) 3000) • Karate Competition (winter/150- • 4-H Small Animal Show 250) (winter/500-600) • EP Train Show (winter/500-750) • Volleyball Tournament • boll show (winter/500-750) (winter/500-600) With one exception, each event was seeking an indoor location. The one exception to this requirement was the Car Show that required a large paved lot. Proposed The Fairgrounds at Stanley Park is capable of accommodating various other uses beyond current offerings. The open space, facilities and neighboring operations are ideal for many recreational and entertainment uses. In addition, with improvements, many other events and uses are possible. Possible uses/events include: • Festivals • Trade shows • Concerts , . Picnic facilities • Field sports • Passive athletic uses (Frisbee, • Vehicle expos/shows kite flying, etc.) - 7 The existing perimeter fence provides controlled access to the Fairgrounds making admission events ideal for this location. This makes festivals, concerts and other pay- per-attendee events feasible on various portions or all of the grounds. These events can also take advantage of the on-site concession stand operated by a private vendor under contract with the Town. With improvements, the grounds can be modified to accommodate various athldtic and passive recreational uses. Large grassy areas can host seasonal recreational activities such as youth soccer as well as various camps or competitions for other field events such as lacrosse, football, etc. Past proposals have included a soccer field in the northeast comer o f the property to compliment current fields on the EVRPD property to the east. The variety of indoor venues and open spaces are also ideal for trade shows and cultural festivals. From recreational vehicle expos to events like the Longs Peak Scottish Highland Festival (a current user), the property can be setup to accommodate thousands of daily visits to multiple display and performance venues at Stanley Park Fairgrounds and surrounding venues. These same characteristics make the property a good location for uses highlighting other attractions like car and antique shows as well as the existing Inuseurn. Market Analysis The Stanley Park Fairgrounds has long been a popular site for various equestrian shows and activities. This market segment has undergone noticeable change over the last decade, but continues to provide viable business opportunities for the facility. However, the market for recreation and entertainment uses has yet to be developed. The market conditions and competition is described further below with additional discussion of the impact of visitors to the Fairgrounds. To further establish the Fairgrounds at Stanley Park in this market, the Special Events Manager and Business Development Director shall annually develop action plans to attract and retain business. 8 An ongoing effort is underway to identify current and potential customer needs. Areas of consideration include the need for seasonal and year-round facilities. In addition, improvements to existing open spaces must address the need for covered open-air facilities, paved surfaces and grassy areas to facilitate athletic and passive recreation activities in addition to traditional equestrian uses. Current Market Conditions Key market indicators and comments from potential users show that the competition from the new facilities at Larimer County, Greeley, Jefferson County, and Douglas County has had little effect on the viability of the Stanley Park Fairgrounds' bookings. Customers identify Estes Park as a major variable in making their final decision. Though the other new fairgrounds have nicer, more modern, facilities, the customer sees Estes Park as a much more desirable and marketable destination. The customer would like to see improvements to the Stanley Park facility, but still feel that the setting is a strong selling point. Show managers are calling Estes Park at a faster pace now, than in the past. The - Fairgrounds at Stanley Park turned away more business this year that any year before (see 'Missed Opportunities" above). Competition There are four primary competitors to the Fairgrounds at Stanley Park: Larimer County, Greeley, Jefferson County and Douglas County. These properties host (or soon will in the case of the new Larimer County facility) events and customers that are similar to those served by our facility. However, these facilities are also different from the Fairgrounds at Stanley Park. Each property faces a unique set of strengths and weaknesses. The major weaknesses of the new Larimer County complex center on the inability to provide a method for the customer to deal with one person in making show or event arrangements. A typical show manager has to deal with the arena manager, parking manager, food concessionaire, and fairgrounds manager. In addition, costs are very expensive. Greeley has done the nicest job, building a new barn that fills the needs of most of their users, at an affordable price; the challenge for Greeley is the locale. Jefferson County has created a five-year plan of 9 improvements that are winning good reviews from both users and the community. However, Jefferson County must subsidize 80% of the costs of this operation. Along the same lines, Douglas County provides a subsidy of approximately 82% to its facility in · Castle Rock. However, being the fastest growing county in the nation, money is not a major issue. Douglas County provides the facility, including the new event arena, free of charge to most users. The subsidies for both Douglas and Jefferson Counties are in the range of $800,000 per year. Both facilities produce revenues of around $150,000. Spending &Visitations In 2002, Fairground visitors, exhibitors and show managers spent over $4.9 million in Estes Park. From the 11 events that were held at the Fairgrounds at Stanley Park more than 25,000 people visited Estes Park; either attending or participating in an event (see Attachment C: Fairground 2002 Income and Expense). As the economy continues to struggle and react to the conditions around the world, events are the one area where attendance was consistent. It becomes clear that in order for our tourism-based economy to grow and flourish continued investment in the event facilities at the Fairgrounds is a must. Strategy/Implementation Stanley Park Fairgrounds shall become a center for community activities highlighting recreation and entertainment uses. To accomplish this vision and determine the appropriate fee-based uses, various tas~s shall be undertaken. Several of these steps can be accomplished simultaneously and by staff from various departments. Ultimately, a balance shall be struck between the various community uses to provide the greatest benefit for the community in general. Such uses shall be determined based upon appeal to all users (as determined by the processes outlined under the Tactics section below). This plan sets the parameters for the types of uses that are possible and within the existing deed requirements. 10 Tactics In order to begin the transformation of the Fairgrounds, a master plan will be developed and the following tasks undertaken: • Business Development Director will conduct a market analysis • Special Events Manger will review oil-site operations • Assistant Town Administrator shall hold community meetings to gather community input on master plan components • Special Events Manager and Finance Director will develop a plan for tracking revenue and expenditures to enhance decision-making and tracking of event profitability. • Community Development Director shall direct the development of the master plan for Town Board approval. • Business Development Director, Special Events Manger and Assistant Town Administrator will establish a phased project for building and property renovations and improvements. The master plan shall be the result o f community and staff deliberations. The final plan shall include development of multi-use facilities that provide the maximum utilization of the entire grounds while retaining the ability to accommodate and compliment existing uses and customers. Financing Improvements can be financed in many different ways. One option is to fund each phase through the annual budget process. Since this project includes both the renovation and construction ofmunicipal facilities, funds can be allocated from the Town's Con~munity Reinvestment Fund or the General Fund. The second option is to extend the EPURA district boundary to include the Fairgrounds and use the authority's bonding authority to finance bonds to fund the necessary capital improvements. Summary The Stanley Park Fairgrounds is not meeting the potential uses envisioned. A comprehensive master plan must be completed showing the best potential mix ofuses for residents and visitors alike. 11 Therefore, the Town should budget the necessary funds for completion of a niaster plan, business plan, and implementation strategy as outlined in this document. If done by Town staff, the master plan could be completed by February 1, 2004. This would allow facility improvements to begin during 2004. A substantial initial budget amount should be considered during preparation of the Town's 2004 budget. 12 Attachments Attachment A: Fairgrounds Area Map Attachment B: Stanley Deed Attachment C: Fairground 2002 Income and Expenses 13 -1 1 <fp y. - 1 110'-7- SI ..1-- f depq spuno,Ened :v juourq09, LI X .e COMMUNITY DRA ~ 0 r-lei X X 0 0 - 6 01 0 2 FE . f - 0 , 0 0000000... L_ 0 X 0-: X X , 0 0 0 0.41 f- 9 'X; 1 / . 004' Af- 0 i 1 (178 cgi /44 X >f i 6~4 X .g U) 0 i Z x 10% 6 9 . - *«74 £ ir 0 e 3 EX E /4/Xi 3,0 £ i r -· rh...f f.-- A 4 -- O 3 X 1 f X /4 N 0 - l f .· F % 0 N.r r -% vil j I»!dt 1 / .00% 100 x 1 .1 re.0 ill 0 1,7 * 1 00 . t X 4 - 0 X . X *0 -0 V o >, 0. I 1 087 1 ork' . .-P . 1 . Jr--r~k il p m I d-1 j 03\ 16P \06 o V/ AX 0 - f, 00 0 4,<3 C / 7 'A X lah n 0 2 21 -7 1 9 W w : 1.--"99.ji-01 0 i -1 4 g J w M 2. 3 © m. 0%<El @003 - 2 PSTE?, ZE&@ 8 18 33 111 1 11 lili h cral=,-01131;11¥- OVd-31380NOO Sn03NV-1130S 3Albla-(]3AVd 11¥MRONIN NOUVA313-10dS 83M01-NOISSIIA,ISNV81 E]AIBO-03AVd 9Nlallne-- 9-1Od-Alill.ln >11¥M3019 33W1 w.g .uvum-a nine undred and -thirty-aix between . F. 0. Stanley t .. ..8 . 0 st the · County of Larimer . ind Stite of Colorado, ot the arst part, and . Torm of Bates 'Park, Colorado, a municipal corporation of the County Of. Larimer and Stite of Colorado, of the secoad part: WITNESSETH,'That the idd party . ct the dist -part for and In consideratiorn of the lum of ---- One and,no/100---=--4------- DOLLARS, ~ ' · ta the said put y ' , of t!£6 first part in hud patd by the gatd part y . ~ of the second pait, the ~ 0. · receipt,wherebY 18 her.eby confessed and acknorledged, hz a graqied, bacalned, gold and conreyed, i and b, thue present• 40 89 grant bargain, dell, convey and contrm, unto Ue said.party ot the f . · second ParC its s UCe:ad*ip•nA =signs· fore·reb, all the following ,«cribed lot or parcel of land, •ituate, tyip: 644 being in the ' ~ County of Larimer and State of Colorado, to-,rit: . All £22; part of tha No=th * e f Sedtian 30, Taimship 5 North Af. Range 72 - Test of the Gth Principal Meridian, being bo.unded as follows.'to-wit: 0*ths South hy the South like af said North * of said Se,tion 30; an the Eaat by the East line of s,id Section 30: on the North by the center line of highrgy. known as Colorido Stecte· figh,ray No. 16 (as at this time located and in part determinaa by dead heratofgre executed to George B. Storer)1 and on the Weat by the ·center line cr Colorado State Highway No. 7 as the asime is now located.· Said tract contains 34 acres more or less. This „ conveyince is made auh ject to rights.-af-way for reads and aubject to Stamley restrictiong hereinafter mantianed. There is al.na herevith conveyed . any ind *11 water rights appertaining to said land. The abore deacribed land ia hereby conveked to the said Town df Estea Park , for, use· by said Tewn solely 4% a public park *ad recreation grounds: The Town shall have full cantrol and use of said premises for such purposes and .. may improve ind beautify said lands to carry out augh purposes. The Town I may construct such improvements thereon aa said Town may deem necegaary and proper for the carrying Dut of the purpomes herein specified. ' The Zown mar I · permit such 1*nda to be *ged for publip entertainment upon such terms and . ~ conditions and for Auch 'refital as it 'May deem proper; but the Town shsll not aall or othermisa dispqse 'Df·.said property· and shotild the said Town attempt . to sell 'said preparty G·'-dispass of the dame or/should aaid property be used . · for any otheor ·purpaaes than those herein spacified, then.and in that event . said proparty shall revert to'the grantor,· his heirs, executors, personal ·represettatives, or assigng. It in' further stipulatcd that said. lands shall be designated and known , as Stanley Park. . ... TOGETHER ·frita 411 4nd 'f#1241•r the her,ditament'! ajld ap#urtenances'*ther41to belpagint. or.·In iny: 9 ~ : 'wise epertatning, and the reverston' Ind re+ersrons, remainder and' remainders, fonts, isitte« and. profiti ·'ther€- 0. 'ot; and al! the es[tate, ·Ffght, title; inte,rest, ·claim.gad demand wh,tioever of the.4£4 part y · of *e Arst p'act, . . .either ta'law or fquity, of, f:red to the »99 bar,•ined premises, wit*bi.the her#dikauledth 'and *p#-drteninces. , ·· ,, : To .HAVE *.·AND 1:0·HtiLD-': th•··.614:*ted,kes' •bove bugti#4 44 le.'4£649,9.·*ta·43*8' appgrt:hadoe; : :,.~ "llato'the glid· p,?ty :, d thb ggcond part·'it,2 · 0.:caea~0*nd'as,{as tar¥+.:,AM,34, *td,#irt:*·, 0.',1 .... t.01. tle.frit part. for .,him sel f.. ·. : .. .4 .... hi:shaics; eifecutors, 94.ak=inistrator*,·46 ea'·.cove• -· · . .: nant,. grao:t, .bar-ain. a.ad agree to and with the 'sam party ce the,ecood g'~tt it,·39391~.cd. ~' = rassigos,.that ·at ·the tt=Ae. of the-'ellgeali#g and. deltrety of these ·present,; '.'...:k€44.:· . I'' riell's'st:,ed· 01 · ' '.·~i '': - Ithe 'nrimlh4 above. 96Akid,,9 09'Z°Rd,"surdr-Pette£*o' absolute' •54··indele«bla estate of inkerttance. in law,e t:, J.. i ····in &4-41mpla;.'iR'd'· lia-·*, 9 ikeekf.right; td, poprer and· ls•#fur'ailtlio.rtty. tti '<ta#6,13*,ajn, •41,1. 2,4,'44£¥97 *.4 ~' · .'. . •aole int maniler. and form· as aformid, Cid'that Cle'same ara bee Ud,'914*r':tam kt! tormer aRd ·other grsata,--1 :. ,.·, . ·birgiing.·.449: ·liew. btz«:*24•*ents Ad.16611*Ebrgicea:of whateter·:ki44 96 8•idi4 )444r. ' 994* +he . 1,, s.·:.. . .3936 :%4*64 , pgi,ble· in 1937. h f · .. I. I 'M ·:It· '. '2 ·,' '' :.'•a~ th.' sbo¥• barg*~64 ,485£424• in tha·,qi~t; 404·'0606,116'.:4ie,$*mi e thet·s,id·,6.t y'.' ,">.····.' 1.' ,:.of:'21$ J-· · -. ;Jecond: part,iti *rce€,36*h ¢1& 826:•14; ad*I;lit 0,1;r*.·uld..6429 phison w pers,;p.3 )a.wful* 4,kdag o€~fc*: : ··C, claim tke,hae or an,; part tticze-M, th¢ aaid party., ~·1' ' . 0 ,·: 01:the.drat.».rt:ell>11·*Ad·-·,41; :WAI~JUMT -1 I . AND FOREVER DEFEND. ·· . ··r#<WiTNES, .'WHEREBit"The·:said dirty : ''.·.·0~Atkikitt barb}·hi.di -·herauhta·&4't'.~ ":hia# ..·'. , , and ge.d'..'-·. ' tjaid,aa ~ad year arst abore writtda. · '. ·,* . ~ . . .. 9· / .....:... «·;:i: ·· · € . 1."Ay 1 . ~ · ~ . staea:'Suled 14&'··Deli¥Wit#Lizf th'¢,Fresencd of 0 , . . . : ... 0. C SES.LO .1 :" Attachment B: Stanley Deed 16 r.. . Attachment C: Fairgrounds 2002 Income and Expenses Income and expenses separated by Fairgrounds' events and special events not held on the Fairgrounds property. Fairgrounds Income Expenses Rooftop Rodeo $118,751 $152,932 June Rodeo Series 31,849 86,689 Miniature Horses 13,069 22;460 Arabian Horses 12,938 31,586 Wool Market , 118,313 137,569 Hunter-Jumper Horse Show 159,473 ' 151,951 Scottish Festival 2,409 20,096 Other 6,958 26,183 Fairgrounds Total* $463,760 $629,466 Special Events Income Expenses Christmas Parade $13,900 $55,164 Elk Pest 3,472 18,252 Downtown Entertainment 85 34,362 Special Events Total $17,457 $107,778 *Total expenses for the Special Events/Fairgrounds fund in 2002 were $805,634. The Fairgrounds' expenses exclude approximately $68,390 in capital improvements. The loss at the Fairgrounds, therefore was $165,706, or slightly more than 26% of Fairground expenses. The General Fund subsidy to Special Events was $267,501 in 2002. 17 . . TOWN ofESTES PARK Inter-Office Memorandum To: Honorable Mayor Baudek and Board of Trustees Town Administrator Widmer From: Museum Expansion Selection Committee Date: July 3,2003 Subject: Museum Expansion Design/Build Team Selection Background: The Town budgeted funds in 2003 and 2004 to expand the museum by adding a meeting room, new fagade, reception area, outdoor sign, and larger shop area, and to make minor changes to exhibit spaces. The overall size is estimated at approximately 2,500 square feet. Construction is expected (Cont'd. on p. 2) Cost/Budget: Budget: The Town budgeted $350,000 ($175,000 in 2003 and $175,000 in 2004) in the Community Reinvestment Fund for design and construction. Cost: (Assume $275,000 Construction Cos0 Beck Team Basis Team Part 1 Preliminary Design $10,700 $7,700 Construction Estimate PGMP* Included $2,000 *Preliminary Guaranteed Maximum Price Part 1 Subtotal $10,700 $9,700 Part 2 Final Design & Construction Management $15,500 $13,800 General Conditions (10%) $27,500 (8%) $22,000 General Contractor Fee (Profit) (5%) $13,750 (6%) $16,500 Part 2 Subtotal $56,750 $52,300 TOTAL $67.450 $62.000 Note: Costs do not include permit fees, performance bond and development plan fees. Action The Selection Committee recommends awarding the Design/Build Contract to the Beck/Westover Team. The Museum Advisory Board endorsed this recommendation at their June 23,2003 meeting. .. . Background - Continued from Page 1 to begin no later than December 2003 but could begin as early as October 2003, and is expected to be completed June 2004. •A Design/Build Request for Proposal (RFP) was sent to all three local, licensed architects. On June 6,2003, the bid due date, proposals were received from two Design/Build Teams: Beck/Westover and Basis/Cornerstone. •The REP was broken down into Part 1 and Part 2. Part 1 consists of preliminary design and the preparation of a Preliminary Guaranteed Maximum Price (PC}MP). Part 2 consists of the final design and the preparation of a Guaranteed Maximum Price (GMP). Upon approval of both parts by the CDC, work could begin and the GMP would be the final cost, assuming no unknowns. eA Selection Committee consisting of Museum Advisory Board members Nancy Schiaffo, Joan Palmer and Mike Oline, Friends Board President Susan Quinnell, and staff members Randy Repola, Bill Linnane, Greg Sievers, Robin Stitzel and Betty Kilsdonk interviewed the two teams on Monday, June 6,2003. •The Committee considered both the written proposal and the presentation as the criteria for selection. The Beck proposal is $5450 higher than Basis but includes a museum interpretive specialist, which Basis did not include. Topics of discussion were use of local contractors and subcontractors, environmental design and interpretive design. The Selection Committee unanimously chose the Beck/Westover Team. •p*2 5 . Administration* dephrtment~ * 4.4. 4,.Zt - f <:4, tr* Memo To: Honorable Mayor Baudek Board of Trusteq~ D From: Rich Wic Town Ad Ibr Date: July 2,26 Subject: Fulfillment Task Force Background. At the Town Board Retreat June 4,2003, the Mayor stated his intention to appoint a "blue ribbon" committee to examine the issues concerning how the fulfillment portion of the Town's advertising program is handled. Attached is a Fulfillment Task Force Description that describes the Task Force and its mission. It is anticipated the Task Force's work will begin July 16, 2003 and be concluded by September 17, 2003. Town staff will provide any research or data gathering tasks required. I will act as facilitator for the group. Budget. There are no direct budget implications, except for minor associated expenses for supporting the Task Force and gathering information. Action Staff respectfully requests your consideration of the establishment of the Fulfillment Task Force. 00-6 . . FULFILLMENT TASK FORCE DESCRIPTION July 2003 1. PURPOSE - The purpose of the Task Force is to examine the fulfillment activities of the Town of Estes Park's advertising program and recommend future directions. "Fulfillment" refers to the response provided to contacts, or leads, generated by the Town's advertising program. This may be in the form of 800-number calls, E-mail, or direct contact at the Visitor's Center, and may also include a web site, vacation planner, and other items. 2. MEMBERS - The following are members of the Task Force: • Rich Widmer, Town Administrator - Facilitator • Jeff Barker, Trustee • Kathy Asche • Deeva Bolman • Peggy Campbell • Don ·Cheley • Bruce Grant • Judy Haggard • Kent Meyer • David Taylor • Al Wasson • Ted Williams 3. SCHEDULE - The Task Force will begin by July 16, 2003 and finish its work and submit its recommendations to the Town Board by September 17,2003. 4. STAFFING - Town staff members will provide research support and background information as requested. 5. TOWN BOARD CONSENSUS - The Town Board at its retreat June 4, 2003, came to the following consensus: • The advertising leads are not free - recipients must pay their fair share. • Oversight of the advertisement fulfillment function must be resolved and is key to further negotiations. • A "Blue Ribbon" committee be appointed to study the issues further. Following the retreat, the Mayor sent a letter to the Estes Park Chamber Resort Association (EPCRA) advising them of the Town Board's intent to I . consider the termination of the existing fulfillment agreement between EPCRA and the Town when it expires September 30,2003. 6. OTHER ISSUES - The Task Force will be provided background information on the history of the Town/EPCRA relationship and other issues and options discussed by the Town Board. Some of these issues and options include: • Do nothing other than update the existing contract between EPCRA and the Town; • Negotiate a completely new relationship with EPCRA with the Town assuming greater oversight and EPCRA required to impose an equalization fee on out-of-town businesses for access to the advertising leads; • The Town performing most of the functions now being performed by EPCRA; • Create a Marketing District encompassing just the Town boundaries. The Marketing District would assume most of the functions of the EPCRA, with funding coming from the Town, user fees, and the equalization fee; • Implement Home Rule and establish a Marketing District to include the Town plus Estes Park area. This Marketing District could establish a funding mechanism utilizing a lodging tax; • Consider other options for improving the Town's fulfillment program as applicable.