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PACKET Community Development 2007-12-06
f\Le Preparation date: 11/28/07 Revision date: 12/4/07 AGENDA TOWN OF ESTES PARK COMMUNITY DEVELOPMENT COMMITTEE December 6,2007 8:00 a.m. Board Room, Town Hall 1) PUBLIC COMMENT 2) ADMINISTRATION DEPARTMENT a) ACTION ITEM: i) SOPA Presentation & MOU - Request Approval. b) REPORTS: 3) MUSEUM/SENIOR CENTER SERVICES DEPARTMENT a) ACTION ITEM: i) Museum Advisory Board Dissolution - Request Approval. ii) Museum Policy Manual Update - Request Approval. b) REPORTS: i) Museum Monthly Report ii) Senior Center Monthly Report 4) CONVENTION & VISITORS BUREAU a) ACTION ITEM: i) Local Marketing District FAQs and Petition - Request Approval. ii) Conference Center/Forever Resorts Service Contract - Request Approval. iii) Conference Center Replacement Chair Bids - Request Approval. b) REPORTS: i) Marketing Committee Report ii) Media & Public Relations Report iii) Group Sales Report 5) COMMUNITY DEVELOPMENT DEPARTMENT a) ACTION ITEM: b) DISCUSSION ITEM: i) Transfer of Tract B, The Reserve, Second Filing c) REPORTS: i) Community Development Financial Report ii) Monthly Building Permit Summary NOTE: The Community Development Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. y T ", 4 ® hp LaserJet 3015 0 I. A HP LASERJET FAX invent Dec-3-2007 5:16PM Fax Call Report Job Date Time Type Identification Duration Pages Result 137 12/ 3/2007 5:12:54PM Send 5869561 0:39 1 OK 138 12/ 3/2007 5:13:38PM Send 5869532 0:37 1 OK 139 12/ 3/2007 5:14:20PM Send 5861691 0:44 1 OK 140 12/ 3/2007 5:15:09PM Send 6353677 0:35 1 OK 141 12/ 3/2007 5:15:50PM Send 5771590 0:45 1 OK '~11 Administration Memo To: Community Development Committee From: Randy Repola YE Date: December 4,2007 Subject: Memorandum of Understanding with SOPA Background The Town Board approved a theater concept for Stanley Park in June 2006. At the same time the Board discussed asking the voters to fund the construction of the $3,500,000 facility via a new property tax. However, various community members who had participated in the development of the concept asked the Board to allow them to raise the construction funds rather than asking for a tax increase for the building. The Board agreed and committed to fund the operating costs if construction capital were raised. The Supporters of the Performing Arts, Inc. (SOPA), a private non-profit corporation, formed specifically to raise the construction funds. Their efforts have generated over $1,000,000 to-date. Their objective is to finish their fundraising by November 2008. They will present an update on the project and their efforts at the Committee meeting. In addition, the Town has made verbal commitments to SOPA regarding the location, construction and operating subsidy for the theater. SOPA has asked that the Town outline its expectations of SOPA and its commitment to the project in a Memorandum of Understanding (MOU) with SOPA. The MOU would state the roles and responsibilities of both parties. In general, the major points would be as follows: • SOPA o Raise 100% of funds for construction • Town of Estes Park o Provide a building site at the Stanley Park Fairgrounds o Provide all site preparation and required parking facilities contingent upon the sale of Lot 4, Stanley Historic District o Commit the Town Theater fund to be used for construction of the theater o Support the theater operating budget with any required subsidy as indicated by the 2006 AMS operating pro forma Page 1 of 2 ¥TE''I Budget The Town would ultimately be responsible for site preparation which is estimated to be 20% of the cost to construct the building, or $700,000. The operating deficit according to AMS will be approximately $201,000 (2006 dollars). The operating subsidy would likely be in perpetuity. As in any multi-year agreement, funding in future years is contingent upon annual Town Board appropriation. Action Staff requests consideration of the MOU points as outlined above. If the Committee recommends approval, an MOU will be drafted based upon the aforementioned bullet points and submitted to the entire Town Board as an action item at a future meeting of the Board. Page 2 of 2 ¥ 1 Museum/Senior Center Services Memo TO: Community Development Committee - Trustees Pinkham, Levine & Eisenlauer From: Betty Kilsdonk, Director, Museum/Senior Center Services Department CC: Randy Repola, Jacquie Halburnt Date: December 6,2007 Re: Museum Advisory Board Dissolution BACKGROUND: In 1991, the Estes Park Area Historical Museum became a department of the Town of Estes Park. With the ordinance creating the department, the Town concurrently created a Museum Advisory Board, appointed by the Mayor to advise on departmental administration. The private non-profit which had formerly governed the Museum became a Friends financial support group. During the 1990s two other Mayor-appointed advisory groups were created, the Stanley Hall Advisory Board (1996) and the Senior Center Advisory Board (1998). In December 1999, the Town Board disbanded both Advisory Boards in favor of their nonprofit support groups, Friends of Stanley Hall and Estes Park Senior Citizens Center, Inc., respectively, eliminating the redundancy which had begun to occur. (Ref.: Ordinance #14-99 - Deleting Chapter 2.78 thus Disbanding the Senior Center Advisory Board.) Town Administrator Repola and staff feel the time is right to also dissolve the Museum Advisory Board. As with Stanley Hall and the Senior Center, our recommendation is to replace the Mayoral-appointed Museum Advisory Board with an Advisory Committee of the private support organization, the Estes Park Museum Friends & Foundation (EPMF&F). The attached "Statement of Organization and Purpose: EPMF&F Museum Advisory Committee" is a product of the EPMF&F Board leadership. It was developed over the course of several meetings in the past year with stakeholders including Mayor Baudek, Trustee Liaison Levine, Administrator Repola, Advisory Board President Oja, Friends Board President Casey, Friends Board VP John Roehl, Museum Director Kilsdonk, and the current Advisory Board. Per Mayor Baudek's recommendation, the new Advisory Committee would not be appointed by the mayor. As envisioned by the Friends group, it would include the three Friends Board officers and three others determined by the Friends Board. A Town trustee would continue to serve as liaison and the museum director would be an ex officio member. It is hoped that the proposed structure will prove less complex and more effective; it is our feeling that the non-profit group which raises funds to support the Museum is well-suited to provide citizen input as to how the funds should be used in fulfilling the Museum's mission. BUDGET/COST: No dedicated training funds are currently budgeted for the EPMF&F Museum Advisory Committee, but they may be requested in the future. RECOMMENDATION: Staff recommends that the Town Board adopt Ordinance no. , deleting Chapter 2.76 of the Municipal Code, thereby Disbanding the Museum Advisory Board. 1 , ORDINANCE NO. AN ORDINANCE DELETING CHAPTER 2.76 OF THE MUNICIPAL CODE OF THE TOWN OF ESTES PARK, THE SAME RELATING TO THE MUSEUM ADVISORY BOARD WHEREAS, the Board of Trustees of the Town of Estes Park, Colorado has determined that it is in the best interest of the Town to delete, in its entirety, Chapter 2.76 of the Municipal Code of the Town of Estes Park, Colorado. NOW, THEREFORE, BE IT ORDAINED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO: Section 1. That Chapter 2.76 of the Municipal Code is hereby deleted, thus disbanding the Museum Advisory Board. Section 2: This Ordinance shall take effect and be enforced thirty (30) days after its adoption and publication. PASSED AND ADOPTED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO, THIS DAY OF ,2007. TOWN OF ESTES PARK, COLORADO By: Mayor ATTEST: Town Clerk I hereby certify that the above ordinance was introduced and read at a meeting of the Board of Trustees on the day of , 2007, and published in a newspaper of general publication in the Town of Estes Park, Colorado, on the day of , 2007. Town Clerk r ¥ )' STATEMENT OF ORGANIZATION AND PURPOSE EPM FRIENDS AND FOUNDATION MUSEUM ADVISORY COMMITTEE PURPOSE The Museum Advisory Committee shall advise the Town Board with regard to the Estes Park Museum in the areas of policy, budget and strategic planning. Advisory Board members shall serve as advocates to the Town Board and the community for the museum. Advisory Committee members shall be members of the Estes Park Museum Friends and Foundation Board and shall work with the museum director in the best interest of the museum. MEMBERSHIP The existing Advisory Board shall be disbanded and its members recognized by the Mayor for their service. The Museum Advisory Committee shall have seven members. Five members shall be appointed by the Friends board and shall include the officers of the Estes Park Museum Friends and Foundation Board (president, vice president, and treasurer), plus three other Friends Board members recommended by the board officers. The museum director shall serve as the seventh, ex officio member and shall be an ex officio member of each committee. Advisory Committee members need not be Town of Estes Park or Estes Valley residents. A Town Board trustee shall serve as liaison to the Estes Park Museum Friends and Foundation board as well as its sub-committees as necessary. TERMS OF OFFICE One member of the Advisory Committee shall always be the Estes Park Museum Friends and Foundation President. Two other officers shall serve two year terms, and two members shall serve for three years. OFFICERS A chairperson and vice chairperson, selected annually by the Committee, shall be the officers ofthe Advisory Committee. STAFF SUPPORT The museum director shall act as executive secretary to the Advisory Committee. ORIENTATION The Town Administrator or his delegate and the museum director will provide the staff support to orient, educate and work with the members of the Friends board and its sub-committees. The Advisory Committee will be provided with: An orientation notebook with updates as needed. A behind-the-scenes tour of the museum and hydroplant. The American Association of Museums' Code of Ethics for Museums. 1 1/T' EDUCATION Costs of initial and ongoing training for the Advisory Committee as mandated by the EPMF&F board shall be covered by the individual or Museum budget as required. MEETING SCHEDULE AND LOCATION The Advisory Committee shall have regular quarterly meetings and ad hoc meetings as determined by the chairperson. Meetings shall be held at the Estes Park Museum. MEMBER RESPONSIBILITIES Each committee member is expected to: Attend a minimum of two meetings per year. Actively participate in the policy-making functions of the Advisory Committee. Be available for individual consultation to the museum director. Be an ambassador for the museum to the Town Board and the community. Adhere to the American Association of Museums' Code of Ethics for Museums . Attend trainings and retreats. Read materials and board packets in advance. Keep informed ofthe organization's mission, policies, services and programs. Be willing to serve on committees and take on special assignments if asked. Disclose potential conflicts o f interest. Participate in the long-range-planning process for the museum. Make recommendations relating to the preparation of the museum budget, including operating and capital expenditures. Assist in the development ofpolicies for the operation of the museum. Act as an advocate for legislation and funding which help to meet the identified needs of the museum. Support the mission of the museum: The Estes Park Museum collects, interprets and preserves local history, as well as presents exhibits, programs and events, for the education and benefit of residents and visitors of all ages. Liability As the Advisory Committee members must all be members of the EPMF&F, liability coverage is the same as for all board members. POTENTIAL STANDING COMMITTEES Exhibits - Advises on exhibit topics and assist with developing long-range schedule. The curator of exhibits and collections and the education curator shall be ex-officio members of the exhibits committee. Collections - Advises on collections-related matters. These include: approval of controversial and high-value acquisitions; recommendation of deaccessions to the Advisory Committee; assisting staffin development of collections management documents; and monitoring and reviewing conservation practices. The museum 2 / 7 7 , I curator of exhibits and collections shall be an ex officio member of the collections committee. Strategic Planning - Ensures the most effective use is made of the museum's resources by focusing the resources on the key priorities. Monitors progress in implementing the plan and works with staff to update plan on an annual basis. POTENTIAL AD HOC COMMITTEES Facility (or Storage Facility) - Advises in planning and obtaining the resources (working with the EPMF&F) to acquire or build an environmentally controlled collections storage facility. Nominations - Identifies needed board member skills; suggests potential members; (with Town staff) orients new members. 3 ir 1 , Museum/Senior Center Services Memo TO: Community Development Committee - Trustees Pinkham, Levine & Eisenlauer From: Betty Kilsdonk, Director, Museum/Senior Center Services Department CC: Randy Repola, Jacquie Halburnt Date: December 6,2007 Re: Changes to Museum Policy Manual BACKGROUND: With the dissolution of the Mayoral-appointed Advisory Board in favor of an Estes Park Museum Friends & Foundation Museum Advisory Committee, the Museum's policy manual is out of date. The revisions marked in the manual are housekeeping changes reflecting the new organizational structure. In addition, the amendments reflect the Museum's 2004 name change from "Estes Park Area Historical Museum" to "Estes Park Museum." Future changes to Museum policies will be reviewed by the new Museum Advisory Committee before coming before the Community Development Committee for approval. BUDGET/COST: None RECOMMENDATION: Staff recommends that the Town Board adopt the attached housekeeping changes to the Museum Policy Manual. r' 1 , ADMISSION POLICY 1998 *Amended September 14,2004 GENERAL ADMISSION 1. *General Admission is Free: • Children age 12 and under not admitted without an adult. • Shirt and shoes required for admission. • No food or drink allowed in the museum galleries. • No smoking allowed in the museum. • No animals allowed in the museum except for impairment assistance. • Flash photography is allowed if not excessive. 2. Groups and Tours: • *Special Programs may be subject to admission fees, as determined by Museum Staff. 1 f,1/, MEMORIAL POLICY The Estes Park Museum welcomes gifts to the Museum in memory of area residents or [ Deleted: Area Historical j visitors. Family members should meet with the Museum Director or designated staff member to discuss appropriate uses for monetary gifts or ideas for donation of physical items as memorials. The director or staff member will then recommend the designated memorial ~ use to th@ istes Park Museum Friends & Foundation (EPMF&F) Board Advisory i Deleted: a committee of Advisory Committet for approval. In the event the designated use is not approved by the Iand committee, the director or staff member will meet with family members to discuss a Delded:Fdends mutually agreeable use. 1 Deleted: members 2 , Office Use Onlv ¥ 1 Date sent to lab Purchase Order # Complimentary copy due PHOTOGRAPH ORDERING FORM Use of photographs requested for: O Research O Personal O Publication O Display If for publication or display, please specify title and date of exhibit or publication: In accordance with the rules concerning photographs, I would like copies of the following: Neaative/Photo # Size Color Finish Price Add $10/print if a negative must be made: Sales Tax (4% Local, 2.9% State, 0.8% County; 0% out of state) Add $2.50 shipping and handling TOTAL Size/Price: 4x5 = $7.00 5x7 = $10.00 8x10 = $15.00 11x14 = $17.50 16x20 = $25.00 Color Choices: ¤ Black and White O Sepia C] Color Finish Choices: O Matt O Glossy Delivery: C] Pick-up 1 Mail All negatives remain the property of the Museum. The Museum reserves the right to negotiate print prices. Pre-payment is required. Make checks payable to the Town of Estes Park. I hereby agree to accept the conditions in the policy/price statement, t6 give proper credit as follows: "Courtesy, Estes Park Museum," and to send the Museum a copy of the text in which the above {Deleted: Area Historical } photograph(s) are published. It is understood that only single, one-time use rights are granted, and that further use of the photograph(s) can only be made with written permission of the Museum. Name: Date: Name of Institution or Firm: Street or P. O. Box: City: State: Zipcode: Telephone No.: NOTICE - WARNING CONCERNING COPYRIGHT RESTRICTIONS The copyright law of the United States governs the making of photocopies or other reproductions of copyrighted material. Photocopies or other reproductions can be furnished only under certain conditions, if they will be used solely for private study, scholarship or research. Use of the reproductions for other purposes may make the user liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law. 3 / 1 ' Conditions. Purchase of photographs constitutes agreement to comply with these conditions: 1. Responsibility for questions of copyright that may arise are assumed by the user. 2. The Estes Park Museum (EPM) reserves the right to limit the number of C Deleted: Area Historical ] photograph copies; to restrict the use of reproduction of rare or valuable material; to ensure reproductions are in good taste; to make special quotations on material involving unusual difficulty in copying; and to charge a higher copying fee than specified for a small number of special items. Before publication, the Museum reserves the right to require a proof for approval. 3. Photocopies may be provided at the requester's expense for selection purposes atihe current Town of Estes Park reproduction fee policy rate. ~ Deleted: 10¢ per sheet } 4. All reproduced photographs must be credited as follows: "Courtesy, Estes Park MuseumA followed by the identifying negative or photo number and the . .-- C Deleted: Area Histoncal ) artist or photographer if known. { Deleted:, 5. A complimentary copy of any published work using a Museum photograph should be provided. 6. Publication or reproduction of photographs requires the written permission of the Estes Park Museum. Fees are explained below. Permission for < Deleted: Area Historical ] publication or reproduction is granted for one-time use only, and does not extend to future editions such as book club, paperback or international editions. Subsequent use requires written permission and the payment of additional fees. 7. Requests for copies of graphic items intended for single mass reproductions into formats such as posters, post cards, programs, note paper and menus may be subject to special contractual procedure. 8. Requests for image adjustment such as cropping, overprinting, or bleeding the page edge must be made in writing. Image adjustments will be made at the requester's expense. Details must be identified as such in the finished work. 9. Copies of photographs on display will be made by the Estes Park,Museum on { Deleted: Area Historical ) request. 10. In addition to processing fees, reproduction fees are charged for the commercial use of images. 4 A. Fee/photograph for books, filmstrips, posters, or similar commercial use: • 1 to 5,000 copies $ 10.00 • 5,001 to 10,000 copies 30.00 • 10,001 to 25,000 copies 100.00 • Over 25,000 copies 150.00 B. Fee/photograph for publishers of serials: • Under 50,000 circulation $ 10.00 • 50,001 to 100,000 circulation 50.00 • Over 100,000 circulation 150.00 C. Special use fees, per photograph: • Commercial display $ 50.00 • Book jacket (added to "A") 50.00 • Motion picture or TV use 75.00 • Advertising use 100.00 D. Videos for resale: • 5,000 and under $ 25.00 • 5,001 and over 75.00 The Estes Park Museum reserves the right to waive fees for reproductions by nOn-profit [ Deleted: Area Histoncal j organizations or university presses engaging in non-commercial publication or for the use of photographs by the news media in newspaper articles, newscasts or non- commercial documentaries. Fees will be waived after proof of credit has been furnished. Fees are subject to change at any time. Permission for resale of Estes Park Museum photographs is not a part of this agreement. < Deleted: Area Historical i 5 't 'ft ESTES PARK MUSEUM and < Deleted: AREA HISTORICAL ] HISTORIC FALL RIVER HYDROPLANT COLLECTIONS MANAGEMENT POLICY (Revised 4/08/03) The Estes Park Museum, a part of the Museum/Senior Center Services department of 1 Deleted: Area Historical i 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 Deleted:, 1 River Hydroplant. Hereafter, the Estes Park JVIuseum (EPJVI) is used to refer to the Deleted: Area Historical } collections of both the Museum and the Historical Fall River Hydroplant unless | Deleted: AH otherwise stated. The Estes Park,Museum Advisory Aommittee is a committee of the Estes Park Museum . Deleted: Area Historical ] Friends & Foundation (EPMF&F) which advise4 staff.the Mayor and Town Trustees in Deleted: Board matters relating to the development and use of the Estes Park ,Museum. . , ~ Deleted: appointed Deleted: by the Mayor of Estes Park MISSION STATEMENTS to be advisory to Deleted: Area Historical The Estes Park Museum collects, interprets, and preserves local history, as well as { Deleted: Area Historical 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. 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 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 6 .. , 1 1 dedicated to those subjects. Criteria for selection into the collection will include relevance to the history of the area, historic value of the artifact itself, condition and completeness of the artifact, whether the artifact is a duplicate of holdings already in 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. The Estes Park 1Museum maintains three types of collections and will specify which { Deleted: Area Historical ] collection will receive the artifact at the time of the donation. The Museum accepts artifacts for its Permanent Collection, Education Collection, and Reference Collection, but will not engage in indiscriminate collecting. The three types of collections are: 1. 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. 2. The Education Collection consists of artifacts that are duplicates of artifacts in the Permanent Collection, 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 and 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. 3. 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 EPM as an institution are ~ Deleted: AH 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 EPM's Collections Management i Deleted: AH Procedures. 7 1 'f. COLLECTIONS COMMITTEE The Collections Committee is composed of the Museum Director and Curator of Collections and additional members appointed annually by the ,Chairperson of the { Deleted: President ] Advisory,Committee of the EPMF&F. The legal counsel for the Town of Estes Park may ~ Deleted: Board j provide advice as necessary to the Committee. The purpose of the Collections Committee is to act as a liaison between the Museunj, and the Town on Follections- Deleted: related matters., Deleted: the Advisory Board Deleted: collections Within the Advisory ,Committee's broad scope of responsibility, they have delegated Deleted: When discussing matters oversight of the collections management policy to the Collections Committee, with related to the Historic Fall River Hydroplant, a representative of the decision-making powers as delineated below. This includes general supervision of the ' Town of Estes Park's Light and collections: namely, approval of controversial and high value acquisitions; Power department will be invited to participate. recommendation of deaccessions to the Board on a regular basis; assisting staff in development of museum management documents and recommending collections Deleted: Board's management policies to the Board; and monitoring and reviewing conservation practices. ACQUISITION POLICIES & PROCEDURES. Acquisition to the Museum's collections, whether by gift, purchase, 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 #PMF&F Board member, staff .- C Deleted: Advisory ] 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 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. 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 Section 38-14-101, et. seq., C.R.S. 8 1 t, 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 of the proposed acquisition. C. The proposed acquisition is potentially controversial or in conflict with existing policy. Conflicts which cannot be resolved by the Collections Committee at this level of acquisition will be taken to the JEPMF&F Advisorv Committee for discussion and ! Deleted: Advisory } recommendation to the Collections Committee. { Deleted: Board - ] All donors should be informed that items are accepted subject to the above process. If the artifact is accepted, a Deed of Gift must be signed in order to transfer ownership from persons having legal title and interest in the prtifacts to I Deleted: subject } 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 to the donor by certified mail with return receipt requested at the address provided on the receipt furnished. 7. All acquisitions of the Museum by any method (including donation, purchase, bequest, or transfer) after acceptance 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 Museum staff with the approval of the Museum Director. 9 1 . 4 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, purchases over $1000 may require Collections Committee and EPMF&F Advisory - { Deleted: Advisory } Committee approval. · 1 Deleted: Board J 10. The Director or designated staff person shall send a letter to each donor, acknowledging gifts on behalf of the Museum. The Curator of Collections will submit a list of acquisitions to the ,RPMF&F Advisorv Committee and 1,Beleted:Advisory~~__~~~~ the Community Development Committee annually. In case of outstanding tDeleted:-BEL__-_____J or valuable donations, the Director may notify the Advisory ,Committee at {Deleted: Board 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 source file. DOCUMENTATION AND CARE EPM recognizes its duty to preserve objects entrusted to it as these objects are held in -- < Deleted: AH 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 Source File by the Curator 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 EPM's Collections Management Procedures. { Deleted: AH 3. The Museum reserves the right to change the disposition of artifacts donated from the Permanent Collection to the Education Collection or vice versa. This might be done if subsequently collected artifacts provide the Permanent Collection with higher quality representation, or if an education 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 artifact's permanent 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 10 1 , , 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 of accession records. PHOTOGRAPH REPRODUCTION AND ACCESS POLICY 1. Reproductions of photographs in the Estes Park Museum's permanent ~ Deleted: Area Historical ~ collection are available, unless restricted, for a fee (see Photograph Order Form for prices and formats). 2. EPM reserves the right to refuse a reproduction request if the safety of the ~ Deleted: AH 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 EPM's photographic reproduction program, permission must be [ Deleted: AH granted by the Director or Curator of Collections. Written permission is required for the publication of such images. 7. EPM does allow photography in its exhibit galleries, however items on [ Deleted: AH 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 ParkMuseum. A complimentary copy of any book, ~ Deleted: Area Historical ] 11 11 1, 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. LOANS AND BORROWING PROVISIONS No loans, either Incoming or Outgoing, whether part of Permanent or Education collections, and including materials related to the storage, care, conservation, display, exhibition, or interpretation of any,pollections artifact or artifacts may be used by any i Deleted: Collections ] person, employee, volunteer, board member, or member of the public for personal gain or benefit. Incoming Loans: 1. The Estes Park Museum may request the loan of specific artifacts or { Deleted: Area Historical } 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. All loans 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 EPM for the duration of the loan. i Deleted: AH } 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 lendefs 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 12 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 Museum. Loans will not be made to individuals. { Deleted: Area Historical ] 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 of the Director. 3. Loans may be made only for exhibit purposes, with the exception of items in the Education Collection. Loans for research, photography, advedising, 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. 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 13 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,EPMF&FAdvisory Committee. ~ Deleted: Advisory j { Deleted: Board 5. Deaccessioned artifacts may be transferred to the Reference 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. The Director has the final authority to approve disposition, but dispositions will be reported to the Collections Committee. 6. It is the policy of the Estes Park,Museum to sell as little of its CO||eCtiOn aS . { Deleted: Area Histoncal } 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 of the 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. All net proceeds resulting from deaccessioning shall be used only for collections purchases and conservation, with Collections Committee approval. 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,RPMF&F Board, Collections Committee, Museum Deleted: Museum Advisory staff, Museum volunteers, interns, ,employees of the Town of Estes Park Deleted: members of the Fnends of or to their representatives for one year after the person is no longer the Museum Board, associated with the Museum or the Town of Estes Park. 14 INSURANCE The Town of Estes Park provides wall-to-wall Fine Arts insurance coverage for EPM ( Deleted: AH j 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 Denver-Boulder Cost Price Index, is applied to the total value of EPJVI's collections at that time in order to keep coverage in ~ Deleted: AH 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 approve major changes in methodology, in the interests of maintaining proper coverage of EPJVI collections. < Deleted: AH 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 prohibited unless accompanied by a museum staff member. Access to object valuation information and source files shall remain confidential when possible, though EPM is a ~ Deleted: AH } 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. ETHICS. The Estes Park Museum staff, EPMF&F Advisorv Committee, And volunteers abide by Deleted: Area Historical and operate under the current codes of ethics for museum professionals documented in Deleted: Friends and Advisory Board members, "Museum Ethics" published by the American Association of Museums. OTHER PROVISIONS. Changes may be made to this policy from time to time on the recommendation of the Collections Committee, acting for the #PMF&F Advisory Committee, and with the Deleted: Advisory Deleted: Board 1 15 approval of the Trustees of the Town of Estes Park. 16 TOWN OF ESTES PARK Office Memorandum To: Community Development Committee - Trustees Pinkham, Levine and Eisenlauer From: Betty Kilsdonk, Director, Museum/Senior Center Services I)ate: December 6,2007 Re: Estes Park Museum Monthly Report Current Exhibits Herb Thomson Remembered through April 11,2008 L. Lawrence Lubeck's Rocky Mountains through January 6,2008 Upcoming Displav With the publication of Tom Brokaw's book Boom./ Voices ofthe Sixties and a recent Newsweek cover story, "1968: The Year That Changed Everything," the 1960s have recently been a focus of national attention. The Estes Park Museum is currently working on a small 1960s display which will become part ofthe permanent gallery. The exhibit will be coinmunity-focused, with objects from local residents, but will also reference national events and pop culture. It will open in conjunction with the High Counto; Health and Medicine temporary exhibit on January 25,2008. We hope the display will provide boomers with a reference point for connecting with their children and grandchildren, and also encourage the public to donate items to the Museum that they may not previously have considered of historic interest. Upcoming Events December 15 Holiday Open House and Time Travel Program. Free and open to the public. 1:00 PM Holiday treats and festivities 2:00 PM A potpourri of holiday tales with popular storyteller Susan Marie Frontczak New Catalog for 2008 The Estes Park Museum and the Estes Park Senior Center are working together to issue a catalog of programs and events from January through June, 2008. The publication will include on-going events as well as special programs and tours for members and the general public. It will be available on both the Museum and Senior Center websites as a PDF for download and sent via e-mail to membership and media contacts. It will also be available in print for individuals without internet access. A second issue will be produced for events taking place July through December. ACTION ITEMS: None BUDGET/COST: N/A RECOMMENDATIONS: None ESTES PARK MUSEUM OCTOBER 2007 October 2007 Attendance Gallery Visitors 834 Programs and Tours 457 Group Meetings and Rentals 81 nt Total Attendance for October Total Attendance and Programs 1372 for Estes Park Museum Programs and Tours Capacity 386 1600 1471 Programs and Tours % Utilization 118 1373 1372 1400 Museum Programs and Tours: 10-5 Herb Thomson exhibit opening 111 1200 1Uy:J ~ 10-15 Legacy Academy tour - 1 30 1000 10-15 Legacy Academy tour - 2 30 10-20 Magic in the Mtns program/signing 120 800 10-27 Caribou, CO program 78 653 ~ ~ 10-27 Friends Annual Meeting /Program 80 600 10-31 Halloween Movie 8 400 Meetings and Rentals: 10-3 Sr. Center Osher Institute 9 200 10-7 Postcard Club 10 10-9 Healthier Communities Coalition 20 0 10-9 Sr. Center Osher Institute 6 2003 2004 2005 2006 2007 10-17 Sr. Center Osher Institute 9 10-18 Museum Advisory Board 8 .../. 10-24 Sr. Center Osher Institute 9 9 10-25 Estes Park Police Department 10 Year-to-Date: 2006 16897 2007 18679 Museum / Senior Center Services Memo To: Community Development Committee -Trustees Pinkham, Levine and Eisenlauer From: Lori Mitchell, Senior Center Director Date: December 6,2007 Re: Estes Park Senior Center - General Report DECEMBER PROGRAMS / EVENTS December 4 Senior Board meeting - 12:45 p.m. December 5 "Too High to BreatheT' Pulmonary and Respiratory Difficulties at High Altitude - by Laura Wesenberg, RRT, Longmont United Hospital December 6 15-minute Chair Massages by Pat Boyd; weekly - 10:00 to 11:00 am - call for appointments December 14 Estes Valley Hand Bell Ensemble - Holiday Concert December 18 Annual Christmas Feast / Hammered Dulcimer Music by Mary Ellen Garrett (Advance ticket purchase required for Feast) December 20 Holiday Program - Children's Music - Rocky Mountain Church December 21 Annual "Great White Elephant Gift Exchange" December 31 New Years Eve Salute - noon Upcoming: January 8,2008 - 1:00 p.m. Annual Membership Meeting Estes Park Senior Citizens Center Inc. Election ofnew Directors and 2007 SC INC. Annual Report Regularly scheduled programming also continues with a wide variety of drop-in events such as Tri Fit and Tai Chi fitness classes, knitting group, cards, arts and crafts group, pool and games, Seniors and Law Together, discussion groups, blood pressure checks and more. Remaining 2007 Day Trips December 2 Boulder Dinner Theatre - "The 1940's Radio Show" STATISTICS Included in this report are the use statistics for the Senior Center as ofNovember 30,2007 ACTION ITEMS: None RECOMMENDATIONS: None BUDGET/COST: N/A Estes Park Senior Center - Meal Programs Report 11.30.07 page 1 Meals on Wheels, Dining Room and Take-Out Meals Meals on Wheels Current Month Nov. = 373 2003 Total = 3,188 2004 Total = 4,017 2005 Total = 4,876 - 600 2006 Total = 4,651 2007 YTD = 3,728 - 500 / / 9 .-2 - 400 -£ NUZZ€ 1 . J \ - 300 - 200 - 100 1 1 1 1 1 1 1 1 1 1 1 1 0 JFMAMJJASOND - 2003 +- 2005 -8- 2004 - 2006 -+ 2007 Dec 2006: closed 9 days (5 carpet; 2 snow; 2 holidays) Dining Room Meals Previous Month October = 847 = 77% capacity Current Month November = 681 = 71% capacity - 1400 Includes take-out meals ( 16 ), member ( 630 ) and non-member meals( 35 ) - 1200 2003 Total = 8,168 2004 Total = 9,920 2005 Total = 9,854 - 1000 Af-*P--140~ 2006 Total = 9,275 7 /1/ 2007 YTD = 9,049 7--1.- - 800 - 600 1 - 400 - 200 111111111111 0 JFMAMJJASOND - 2003 - 2005 - 2004 - 2006 YTD • 2007 Senior Center Meal Programs Report 11.30.07 page 2 Meals on Wheels, Dining Room and Take-Out Meals Combined Meal Programs - Monthly Comparisons 1800 1600 914 - 2003 1400 «Of - 2004 1200 fl'1Lix/ ..N 1077 1000 /- - 2005 1106 800 1 -2006 , 600 994 400 - 2007 200 Current Month 044#4#4444444. Nov. = 1054 Combined Meal Programs - Yearly Comparisons 16000 - 2003 14000 11,356 - 2004 12000 13,937 10000 - 2005 14,730 8000 - 2006 13,926 6000 - - 2007 4000 2007 Year to date = 12,777 2000 - 0 Senior Center Programs / Activity Attendance Report 11.30.07 page 3 Attendance at Activities and Programs Current month Nov. = 878 (in number of visits drop-in and planned programs combined) - 2000 2004 Total = 8,643 2005 Total = 10,411 - 1800 2006 Total = 12,411 - 1600 2007 YTD = 13,390 - 1400 - 1200 - 1000 6» - 800 - 600 - 400 - 200 111111111111 0 JFMAMJJASOND -41- 2004 Total -0- 2005 Total -I- 2006 Total -8-- 2007 YTD Previous Month - October 2007 Program Attendance Summarv "Planned Programs" Potential or Ideal Capacity 774 "Planned Programs - % Utilization* 630 or 81% capacity *programs as a % of ideal capacity - actual "Drop-In" Programs Utilization 678 Current Month - November 2007 Program Attendance Summarv "Planned Programs" Potential or Ideal Capacity 303 "Planned Programs - % Utilization* 282 or 93% capacity *programs as a % of ideal capacity - actual "Drop-In" Programs Utilization 596 Senior Center / Facility Overall Attendance 11.30.07 page 4 2500 -*,--2003 Year Total 2000 12,510 --- 2004 Year Total 1500 l 16,768 -0- 2005 1000 Year Total 17,857 A 2006 500 Year Total 17,471 0 -4,--2007 4* 40 42 42 *f' 4%45 49 4/ 02 44 44 Current month Nov = 1109 Year to Date = 17,642 2007 Senior Center Rentals 2007 Senior Center Non-Rental Users January O January O February 0 Sister City Board (7) February March 0 Rider Advisory (8) April 0 CIA (25) May Caring Hands, Inc. (22) March CIA (35) June Reunion Brunch (45) TOEP meetings (12) July Reunion Brunch (60) April Sister City Board (6) HOA Brunch (19) May Rider Advisory (9) August Memorial dinner (77) Parade of Years (90) Sept. Wedding rehearsal dinner (71) TOEP meetings (10) Wedding dinner (40) June Wool Market Dinner (22) Birthday party (90) July EP Museum (7) Oct. Birthday party(124) August TOEP meetings (4) Wedding dinner (37) Sept. 0 Memorial service (80) Oct. TOEP meetings (4) Nov. 0 Nov. TOEP meetings(3) Sister Cities Board (5) Dec. YTD = 665 YTD = 249 Estes Park Convention & Visitors Bureau C.ZJ TO: Community Development Committee From:Tom Pickering CC: Randy Repola Date: December 4,2007 Re: Update on LMD petitions process Background: With the announcement of the representatives that will assist with the Local Marketing District petition process, it is now time to begin the process. Petition representatives include Lynette Lott, Ken Larson, and Bill Pinkham. Tom Pickering will also be collecting signatures. Attached are Frequently Asked Questions that have been prepared by the Town Attorney, Town Administrator, and Business Development Director. These will be included with the information the petition representatives will be distributing. It is hoped that the petitions will be complete by May 1 s: Budget: N/A Action: Report Only 1 1..#...'-1 LOCAL MARKETING DISTRICT Petition Process FAQ's 1. What is a local marketing district? A local marketing district (LMD) is an organization formed for the purpose of advertising, marketing and promoting tourism within its service area. 2. Why do we need a Local marketing District? f The Estes Park area currently does not have a dedi4lk*funding source for advertising and tourism promotion. Each year the Town Board decia~ is going to budget funds for advertising. If funds are budgeted, they com€ from.the Tdiwn's General Fund. The General Fund also pays for police, fire, public works, p*12; pfling, Town administration, special events, and other Town functions. Denwnd for 1*nding of all these services continues to grow faster than General Fund revenues. If foriome rJ§on the Town Board was to change its opinion of advertising or the General Fund siiffers a sherefall, then the Town Board may elect to significantly reduce funding for adver#sing;~ local marketing district guarantees that a dedicated funding source will be availa» toladvertise, promote, and market the Estes Park area. V 3. How do vou go about starting a Local Marketing District? First a petition needs to be signed by owners of 50% of the commercial real property located within the proposed LMD area. After receipt o f a signed petition, the Town Board and Larimer County Commissioners will then hold two public hearings to receive public input on the formation of the LMD as requested by the Petition. Following the two public hearings, if the Town Board and the Larimer County Commissioners decide to form the LMD, the Town and the County will enter into an Intergovernmental Agreement organizing the LMD. Formation of the LMD by the Intergovernmental Agreement then is required to be approved by a vote of the registered electors residing within the area of the LMD 4. What will the District boundaries be? The Estes Park LMD will adopt the Estes Valley Recreation District boundaries less the Boulder county section as its boundaries. In addition to Estes Park, the LMD will include Glen Haven , and the unincorporated portions of the county around the Town of Estes Park and down Colorado Highway 7 to the Boulder county line. 5. Who is going to run the Local Marketing District? Under the state statute that allows LMDs, the Town Board and Larimer County Commissioners are responsible for organizing the LMD. The Town Board and County Commissioners will appoint a local Board of Directors with representatives from both the incorporated and unincorporated areas to operate the LMD. 6. How will the Local Marketing District be funded? The petition for the formation of the District states that funding of the LMD will be collected from an additional 2% sales tax on the purchase price paid or charged to persons for rooms or accommodations within the area of the LMD. This 2% aj#itional sales tax will only be collected within the service area of the LMD after approval at ab4kion by the registered electors residing within the service area of the LMD. The folinatioi94(.t~e District and the marketing and promotion tax (2%) shall be voted on at the same Actigp. Thhtax will be collected by the Colorado Department of Revenue as all sales tax~~eliow collected, and following collection, be transferred directly to the LMD. These tax mollie~~~lot go to the Town or Larimer County. W127 7. When and how is the new lodgi45*Xnon;#going to be spent? If voters in the LMD approve the-G*3~Fthe District and the 2% marketing and promotion tax, it is estimated that approximat® $ ~nillion dollars will be collected in its first year. If approved at the November 2008 electionlithe new tax will begin being collected in January of 2009. The Town Board will continue-to fund the 2009 advertising campaign from the Town's General Fund while the new LMD Board is appointed and begins working on its Operating Plan. Under the state statute, the LMD Board will have until September 30,2009 to submit its Operating Plan for 2010 to the Town Board and County Commissioners. The Boards will have thirty (30) days to approve the Operating Plan, or return it for revisions. Based on the time of year that our advertising needs to be placed, the current advertising committee will continue to plan and direct the advertising program through 2009. The new LMD Board of Directors will be appointed in early 2009 and begin its planning for the September deadline for the new Operating Plan. This will ensure a seamless transition from the old committee to the new Board. The plan is to have one year's revenue in the LMD coffers and then to always be working with monies that have been collected the year before. This will give the LMD a solid budget for each year regardless of economic ups and downs. 8. What happens to the old monev? The Town is not going away. The Town will continue to fund the Fairgrounds, Events, Conference Center, Performance Park and the Salaries for the CVB. This will ensure that every dollar collected from the new lodging tax will be spent on marketing the Estes Park Local Marketing District. The Town Board plans to take the moneys that are currently earmarked for advertising that will be replaced by the LMD funds and invest in the infrastructure of the community. Projects that are currently projected to receive the additional funding include improving the Fairgrounds at Stanley Park to a year around entertainment and event facility, expanding and improving the shuttle system, and additional improvements to the regional trails system. 9. What is the timing if we go forward? The process for collecting signatures on the Petition is starting. The Petition is attached. After owners of 50% ofthe commercial real estate in the LMD have signed, then the Town and County Clerks will verify those signatures. Following the required public hearings and adoption of the Intergovernmental Agreement organizing the LMD, the formation of the LMD and the marketing and promotion tax will appear on the 2008 General ElectiA ballot on November 4,2008. If voters approve the formation of the LMD and the mar~2{tlg and promotion tax, then collections will begin in January 2009. The new LMD Board w~Fbe @49¢,}n early 2009 and will assume marketing responsibilities by implementing the O~ating Plakor the LMD in 2010. 10. What role will the Convention & Visit3&%Bureadirovide? The Convention & Visitors Bureau was.eseated b/e Town Board in 2003 to provide an integrated, comprehensive advertisin~Fo#am. C¥13 staff with offices at the Visitors Center handle all communication function*irintandEFetronic advertising, public relations), visitor services, group sales, and stake~oftlik~rvices. Two business advisory committees oversee operations conducted by staff 6*~,ivisArs Center who are responsible for those activities. After formation of the new Local 1'14~lg District, the Town Board will determine the role of the CVB advisory Board and staff curfently working from offices located in the Visitors Center facility. It is anticipated that the Town Board will not want to duplicate efforts undertaken by the LMD, although it will work to ensure that the community retains an integrated, comprehensive advertising program. The Town Board will work closely with the Local Marketing District Board to define each organization's role. 11. What role will The Chamber of Commerce provide? The Chamber of Commerce is a member-based business to business organization that creates programs and offers training to support its members. It is hoped that the Chamber will continue to develop membership through strong business leadership and work with the LMD to promote Estes Park. Estes Park Convention & Visitors Bureau lemo TO: Community Development From: Tom Pickering CC: Randy Repola Date: December 5,2007 Re: Estes Park Conference Center Service and F&B agreements BACKGROUND: Under the original contract of the Estes Park Conference Center between the Town of Estes Park and Forever Resorts each party agrees to sign a 5 year service agreement that covers the arrangements between the two parties on how the conference center operates. It is time to sign a new service and food and beverage agreement. The two sides have reviewed the operations of the facility and are in agreement to continue with no changes to the service or food and beverage portions of the contract. Town Attorney White has added the necessary language regarding the town's position on hiring undocumented workers. Agreements are attached. BUDGET: N/A ACTION: Sign new agreements. 1 SERVICE AGREEMENT THIS AGREEMENT is effective the 1st day of January, 2008, by and between the TOWN OF ESTES PARK, COLORADO, a Colorado Municipal Corporation, hereinafter referred to as the "Town", and ROCKY MOUNTAIN PARK INN L.L.C. DBA ROCKY MOUNTAIN PARK HOLIDAY INN, hereinafter referred to as "the Holiday Inn". WITNESSETH: WHEREAS, the Town has arranged for the design, financing, construction and operation of the Estes Park Conference Center, hereinafter referred to as the "Conference Center"; and WHEREAS, the Town and the Holiday Inn desire for the Holiday Inn to manage and operate the Conference Center under the terms and conditions of this Agreement. NOW, THEREFORE, IN CONSIDERATION OF THE COVENANTS AND AGREEMENTS HEREIN CONTAINED, THE PARTIES HERETO AGREE AS FOLLOWS: 1. Term of Agreement. The term of this Agreement shall be from the effective date hereof to December 31, 2008, subject to the provisions of paragraph 31 of this Agreement. 2. Services to be Performed by the Holiday Inn. During the term of this Agreement, the Holiday Inn shall perform the following services for the operation of the Conference Center. These services are as follows: (a) The Holiday Inn will provide all necessary housekeeping for the Conference Center. These services shall include, but are not limited to, cleaning of the Conference Center, janitorial services and trash removal. Janitorial services include, but are not limited to, periodic carpet cleaning, periodic window washing, replacement of all restroom supplies, replacement of light bulbs, and periodic cleaning of furnishings and light fixtures. (b) The Holiday Inn shall perform all routine preventative repair and maintenance on the Conference Center due to normal wear and tear associated with the usage of the Conference Center. Sid repair and maintenance shall include, but are not liinited to, repairing and maintaining all of the various mechanical systems such as heating, air-conditioning, audio-visual systems, water and sewer services, and the repair of minor damage to the Conference Center caused by normal usage. The Town shall be responsible for major repairs to the Conference Center and its systems. The Holiday Inn shall submit a schedule of sid routine preventative repair and maintenance which shall be a part of the Operational Guidelines. 1 1, (c) The Holiday Inn shall remove all snow and ice from the Conference Center walks, drives, patios, and parking areas. (d) The Holiday Inn shall provide upkeep for all landscaping on the entire Conference Center site, including maintenance, repair and winterization of all sprinkler systems servicing the site. Upkeep includes, but is not limited to, watering, weeding, fertilizing, trimming, mowing, mulching, aerating, and sweeping sidewalks, patios and drives. The Town shall annually replace all trees, shrubs and flowers that require replacement. (e) The Holiday Inn shall provide registration, conference coordination services and banquet management services for the Confurence Center. Sid services shall include at least one (1) designated employee who will be at the Conference Center during all functions using the Confurence Center. (f) The Holiday Inn shall provide all normal and reasonable security for the Conference Center, excluding parking areas. The Holiday Inn shall be responsible for obtaining contract security at the request of any conferee. 3. Capital Improvements Budget. The Town shall consider adopting and appropriating, as part of its annual budget process, a Capital Improvements Budget for repair and replacement of all necessary equipment, fixtures, landscaping, structural components, mechanical systems and furnishings. Prior to the preparation of this Capital Improvements Budget, the Town shall consult with the Holiday Inn on those items which need to be included in the Budget for the upcoming year. 4. Operational Guidelines. The Holiday Inn shall develop and submit to the Town a set of proposed Operational Guidelines for the Conference Center for each upcoming year. The parties agree to review said Operational Guidelines and agree on the final wording of said Operational Guidelines on or before January 31st of each year. The Holiday Inn shall operate the Conference Center in accordance with the Operational Guidelines. 5. Periodic Review of Operations. The parties shall, on an ongoing and continuing basis as shall be reasonable and necessary, review the services provided pursuant to this Agreement. Such review shall include periodic written reports, guest-comment cards and meetings with Town Representatives. The Town shall be kept fully informed of all food and beverage service activities and operations. 6. Confurence Room Rental. The Holiday Inn shall determine a room rental price for use of the Conference Center. Annually, on or before January 31st, the Holiday Inn shall present to the Town a proposed price for all room rental fees for the next year. The Holiday Inn shall supply necessary financial information with the pricing for the Town to determine whether or not the cost of said room rental is reasonable in comparison with other room rental fees charged by conference centers of similar size and activities located within Colorado. The Town shall give written approval to the proposed room rental costs on or before March lst. If said approval is not given by March 1 st, the Holiday Inn proposed pricing shall be deemed approved. In the event the Holiday Inn determines it is necessary to increase or decrease the room rental cost during any year period, they shall provide the Town with the proposed changes, including 2 all necessary financial documentation upon which said cost increase or decrease is based. The Town shall, as soon as possible, review said proposed changes to determine whether or not said changes are reasonable under the terms of this paragraph. 7. Conference Centers Personnel. It shall be the sole responsibility of the Holiday Inn to provide the personnel necessary to fulfill its obligations pursuant to the terms of this Agreement. It is understood by the parties that there shall be no Town employees needed to operate and maintain the Conference Center, except as specifically provided in this Agreement. 8. Annual Review of Resort's Performance. An annual review of the Holiday Inn performance under the terms and conditions of this Agreement shall be held in the month of January of each year. This review shall be based upon the terms and conditions set forth on Exhibit "A", attached hereto and incorporated herein by reference. 9. Service Agreement Fees. In consideration of the Holiday Inn providing the services herein, the Holiday Inn shall be entitled to keep all rental fees for the Conference Center. 10. Accounting. The Town and the Holiday Inn shall agree on a method of cost accounting of the Holiday Inn's operations pursuant to this Agreement. The Holiday Inn shall maintain books and records relating to its operation of the Conference Center under the terms of this Agreement in accordance with generally accepted accounting principles, separate from other books and records kept by the Holiday Inn for its other activities. The purpose of this cost accounting agreement is to provide the Town with data necessary to review the Holiday Inn's performance under the terms and conditions of this Agreement. 11. Conference Promotion. The Town agrees to employ a full-time qualified, experienced person to promote and book conferences in the Conference Center during the term of this Agreement. 12. Accommodation Rights. It is the understanding of the parties hereto that the Holiday Inn of Estes Park, Colorado will not have exclusive rights for the Conference Center participants. All Conference Center participants shall be entitled to pursue accommodations of their own choice in the Estes Park area. However, the Town and the Holiday Inn agree to cooperate in the providing of accommodations at the Holiday Inn subject to the above provision. The Holiday Inn also agrees that for events of the appropriate size, it will cooperate with the Town in providing facilities at a market rate for those events in which both the Holiday Inn and the Conference Center are needed to accommodate the number o f participants. 13. Utilities. The Town shall be responsible for all utilities, such as electricity, gas, water, telephone and sewer used at the Conference Center. The Holiday Inn shall be responsible for all utilities used by the Holiday Inn. The parties agree to separately meter the utility service. 14. Termination. Either party shall have the option of terminating this Agreement in the event of a default hereunder. (a) Default. The following shall, unless cured in accordance with Paragraph (b) below, constitute a default: 3 , 0 (i) The filing of a voluntary petition for protection under federal bankruptcy laws, the failure to obtain dismissal of an involuntary petition under federal bankruptcy laws within thirty (30) days after filing; ® A discontinuance by the Holiday Inn of its business or abandonment of its activities at the Conference Center. (iii) A failure of either party to satisfactorily perform its duties under this Agreement. (b) Cure. The defaulting party shall have thirty (30) days after written notice specifying the nature of its default to cure said default. (c) Exercise of Termination Option. In the event of a default under Paragraph ® (i) above, this Agreement shall terminate immediately upon delivery of written notice from the Town to the Holiday Inn of its election to terminate the Agreement. In the event of default under the other provisions of Paragraph (a) above, this Agreement shall terminate upon expiration of the cure period under Paragraph (b). 15. Independent Contractor. The Holiday Inn is not an agent or employee of the Town hereunder, and all of its activities relating to the Conference Center shall be in its capacity as an independent contractor to the Town. 16. Indemnification by The Holiday Inn. The Holiday Inn agrees to indemnify, hold harmless and defend the Town and its officers, agents, insurers, self-insurance pool and employees from and against allliability for any and all claims, liens, suits, demands or actions for damages, injuries to persons, including death, property damage, including loss of use, and expenses, including court costs and reasonable attorney's fees arising out of or resulting from The Holiday Inn' intentional or negligent actions and/or omissions in operation of food and beverage concession under the terms and provisions of this Agreement. 17. Indemnification by the Town. The Town agrees to indemnify, hold harmless and defend the Holiday Inn, its officers, agents and employees, from and against all liability for any and all claims, liens, suits, demands or actions for damages, injuries to persons, including death, property damage, including loss of use, and expenses, including court costs and reasonable attorney's fees arising out of or resulting from any negligent or intentional act and/or omission of the Town with regard to its operation of the Conference Center under the terms and provisions of this Agreement. 18. Notice of Claims. The Town and the Holiday Inn will provide each other with prompt notice of any event covered by the indemnity section of this Agreement and in the event a claim or action is filed, each party may employ attorneys of its own choosing to prepare and defend the claim or action on its behalf. 4 19. Insurance. The parties agree to obtain and maintain the following insurance: (a) The Holiday Inn agrees to obtain general liability insurance of the types and in the amounts set forth from an insurance company licensed to do business in the State of Colorado. The Holiday Inn shall furnish to the Town certificates of insurance or copies of the policies, evidencing the required insurance on or before thirty (30) days prior to the commencement of any annual renewal period. So long as the Town is not in breach of this Agreement, the Holiday Inn agrees to secure and maintain the type and amounts of insurance as more fully set forth on Exhibit "B", attached hereto and incorporated herein by reference. (b) The Town agrees to obtain general liability insurance of the types and in the amounts set forth through its membership in the Colorado Intergovernmental Risk Sharing Agency, a municipal self-insurance pool.. Town shall furnish to the Holiday Inn certificates of insurance evidencing the required insurance on or before thirty (30) days prior to the commencement of any annual renewal period. So long as the Holiday Inn is not in breach of this Agreement, the Town agrees to secure and maintain the type and amounts of insurance as more fully set forth on Exhibit "B", attached hereto and incorporated herein by reference. 20. Covenant of Cooperation. The Holiday Inn agrees to provide to the Town prompt written notice of any injury suffered at the Conference Center, significant complaints, whether written or otherwise, about the Conference Center or its management, and actual anticipated disputes with or claims by third parties. The Holiday Inn further covenants to cooperate with the Town in resolving any such complaints, disputes or claims. 21. Assignment. The rights and obligations under this Agreement are not assignable by either party without the prior written consent of the other party. However, no such written consent shall be required for transfer by the Holiday Inn of its assets to any corporation or partnership controlled by Rex Maughan. The Holiday Inn may transfer its interest in the Holiday Inn Property, located next to the Conference Center, to any other party who meets the ownership requirements of Holiday Inns, or a comparable standard with the written consent of the Town. Any transfer of the Holiday Inn property shall require that the transferee agree to assume the Holiday Inn's interest in this Agreement. 22. Parties' Representatives. Whenever, under the provisions of this Agreement, the approval of the Town or the Holiday Inn is required, or the Town or the Holiday Inn is required to take some action at the request of the other, unless otherwise provided, such approval or such request shall be given for the Town by the Town's Representative and for the Holiday Inn by the Holiday Inn's Representative. The Town and the Holiday Inn shall be authorized to act on any such approval or request. The parties agree to provide written notice to each other of their Representative on or before January 1 st o f each year during the term of this Agreement. 23. Notices. All notices, demands or other documents required or desired to be given, made or sent to either party under this Agreement shall be made in writing, shall be deemed effective upon receipt and shall be personally delivered or mailed, postage prepaid, certified mail, return receipt requested, as follows: 5 TOWN OF ESTES PARK. ROCKY MOUNTAIN PARK INN, Town Administrator L.L.C. DBA ROCKY MOUNTAIN Post Office Box 1200 PARK HOLIDAY INN Estes Park, CO 80517 Forever Corporate Plaza Post Office Box 1200 7501 E. McCormick Parkway Scottsdale, AZ 85258 with a copy to: Gregory A. White Bill Butts 1423 W. 29th Street Forever Corporate Plaza Loveland, CO 80538 7501 E. McCormick Parkway Scottsdale, AZ 85258 The address for notices may be changed by written notice given to the other party as provided above. 24. Entire Agreement. This Agreement constitutes the entire agreement between the parties pertaining to the subject matter hereof and this Agreement supersedes all prior letter agreements and correspondence with respect to the subject matter of this Agreement. 25. Applicable Law. This Agreement shall be construed in accordance with the laws of the State of Colorado and venues for any civil action with respect thereto shall be proper only in Larimer County, Colorado 26. Attorney's Fees. In the event either party to this Agreement shall institute legal proceedings or be the defendant in legal proceedings for the purpose of enforcing the term and provisions of this Agreement and shall prevail in a final, non-appealable judgment entered by a court of competent jurisdiction, then the non-prevailing party shall reimburse the prevailing party for all reasonable attorney's fees, court costs and reasonable expert witness fees incurred as a result of such proceedings. 27. Parties Bound. With the exception of the limitation on the assignability of this Agreement as provided above, this Agreement shall bind the respective personal representatives, heirs, successors and assigns of the parties hereto. 28. Legal Construction. In case any one or more of the provisions contained in this Agreement shall, for any reason, be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision hereof, and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. 29. Prior Rights of Bond Holder and Trustee. The Town has financed the acquisition, construction and equipping of the Conference Center pursuant to the Estes Park Conference Center Lease Purchase Agreement dated November 15, 1989, by and between the Town of Estes Park and the Estes Park Urban Renewal Authority, and the Ground Lease Agreement dated November 15, 1989, by and between the Town of Estes Park and Rex Maughan, d/b/a Forever the Holiday Inn. The parties understand and agree that all rights under 6 this Agreement are subordinate and subject to the foregoing commitments by the Town. 30. Holiday Inn Affiliation. Holiday Inn is a franchise of Holiday Inn of America of its operation in Estes Park. The Town agrees that the Holiday Inn shall have the right to terminate its affiliation with Holiday Inn and affiliate with another nationally recognized hotel/motel organization or become an independent operation. This new affiliation or independent status shall be subject to the prior written approval of the Town, which shall not be unreasonably withheld. 31. Annual Renewal. The Town shall have the right, in its sole discretion, to terminate this agreement on December 31st of each calendar year with or without cause. Said termination shall be exercised by the Town giving the Holiday Inn written notice of said termination at least sixty days prior to December 31St of a calendar year. In the event that such notice of termination is not given by the Town, this Agreement shall continue in force and effect throughout its term. 32. Default of Service Agreement. Contemporary with the execution of this Agreement, the Town and the Holiday Inn have entered into the Service Agreement. A default by either party under the terms and conditions of the Service Agreement shall be a default under the terms and conditions of this Agreement. In the event of a default of the terms and conditions of the Service Agreement, sid default shall be governed by the provisions of paragraph 14 0 f this Agreement. 33. Work By Illegal Aliens Prohibited. a. The Holiday Inn hereby certifies that, as of the date of this Agreement, it does not knowingly employ or contract with an illegal alien and that the Holiday Inn has participated or attempted to participate in the basic pilot employment verification program as defined in C.R.S. § 8-17.5-101(1) ("Program") in order to verify that it does not employ illegal aliens. b. The Holiday Inn shall not knowingly employ or contract with an illegal alien to perform works under this Agreement or enter into a contract with a subcontractor that fails to certify to the Holiday Inn that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. c. The Holiday Inn hereby certifies that it has verified or attempted to verify through participation in the Program that the Holiday Inn does not employ any illegal aliens and, if the Holiday Inn is not accepted into the Program prior to entering into this Agreement, that the Holiday Inn shall apply to participate in the Program every three (3) months until the Holiday Inn is accepted or this Agreement has been completed, whichever is earlier. d. The Holiday Inn is prohibited from using Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. 7 e. If the Holiday Inn obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, the Holiday Inn shall be required to: (i) notify the subcontractor and Town within three (3) days that the Holiday Inn has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and (ii) terminate the subcontract with the subcontractor if within three (3) days of receiving the notice required pursuant to this subparagraph the subcontractor does not stop employing or contracting with the illegal alien; except that the Holiday Inn shall not terminate the contract with the subcontractor if during such three (3) days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. f. The Holiday Inn shall comply with any reasonable request by the Colorado Department of Labor and Employment ('Department") made in the course of an investigation that the Department is undertaking pursuant to the authority established in C.R.S. Article 17.5. g. If the Holiday Inn violates this paragraph, Town may terminate this Agreement for breach of contract. If this Agreement is so terminated, the Holiday Inn shall be liable for actual and consequential damages to the Town. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. TOWN OF ESTES PARK By: Mayor ATTEST: Town Clerk 8 ROCKY MOUNTAIN PARK INN L.L.C. DBA ROCKY MOUNTAIN PARK HOLIDAY INN By: 9 . 1 SERVICE AGREEMENT EXHIBIT "A" HOLIDAY INN STANDARDS MANUAL - Current Addition including any amendments • Rules of Operation • Service Standards • Facility Standards • Product Quality Evaluation 10 SERVICE AGREEMENT EXHIBIT "B" Insurance The Holiday Inn and the Town shall provide General Liability Insurance in the following amounts: 1. $1,000,000.00 single limit; 2. $100,000.00 for property damage for any occurrence; and 3. The Town or the Holiday Inn shall be named as an additional insured on said policy. The parties 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 per person and $600,000 per occurrence) or any other rights, immunities and protections provided by the Colorado Governmental Immunities Act, 24-10-101 et. seq., C.R.S., as from time to time amended or otherwise available to the Town and any of its officers, agents or employees. The parties further understand and agree that in the event the monetary limitations of the Colorado Governmental Immunities Act are increased to over $1,000,000.00 for general liability purposes, the Town and the Holiday Inn shall provide insurance at least in the amounts provided in any amendment to the Colorado Governmental Immunities Act. Said insurance policies shall contain a provision to the effect that the insurance company shall not cancel the policy or modify it materially and adversely to the interests of any insured party without first giving written notice thereof to such party or parties at least 30 days in advance of such cancellation or modification. The public liability insurance required by the section may be by blanket insurance policy or policies. If the Town shall insure against similar risks by self-insurance, the Town may provide for public liability with respect to the Conference Center, partially or wholly, by means of an adequate self-insurance fund. 11 . I 11 FOOD AND BEVERAGE CONCESSION AGREEMENT THIS AGREEMENT is effective the 1st day of January, 2008, by and between the TOWN OF ESTES PARK, COLORADO, a Colorado Municipal Corporation, hereinafter referred to as the "Town", and ROCKY MOUNTAIN PARK INN L.L.C. DBA ROCKY MOUNTAIN PARK HOLIDAY INN, hereinafter referred to as "the Hohday Inn". WITNESSETH: WHEREAS, the Town has arranged for the design, financing, construction and operation of the Estes Park Conference Center, hereinafter referred to as the "Conference Center"; and WHEREAS, the Town and the Holiday Inn desire for the Holiday Inn to provide food and beverage service to the Conference Center under the terms and conditions of this Agreement. NOW, THEREFORE, IN CONSIDERATION OF THE COVENANTS AND AGREEMENTS HEREIN CONTAINED, THE PARTIES HERETO AGREE AS FOLLOWS: 1. Term of Agreement. The term of this Agreement shall be from the effective date hereof to December 31, 2008, subject to the provisions of paragraph 26 of this Agreement. 2. Services to be Performed by the Holiday Inn. During the term of this Agreement, the Holiday Inn shall perform the following services for the operation of the Conference Center. These services are as follows: ® The Holiday Inn shall provide all necessary food and beverage services, including liquor service, to the Conference Center. The Holiday Inn shall be entitled to charge the participants at the Conference Center for these food and beverage services in accordance with the provisions of Paragraph 4 of this Agreement. (b) The Holiday Inn shall provide all inventory necessary for use in the Conference Center for food and beverage service. Inventory shall include, but not be limited to the following: china, silverware, glassware, trays, tray stands, linens, portable bars, service carts, warming and refrigerating carts, ash trays, bread baskets and condiment dishes. The Holiday Inn shall continue to maintain the amount of inventory necessary to fulfill the obligations of this Agreement. (c) The Holiday Inn shall provide all necessary licenses and permits for operation of the food and beverage concession at the Conference Center, such as liquor licenses, sales tax licenses and business licenses. t '' 3. Periodic Review of Operations. The parties shall, on an ongoing and continuing basis as shall be reasonable and necessary, review the services provided pursuant to this Agreement. Such review shall include periodic written reports, guest-comment cards and meetings with Town Representatives. The Town shall be kept fully informed of all food and beverage service activities and operations. 4. Food and Beverage Operations. The Holiday Inn shall provide facilities for food and beverage service to the Conference Center. In consideration of providing these food and beverage services, the Holiday Inn shall receive exclusive rights to the food and beverage concessions of the Conference Center. Annually, on or before January 31st, the Holiday Inn shall present to the Town a proposed price for all food and beverage services for the next year. The Holiday Inn shall supply necessary financial information with the pricing for the Town to determine whether or not the cost of said service is reasonable in comparison with other food and beverage concessions servicing conference centers of similar size and activities located within Colorado. The Town shall give written approval to the proposed food and beverage cost on or before March 1st of each year of this Agreement. If said approval is not given by March 1 st, the Holiday Inn proposed pricing shall be deemed approved. In the event the Holiday Inn determines it is necessary to increase or decrease the cost of food and beverage service during any year period, they shall provide the Town with the proposed changes, including all necessary financial documentation upon which said cost increase or decrease is based. The Town shall, as soon as possible, review said proposed changes to determine whether or not said changes are reasonable under the terms of this paragraph. 5. Conference Centers Personnel. It shall be the sole responsibility of the Holiday Inn to provide the personnel necessary to fulfill its obligations pursuant to the terms of this Agreement. It is understood by the parties that there shall be no Town employees needed to provide food and beverage services for the Conference Center, except as specifically provided in this Agreement. 6. Annual Review of the Holiday Inn Performance. An annual review of the Holiday Inn performance under the terms and conditions of this Agreement shall be held in the month of January of each year. This review shall be based upon the terms and conditions set forth on Exhibit "A", attached hereto and incorporated herein by reference. 7. Fees. In consideration of the granting to the Holiday Inn of the exclusive license for the food and beverage concession for the Conference Center, the Holiday Inn shall pay an annual fee in accordance with the schedule set forth on Exhibit "B", attached hereto and incorporated herein by reference. Said fee shall be payable on or before December 1 of each year. 2 8. Accounting. The Town and the Holiday Inn shall agree on a method of cost accounting of the Holiday Inn's operations pursuant to this Agreement. The Holiday Inn shall maintain books and records relating to its operation of the food and beverage concession at the Conference Center under the terms of this Agreement in accordance with generally accepted accounting principles, separate from other books and records kept by the Holiday Inn for its other activities. The purpose of this cost accounting agreement is to provide the Town with data necessary to review the Holiday Inn's performance under the terms and conditions of this Agreement. 9. Termination. Either party shall have the option of terminating this Agreement in the event of a default hereunder. (a) Default. The following shall, unless cured in accordance with Paragraph (b) below, constitute a default: (i) The filing of a voluntary petition for protection under federal bankruptcy laws, the failure to obtain dismissal of an involuntary petition under federal bankruptcy laws within thirty (30) days after filing; ® A discontinuance by the Holiday Inn of its business or abandonment of its activities at the Con ference Center. (iii) A failure of either party to satisfactorily perform its duties under this Agreement. (b) Cure. The defaulting party shall have thirty (30) days after written notice specifying the nature of its defuult to cure said defuult. (c) Exercise of Termination Option. In the event of a default under Paragraph (a) (i) above, this Agreement shall terminate immediately upon delivery of written notice of election to terminate the Agreement. In the event of defuult under the other provisions of Paragraph (a) above, this Agreement shall terminate upon expiration of the cure period under Paragraph (b). 10. Independent Contractor. The Holiday Inn is not an agent or employee of the Town hereunder, and all of its activities relating to the Conference Center shall be in its capacity as an independent contractor to the Town. 3 11. Indemnification by The Holiday Inn. The Holiday Inn agrees to indemnify, hold harmless and defend the Town and its officers, agents, insurers, self-insurance pool and employees from and against allliability for any and all claims, liens, suits, demands or actions for damages, injuries to persons, including death, property damage, including loss of use, and expenses, including court costs and reasonable attorney's fees arising out of or resulting from the Holiday Inn's intentional or negligent actions and/or omissions in operation of food and beverage concession under the terms and provisions of this Agreement. 12. Indemnification by the Town. The Town agrees to indemnify, hold harmless and defend the Holiday Inn, its officers, agents and employees, from and against all liability for any and all claims, liens, suits, demands or actions for damages, injuries to persons, including death, property damage, including loss of use, and expenses, including court costs and reasonable attorney's fees arising out of or resulting from any negligent or intentional act and/or omission of the Town with regard to its operation of the Conference Center under the terms and provisions of this Agreement. 13. Notice of Claims. The Town and the Holiday Inn will provide each other with prompt notice of any event covered by the indemnity section of this Agreement and in the event a claim or action is filed, each party may employ attorneys of its own choosing to prepare and defend the claim or action on its behalf. 14. Insurance. The parties agree to obtain and maintain the following insurance: (a) The Holiday Inn agrees to obtain general liability insurance of the types and in the amounts set forth from an insurance company licensed to do business in the State of Colorado. The Holiday Inn shall furnish to the Town certificates of insurance or copies of the policies, evidencing the required insurance on or before thirty (30) days prior to the commencement of any annual renewal period. So long as the Town is not in breach of this Agreement, the Holiday Inn agrees to secure and maintain the type and amounts of insurance as more fully set forth on Exhibit "C", attached hereto and incorporated herein by reference. (b) The Town agrees to obtain general liability insurance of the types and in the amounts set forth through its membership in the Colorado Intergovernmental Risk Sharing Agency, a municipal self-insurance pool. The Town shall furnish to the Holiday Inn certificates of insurance evidencing the required insurance on or before thirty (30) days prior to the commencement of any annual renewal period. So long as the Holiday Inn is not in breach of this Agreement, the Town agrees to secure and maintain the type and amounts of insurance as more fully set forth in Exhibit "C", attached hereto and incorporated herein by refurence. 4 1 '1 15. Covenant of Cooperation. The Holiday Inn agrees to provide to the Town prompt written notice of any injury suffered as a result of operation of the food and beverage concession at the Conference Center, significant complaints, whether written or otherwise, about the Conference Center or its management, and actual anticipated disputes with or claims by third parties. The Holiday Inn further covenants to cooperate with the Town in resolving any such complaints, disputes or claims. 16. Assignment. The rights and obligations under this Agreement are not assignable by either party without the prior written consent of the other party. However, no such written consent shall be required for transfer by the Holiday Inn of its assets to any corporation or partnership controlled by Rex Maughan. The Holiday Inn may transfer its interest in the Holiday Inn Property, located next to the Conference Center, to any other party who meets the ownership requirements of the Holiday Inn, or a comparable standard with the written consent of the Town. Any transfer of the Holiday Inn property shall require that the transferee agree to assume the Ho]iday Inn's interest in this Agreement. 17. Parties' Representatives. Whenever, under the provisions of this Agreement, the approval of the Town or the Holiday Inn is required, or the Town or the Holiday Inn is required to take some action at the request of the other, unless otherwise provided, such approval or such request shall be given for the Town by the Town's Representative and for the Holiday Inn by the Holiday Inn's Representative. The Town and the Holiday Inn shall be authorized to act on any such approval or request. The parties agree to provide written notice to each other of their Representative on or before January 1 st o f each year during the term o f this Agreement. 18. Notices. All notices, demands or other documents required or desired to be given, made or sent to either party under this Agreement shall be made in writing, shall be deemed effective upon receipt and shall be personally delivered or mailed, postage prepaid, certified mail, return receipt requested, as follows: TOWN OF ESTES PARK ROCKY MOUNTAIN PARK INN Town Administrator L.L.C. D/B/A ROCKY Post Office Box 1200 MOUNTAIN PARK HOLIDAY Estes Park, CO 80517 INN Post Office Box 1200 Forever Corporate Plaza 7501 E. McCormick Parkway Scottsdale, AZ 85258 with a copy to: Gregory A. White Bill Butts 1423 W. 29th Street Forever Corporate Plaza Loveland, CO 80538 7501 E. McCormick Parkway Scottsdale, AZ 85258 The address for notices may be changed by written notice given to the other party as provided above. 5 , 1 1 19. Entire Agreement. This Agreement constitutes the entire agreement between the parties pertaining to the subject matter hereof and this Agreement supersedes all prior letter agreements and correspondence with respect to the subject matter of this Agreement. 20. Applicable Law. This Agreement shall be construed in accordance with the laws of the State of Colorado and venue for any civil action with respect thereto shall be proper only in Larimer County, Colorado. 21. Attorney's Fees. In the event either party to this Agreement shall institute legal proceedings or be the defendant in legal proceedings for the purpose of enforcing the term and provisions of this Agreement and shall prevail in a final, non-appealable judgment entered by a court of competent jurisdiction, then the n6n-prevailing party shall reimburse the prevailing party for all reasonable attorney's fees, court costs and reasonable expert witness fees incurred as a result of such proceedings. 22. Parties Bound. With the exception of the limitation on the assignability of this Agreement as provided above, this Agreement shall bind the respective personal representatives, heirs, successors and assigns of the parties hereto. 23. Legal Construction. In case any one or more of the provisions contained in this Agreement shall, for any reason, be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision hereof, and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. 24. Prior Rights of Bond Holder and Trustee. The Town has financed the acquisition, construction and equipping of the Conference Center pursuant to the Estes Park Conference Center Lease Purchase Agreement dated November 15, 1989, by and between the Town of Estes Park and the Estes Park Urban Renewal Authority, and the Ground Lease Agreement dated November 15, 1989, by and between the Town of Estes Park and Rex Maughan, d/b/a Forever Resorts. The parties understand and agree that all rights under this Agreement are subordinate and subject to the foregoing commitments by the Town. 25. Holiday Inn Affiliation. Holiday Inn is a franchise of Holiday Inn of America for its operation in Estes Park. The Town agrees that the Holiday Inn shall have the right to terminate its affiliation with Holiday Inn and affiliate with another nationally recognized hotel/motel organization or become an independent operation. This new affiliation or independent status shall be subject to the prior written approval of the Town, which shall not be unreasonably withheld. 6 26. Annual Renewal. The Town shall have the right, in its sole discretion, to terminate this agreement on December 31st of each calendar year with or without cause. Said termination shall be exercised by the Town giving the Holiday Inn written notice of said termination at least sixty days prior to December 31St of a calendar year. In the event that such notice of termination is not given by the Town, this Agreement shall continue in force and effect throughout its term. 27. Default of Service Agreement. Contemporary with the execution of this Agreement, the Town and the Holiday Inn have entered into the Service Agreement. A default by either party under the terms and conditions of the Service Agreement shall be a default under the terms and conditions of this Agreement. In the event of a default of the terms and conditions of the Service Agreement, sid default shall be governed by the provisions of paragraph 9 of this Agreement. 28. Work By Illegal Aliens Prohibited. a. The Holiday Inn hereby certifies that, as of the date of this Agreement, it does not knowingly employ or contract with an illegal alien and that the Holiday Inn has participated or attempted to participate in the basic pilot employment verification program as defined in C.R.S. § 8-17.5-101(1) ("Program") in order to verify that it does not employ illegal aliens. b. The Holiday Inn shall not knowingly employ or contract with an illegal alien to perform works under this Agreement or enter into a contract with a subcontractor that fails to certify to the Holiday Inn that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. c. The Holiday Inn hereby certifies that it has verified or attempted to verify through participation in the Program that the Holiday Inn does not employ any illegal aliens and, if the Holiday Inn is not accepted into the Program prior to entering into this Agreement, that the Holiday Inn shall apply to participate in the Program every three (3) months until the Holiday Inn is accepted or this Agreement has been completed, whichever is earlier. d. The Holiday Inn is prohibited from using Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. e. If the Holiday Inn obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, the Holiday Inn shall be required to: 7 (i) notify the subcontractor and Town within three (3) days that the Holiday Inn has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and (ii) terminate the subcontract with the subcontractor if within three (3) days of receiving the notice required pursuant to this subparagraph the subcontractor does not stop employing or contracting with the illegal alien; except that the Holiday Inn shall not terminate the contract with the subcontractor if during such three (3) days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. f. The Holiday Inn shall comply with any reasonable request by the Colorado Department of Labor and Employment ('Department',) made in the course of an investigation that the Department is undertaking pursuant to the authority established in C.R.S. Article 17.5. g. If the Holiday Inn violates this paragraph, Town may terminate this Agreement for breach of contract. If this Agreement is so terminated, the Holiday Inn shall be liable for actual and consequential damages to the Town. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. TOWN OF ESTES PARK By: Mayor ATTEST: Town Clerk ROCKY MOUNTAIN PARK INN L.L.C. DBA ROCKY MOUNTAIN PARK HOLIDAY INN By: 8 FOOD & BEVERAGE CONCESSION AGREEMENT EXHIBIT "A" HOLIDAY INN STANDARDS MANUAL - Current Addition including any amendments • Rules of Operation • Service Standards • Facility Standards • Product Quality Evaluation 9 EXHIBIT "B" Payment for Food and Beverage Concession The following payments shall be made by the Holiday Inn to the Town on or before December 1 of each of the years in which this Agreement is in force and effect. 2008 $21,000 2009 $21,000 2010 $24,000 2011 $24,000 2012 $24,000 10 FOOD & BEVERAGE CONCESSION AGREEMENT EXHIBIT "C" Insurance The Holiday Inn and the Town shall provide General Liability Insurance in the following amounts: 1. $1,000,000.00 single limit; 2. $100,000.00 for property damage for any occurrence; and 3. The Town or the Holiday Inn shall be named as an additional insured on said policy. The parties 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 per person and $600,000 per occurrence) or any other rights, immunities and protections provided by the Colorado Governmental Immunities Act, 24-10-101 et. seq., C.R.S., as from time to time amended or otherwise available to the Town and any of its o fficers, agents or employees. The parties further understand and agree that in the event the monetary limitations of the Colorado Governmental Immunities Act are increased to over $1,000,000.00 for general liability purposes, the Town and the Holiday Inn shall provide insurance at least in the amounts provided ill any amendment to the Colorado Governmental Immunities Act. Sid insurance policies shall contain a provision to the effect that the insurance company shall not cancel the policy or modify it materially and adversely to the interests of any insured party without first giving written notice thereof to such party or parties at least 30 days in advance of such cancellation or modification. The public liability insurance required by the section may be by blanket insurance policy or policies. If the Town shall insure aginst similar risks by self-insurance, the Town may provide for public liability with respect to the Conference Center, partially or wholly, by means of an adequate self-insurance fund. 11 Estes Park Convention & Visitors Bureau Memo TO: Community Development Committee From:Julie Nikolai CC: Randy Repola, Tom Pickering Date: December 5,2007 Re: Conference Center chairs Background: The final phase of this year's remodel of the conference center is the stacking banquet chairs. The original plan called for putting new fabric on the old frames. The per unit cost of doing this exceeds the cost of replacing the old chairs with new chairs. Below are the bids for both replacing old fabric on the 700 banquet chairs as well as replacing with 278 new chairs that match the Holiday Inns 400 banquet chairs. Bids: 1. Replace the existing Selby fabric: $136.99 per chair. 2. Buy new chairs through American Hotel Register that match the Holiday Inn chairs with free shipping: a. 10509260 Stack Chair made by American Registry. These sell for $42.13 per chair & have free shipping. This style is similar to the existing Holiday Inn chairs, but not a match. b. UV505NYL Stack Chair made by MTS. These sell for $45.79 per chair and have free shipping. These chairs match the existing banquet chairs purchased by the Holiday Inn. We will keep a supply of the better existing peach colored chairs for overflow setups and use in breakout rooms. BUDGET: 222-5800-458-33-31 Furniture replacement budget $13,068 ACTION: Staff recommends we replace the old chairs with new chairs from bid 2-b at a total cost of $12,729.62 1 Estes Park Convention & Visitors Bureau en,J To: Community Development Committee, Trustees Pinkham, Levine, Eisenlauer From: Peter Marsh, Director of Communications CC: Randy Repola, Jacquie Halbumt, Tom Pickering Date: November, 28,2007 Re: CVB Marketing Committee - October Reports REPORTS: as of October 31, 2007 1. 2007 Visitors Guide Requests - lag 2006 by 9.83% or 5,528 requests, although the total is similar to this same period in 2003 and 2005. 2. Visitors Guide Downloads - are running 21% ahead of 2006 with a total of 215,719 downloads of our digital Visitors Guide. 3. Magazine Advertising - March magazine ads have been scheduled, and are in production to meet December and January closing dates. 4. Internet Advertising - National Programs: Google click throughs have reached almost 134,000 at a very efficient cost per click. Colorado.com 3,837 at a click through rate of 1.81% compared to the average of 0.2%. Regional events promotion on Channels 4 and 9 and the Denver Newspaper Agency web sites have generated 6,643 dick throughs to the CVB website with very high click through rates of 0.22%-0.33% where the average rate is 0.05% to 0.07%. 5. Inserts February Insert for President's Weekend will begin production in three weeks. 6. WATS Line calls - incoming W(ide)A(rea)T(elephone)S(ervice) calls are up 4.49% over 2006, and up even more over the same period in 2005. 7. Web Site Activity - EstesParkCVB.com has logged over 1,000,000 click throughs to stakeholder websites so far this year including over 41,000 Book Now click throughs. The web site has also generated over 1.7 million Visits and over 4.8 million page views. ACTION ITEM: None BACKGROUND: N/A BUDGET/COST: N/A RECOMMENDATION: NA 1 Estes Park Convention & Visitors Bureau Memo TO: Community Development Committee From: Suzy Blackhurst CC: Randy Repola, Jacqueline Halbumt, Tom Pickering, Peter Marsh Date: November 28,2007 Re: Media & Public Relations Report PR Equivalency & Press Placement Statistical Reports Baseline measurements for Colorado newspaper press received through October. Equivalency in Colorado Newspapers* 2007 2007 April $ 62,379.67 September 165,624.69 May 123,478.79 October 2,854.27 June 24,549.16 November July 50,650.48 December August 24,034.73 Total $ 453,571.78 *A calculation equating free publicity in publications that are members of the Colorado Press Association for events covered in news columns, had the CVB paid for the same amount of space. Colorado Newspaper Press Placements (Quantity) 2007 2007 April 47 September 133 May 76 October 35 June 143 November July 106 December August 65 Total 605 Colorado Newspaper Press Placements (inches of coverage)* 2007 2007 April 353.00 September 1578.53 May 615.50 October 86.75 June 700.25 November July 775.25 December August 548.25 Total 4,657.53 *Note: During July several news clips from May were received resulting in different monthly totals reported in the past. Average value per inch: $97.38 Internet News Publication Measurement , 1 Number of Total Value of Ave. Value Per Placements Placements Placement April 45 $ 406,348.52 $ 9,029.97 May 40 147,081.91 3,677.05 June 57 854,541.00 14,991.95 July 23 290,999.20 12,652.14 August 33 205,920.70 6,240.02 September 32 175,187.00 5,474.59 October Total 230 $ 2,080,078.33 $ 9,043.82 Website Press Room Downloads 2006 2007 Jan - October 13,959 26,660 Estes Park Convention & Visitors Bureau Memo To: Community Development Committee From: Julie Nikolai, Group Sales CC: Tom Pickering, Randy Repola, Jacquie Halburnt Date: December 5,2007 Re: Group Sales Report Estes Park Conference Center Update All city wide groups at the Estes Park Conference Center are concluded for another year. The next city wide conference (Mosquito Control Vector Annual Conference) is scheduled for February 5-8,2008. Sales for future city wides has been good with 2008 and 2009 looking to both be good years for the conference center. For the remainder of this year, I am concentrating on the new collateral for the conference center since upgrades are complete. We began the brochure process with new photography with the final date for still shots to be concluded about December 1801. CVB Group Sales Report For the months of October and November, the meetings, weddings and reunions markets saw increases in referrals, while the tour market was pretty stagnant. (see attached) Year to date figures show a huge increase in referrals, but a decrease in group leads that are sent out to our members. There are probably several reasons for this, but the two reasons that I can verify are: people are hesitant to give out their email address and the second is the constraints associated with my time. It is a long process converting referrals to leads if they do not come in via the website. Due to my work with the conference center groups, my schedule does not always allow me the extra time necessary to do this in as timely a manor as necessary. 1 2 0. ©U 6-1 Ad B 0 M MM - CM - 0 0 0 0 B 0 tow•o-Vel-©-6 51) .E 21 + 2 2 00 4 1 - 1 M 00 - 00 an 2 'E M 00 h 0 M - f.4 -1 U©©09, 444--AG©-MMUM C .B U J -1 A to M 2 160~-e•4*h# ~ M r- .6 D ri M 9 M 4-1,0--AD-1-4 :fmf 2 E b 3 A f f f 3 & ©0 E- E- CVB Group Sales 2250 Referrals Referrals Leads Leads January 68/33+52 ZI 64 89 +09 8£t III 85Z 8£I March 19 57/24+16 IE/COI I 81, February 18 62/26 21 49/29 19 56/15 June 16 50/20 02/59 ££ It/GL . , IC ZI/9£ II 2007 Leads/Referrals 2007 Reunion I 1/29 i PE A1046 Ope.Ii Ubig poleiguoS spe@1 Soluo!puI * I)ecember Administration Memo TO: Community Development Committee From: Randy Repola ~/ Date: December 4,2007 Subject: Transfer of Tract B, The Reserve, Second Filing Background The Town assigned the deed of conservation easement for Tract B, The Reserve, Second Filing open space to the Estes Valley land Trust in 2002. By creating the conservation easement, the Town became responsible for enforcement and limited maintenance of the terms and conditions of the easement. The Reserve at Estes Park Homeowners Association (HOA) offered to take responsibility for the property and related duties. Given the location (please see attached map) and strict limitations of the parcel, it seemed appropriate for the local HOA to provide the required oversight of the conservation easement. Consequently, staff presented this recommendation to the Community Development Committee at its regular October, 2007 meeting. Subsequent to Committee approval, but prior to submission of the recommendation to the Town Board for final action, members of the Ranch Meadows Condominium Association contacted staff with objections to the transfer of the easement. Therefore, staff recommends that the earlier Committee recommendation be vacated and a discussion be held at the December 6 Committee meeting about the future of this conservation easement. Representatives of both associations have been notified that this matter will be presented for discussion and they are invited to participate. The 2002 agreement between the Town and the Estes Valley Land Trust allows the Town to assign its rights and responsibilities as Grantor to a third party. Furthermore, the EVLT is supportive of the transfer to the HOA. Budget There is no cost associated with the transfer. Action Staff does not anticipate any action at this meeting. The objective is to seek input and then determine what, if any, additional steps should be taken relative to Tract B, The Reserve, Second Filing open space. -. . 4 ~ -=EF 11. g :1*~I· ~Al . 7,# 4 »I v -f .1 . -- --.-- I.-Il ..1, -*>1.- 1 · VI I . h - - . 1-*-I/*. 4. . -.4./ . n 1 . gh- 21« I , 4. IN 1 . I. - 4 1 1. ' 9,8 ,4 * 4.5-.4 .T. u 4 J Lt: f: .. . 2 .9 40 , 7 1 4- 1 4 <1 -A 56 g At - $2 t»f : . I ... L 2 4 f f •4 . 1 r. i i . . 1,0 , 4.4 , - 7./.- 1,1 . »*19. . 14- 1 -1 -- - ,.4: 1 - I - 4 .r .11 . <L/b 4 f . 44 4,1 47 g *El-* H I. . 7k 0 y...1.r~~ .,6 < 9,71' - 11 /.... /1 1 -4 4- .- -41 , lb-*€11.34 1 - . a. k..I< 94 9:3.1 - 1 ' 541 T 0 ..1F 4-, Ar . ..... 7 - e,Qu,/Lka#, 4 it'. ~ *J, -91 - - .111 ILIM~ - 4 /1 + .Stri'irt 30,- - #r 4 CkS + 7.- I - 0 50 100 200 Yards 1111.1 1 1.11,1, Estes Valley Land Trust 0 0.025 0.05 01 Miles WOONN 5 32 42 12 f #2 22 M Q 00 R 2%2 0 281 'er,-Chen 1-91-0-04 » R 4- "1 1~1 q n 01 i g m 2 04 + 18 goo gR 1 9 -. s. A q 1 3 e CO KRE '°g 32 2 2 2 2 32 32 32 f % 05 0 0- 00000 0 0 gsa 0 O Mi 0 =r =11 f 8 01 m ya 1 11 * 3 -0 9 - N -A 8 w6 g E- O 5 22 2 -~ 3= t ORE< Z 1 hilz UmkU ad E- LIJO MONTH TO DATE YEAR TO DATE BUDGET vs. YTD 26,626 27,025 (4 0) 279,654 279,114 540 2 365,183 279,114 and Maintenance 9,257 3,296 5,961 50,923 58,165 (7,241) 17 78,318 58,165 9£9,£ 1 (952) 5£5'E *18'0*E ~ 001 (9£Z'01) t18'0*£ Ld'0££ 99'5 IZE'OE £88'GE osoodxz[ @ouuu@luyepf pue uouated (188'61,E) (291'99£) (311'61) (188'6172) (OLL'0£E) t'SI (IZE'00 (SLf'OE) VAR YTD YTD VAR ratios 2007 °23Ege 41,824 41,597 (227) 46 4,348 (4,348) 30,230 32,734 2,504 36 (600) 25,347 14,010 (11,337) 15 (460) 2,407 2,591 185 3 (5.408) 99,808 90,932 (8,875) 100 ·moK qoug Jo lowenb ls I u! peA!0001 /huno 0 41!,M luotnesmqunai VDI ·poled!0!iue samlipuodxo in,!deo 19410 ON '*Spnq U! PoAoidde se loluudionoid ITY DEVELOPMENT (101-1600) W COMPARISON intenance Expense .I@AO SanU@AN JO X oP/ss@oxa satdoooloqd KILIBIni.Id 'soiretio snoouenoosipy 0 5 0 gig r---- r--- 0 18 0 1 g co 2 32 32 too E° 0 O 202 2 1 Lr} CNWO h ¢9 -1 01 00- s 54 0 99 M-m - 64 0 5 2 6 0 C U 3 el U 0 LO O Licenses and Permits 11,654 29,595 17,942 298,725 298,871 147 100% 240,900 298,871 124% Total Revenues 11,907 29,600 17,693 302,248 299,995 (2,253) 100% 245,900 299,995 122% %8L 8*I'8IE grOSE 01 908 8*I'8IZ £56'BIZ fIt'61 838'*Z asuodxE! joueummen[ pue uouel@do Imol MONTH TO DATE YEAR TO DATE YEAR TO DATE VAR VAR ratios YTD YT 2006 2006 % o~9~ of B (248) 3,524 1,124 (2,400) 5,000 1,124 22% E9*'L8 I LLO'9£Z %98 (69£'8) £9f'L8 I 860'6L I (BL6'E) 589'OE 8L0» I 989'0£ 598'6£ @ouuu@lu!1311 pue suouelodo L+8'IS (59 E'to (8*t''I) Lt'8' I 8 56Z'£8 901'EZ 981'01 COME]) PROTECTIVE INSPECTIONS (101-2300) CASH FLOW COMPARISON osuadxa goueuounew pue uot E.lod JOAO *nUOAO.I Jo Kouo~ssjoxEI 4!uumnH JOJ le}!quii se/• 40!tv. Jo 1,08.rel 041 '9003 mag Spurgal Muuod Sulpl!nal 'El/duo 2007 vs. 2006 Revenues 0 g 5@ 32 2# R & -0 g =, h 2Eg 1- > 4 858 y 9 W 0 0 32 2 a. > 32 9 2 0- > 1 g 2 >L % Change % Change om from May $1,606,541 $1,662,829 4% $2,100,174 26% $1,457,427 -31% $3,195,672 11950 February $1,017,096 $595,875 -41 % $2,782,210 367% $3,458,209 24% $1,471,444 -57% %8Z- 6tS'EZZ'8$ %898 88£'8t79'EL$ 562 L- 89£'LEE' k$ 900€- EOL'ELS' L$ £69'89 L'8$ Ainr %888 96 L'ZOE'8$ %88- £9*'£09$ 0/OLE *49'096'2$ %03- 9,9,9,+12$ LL*'990'8$ Jeqoloo %92- 002'989'62 $ 968 L99'802'Et $ %€Z *6*'933'68 $ 9602- 26'889'83$ 982'89*'82$ March $1,503,447 $4,767,948 217% $3,439,128 -28% $2,995,104 -13% $3,045,601 2% April $4,845,488 $2,098,150 -57% $3,399,901 62% $7,080,592 108% $1,529,733 -78% %91 ZOS'9t L'£$ 56LS- 290'OZZ'8$ %L68 *ZE'ELE'9$ %9 L- 968' LeE' L$ BLS'0€97$ eunr %98 * LE'399'MB %9£ L £98'09*'8$ % L L- 869'99*4$ 908- LZ.17' Lt,9' L$ EOL'OOZ' 1$ isn6nv 0/0*E 8*9'8282$ 5699- 8'1494$ %LE L 89*'EL*'*$ %9*- 969'068' L$ 9£9'0 LVES Jeqweldes 1*L'St€'2$ 96 L '990'8$ %ZO L OLO'St*'8$ %09- 0*1'099' UD ZL6'691'*$ JequleAON January $1,635,614 $932,341 $4,450,815 377% $2,030,683 -54% $3,487,495 Monthly Building Permit Summary 2003 - 2007 Total Valuation V I ation ious Total Valuation ~~6ation , Change Total 909 - 998'892'2$ %ZE 990' L Lot$ % LE 6£0'161'2$ 9*Z'£ L84$ Jequiesea TOWN OF ESTES PARK %Change £008 0-LA Nulled Bu!Pling\£008 SlhIOd3H\SlhIOd3}3 31¥a-01-BVEIA\Sll:!Odabl\Bu,Pl!ne\Aep UIWOO\BleA.les\\ Month BOARD OF DIRECTORS 194 /11 1F· . · inairman: Christopher Wood Vice Chairman: Bennett Penn Secretary: William E. MeNamara Treasurer: Greig W. Steiner Board Members: Lynette Johnson, Julie Pllares, Ron Wilcocbs ARCHITECT OF RECORD / - Roger Thorp, Thorp Associates, P.C. Estes Park CO unobstructed-view seating for 430 LEVELS OF Year-round theater with comfortable, GIVING Programming: MusE $100,000 and Up . 3 Community Recitals/Concerts STAR $50,000-99,999 2 3 Music Festivals 1 3 Musical Theater and Plays PLAYWRIGI-IT $35,000-49,999 i AS urnmer Repertory Theater COMPOSER $20,000-34,999 A Educational Workshops PRODUCER $10,000-19,999 3 Lectures and Special Events DIRECTOR $5,000-9,999 CONDUCTOR $1,000-4,999 ~ FINANCIAL PERFORMER $500-999 ~OBLIGATIONS STAGE MANAGER $100-499 CURTAIN CALL $Up to 99 Ell CRITIC $O Bupporters of the Performing Arts, Inc.: ~ Construction costs: $3,500,000. Sponsorship of seats in the auditorium are available #Town of Estes Parl<: $1,350,000. for $500.00 each. Each seat willkave an engraved ~t Commitments for land, site preparation, plague. / parking/exterior lighting, and landscaping. I would libe to buy: Theater Seats at 1. E $500.00 ea. 4/. -3'ird 30 Gifts in Kind and Special Contributions will be ill:'ll" Illie#*.2 4~ recognized. Naming rigllts are available for the Performing Arts 11 1+ 9/@l.Liii .- .=. '. _. Center, the Theater, and other aspects of th e venue. t-·0' 7/711 7 14 www.EstesParLTheater.com 63*. DONATION FORM The Supporters Of The Performing Arts Inc. (SOPA-), is a 501(C)(3) non-profit Colorado *12 Supporters corporation. All contributions are tax deductible 9-m of 110 to the extent allowable by law. YOUR CONTRIBUTION IS l/€'U 1 Performing GREATLY APPRECIATED! YES! I want to CONTRIBUTE: Arts The sum of: $ If you wish to malee a donation by credit card, please visit our web site at www.EstesParleTheater.corn. * T . PLEASE complete the information below: k k 4. b Print Name: %" ,AllI,I ~ Mailing Address: ; State i Zip Code *t*- n .1 /• . Phone: I)Ulla111~ - ~ E-Mail: a OI wou ld lilee to be added to the E-Mail subscriber list. l. Perfbrming Arts Center ] lor ~ MAIL FORM AND CHECK TO: Estes Park I * Supporters Of The Performing Arts, Inc. ¥0~10/1131.'... . P.O. Box 3077 • Estes Park CO 80517 . ~ For more information, please call 970-481-6142. ·. ~ WWW.Estespar]2Tlleater.conl Jd, uljoring*rward positively with a aommon goal." 5 L 1~19; 4 *2 21 - .n -¤ Supporters 04 /fhe 1.71 f · ~~ tertorming It Arts RO. Box 3077 Estes Park CO 80517 Auttiof.1 970-481-6142 6 / www.EstesParl<Theater.com Roger T\,orp fe Associates, P.C. Join our Team in the Building of Dreams 41 1 i • 1 7, ivioving Jorward positively with a common goaL GOAL: To raise $3.5 Million to begin building the facility Fall 2008 witk a grand opening in 2009· . 0.. . FUND RAISING: fild Funds Needed:........................ $3,500,000 '46 / Cash/Pledges/Gifts to Date: .....$ 1,195,000 Amount Needed to 1 - 1- c - 16 4 91 Begfin Buildin* ............ $2,305,000 ~ 1 ---0--30 , L. . Ak-I' #P 1& F t -?U. i - , i eater will 6 a major asset for the city of Estes Park... -- John W Tate Sponsors of Theater Lot>by THE PERFECT GIFT Sponsor individual seats for $500. This will malee a perfect gift that willlast a lifetime and will have a plague with vour loved one s name engraved on it. No Gut is 100 Small! . f. 7r rr The Supporters Of The Performing Arts Inc. (SOPA), is a 501(c)3 non-profit Colorado corporation, «~V/.- All gifts are tax deductible to the extent allowable by law. PLEASE complete the information below: I wish to GIFT $ I want to buy Seats x $500.00 = Total: $ Names on Seats (if applicable) Print N anie: Mailing Address: Citv State Zip Code Phone: E-Mail: U Please add me to the E-Mail subscriber list. MAIL FORM AND CHECK TO: Supporters Of The Performing Arts, Inc. P.O. Box 3077 • Estes Park CO 80517 Thinbing of mabing a larger gift? Pl ease ca 11970-481-6142 f or more information on other tax deductible gift options or visit www.EstesPar]<Th cater.com '4448** 1 1 1 r'llei ®De 1 -[#)(0)®FE [Es @Ir tr® m 1 IFIBERIP@MINII[MI@ AE[im en SOPA INC. * 1 £5TE5 PARK * COLORADO 1 -1-1 + $ ... 1 1 4· 1 >2 f - /// * ..... I e.0- ENTRANCE VIEW OF THE ESTES PARK PERFORMING ARTS CENTER THORP ASSOCIATES, P.C. ARCHITECTS and PLANNERS 1 VISIT OUR WEB-SITE AT -- www.estesparktheater.com 1 1 1 1 1 1 .t 1 1 1 1 1 1 1 THIS BROCHURE HAS BEEN PRODUCED AT NO COST TO THE SUPPORTERS OF THE PERFORMING ARTS INC. Layout and design provided by ~ The GREIG STEINER DESIGN STUDIOS Printed by the TOWN OF ESTES PARK ~ Edition No. 1 - Volume No. 2 .&4 li . li ma•P - 0.TAB-•IRf,9,94:2 SUPPORTERS i , i,Win<AF*41 7/V**22 Of The Performing Arts 1 Friends: In the summer of 2006, the Town Trustees unanimously approved the building of a Performing Arts Center for Estes Park. They challenged the arts community to come together and raise 3.5M for the construction of a theater. The Town in turn would provide the land, site preparation and over 600 new paved parking spaces. It will also complete exterior landscaping and lighting in the amount of approximately 1.3M. The Supporters Of The Performing Arts Inc. (SOPA INC.) was formed to rise to that challenge. Through a host of benefit concerts throughout the 2007 summer season, the community has been rallying in support of this project. To date nearly one million dollars has been raised towards the project. We hope that the announcement of naming rights for the various features of the theater will help encourage both private and corporate investors to become involved in these fund raising endeavors. Without the support of the local population like yourselves and the tireless efforts of a dedicated board, the construction of this facility would not be possible.. This facility will provide a long awaited home for the well deserving performing organizations already in existence and open up possibilities for a host of other performing events. Thus, Estes Park will meet the growing demand of residents and tourists alike for a culturally rich and invigorating experience worthy of this mountain town. Thanks to all of those who have dedicated countless volunteer hours towards this project and may we all benefit from their efforts in welcoming a new state of the art, Performing Arts Center to our community and the surrounding area. 14(4 ~0*46* 4 ·ji..,. , 1 ¥ Christopher Wood he I .W V &: SOPA Board President t 04,1 1 4 :4 liE 1 4.4 V BOARD OF DIRECTORS OF SOPA INC. 1 .1-, 1 ~~ TOWN Of ESTES PARK 1 Administration 1 1 "The Town of Estes Park Board of Trustees is excited by the plans for a theater at Stanley Park. In partnership with the Supporters of the Performing Arts, the Town looks forward to this exciting facility and all that it will bring to the community of Estes Park. With SOPA's expertise and enthusiasm, the theater is more than just a facility for the performing arts in Estes Park-it will be an investment in the quality of life for residents and visitors alike." Mayor John Baudek 1 tt... .13 001.- 1 "SOPA is a very enthusiastic, energetic, positive committee which deserves the consideration and support of the community." I Trustee Dorla Eisenlauer A £3 1 /// 7 Le- f ~·'64<(i- 2-- Ucit¢ t.--~a t...3 -. 1 1 1 1 P.O. BOX 1200 • 170 MACGREGOR AVENUE • ESTES PARK, COLORADO 80517 PHONE: 970-586-5331 • FAX 970-586-2816 www.estesnet.com I.= , . .'..."'I;'".-' 1, . ~ WHO WE ARE AND WHY WE SEEK le?bl YOUR SUPPORT THROUGH DONATIONS AND PLEDGES 1910 1 ve\) C WIt{1@ IA[~[2 . D. 1 The purpose of Supporters Of Performing Arts (SOPA Inc.) is to raise funds to build a PERFORMING ARTS CENTER for the community of Estes Park. The theater will be a valuable asset for the growing demand for nighttime entertainment for our tourist derived economy as well as serving as a home for our culturally rich and diverse community. 1 / Mto@ En /ME NM MN [PAC![[LInrin 1 If you are involved in the performing arts in any way - are a participant in a music group or personally acting, singing, dancing, designing, playing an instrument, writing for the 1 stage or music group, are a public speaker or entrepreneur interested in bringing programming into the center, are a theater educator looking for a workshop venue for students in 1 acting, design, production, dance or music, or if you are an appreciator and audience member involved in any form of theater arts you will use this facility. There is room for all 1 these events and many more. 1 [8[0)UCATEQ)INIA[L (0)IP0)@lmnlll[MIIrirK[M Education has been an important aspect in the planning of the 1 facility. Learning experiences for students of all ages and in all disciplines of theater are planned to be made available through summer theater programs, workshops and a variety of other 1 community related events. SOPA INC. hopes to provide educational opportunities in acting, directing, scenic design for the theater, dance, musical theater, technical theater among 1 others. 1 1 -1- WEY BUIDLIG A PERFORMING ARTS CENTER? ~:£~ THE PRINCIPAL REASON IS THAT THERE IS NO HOME l/el FOR THE PERFORMING ARTS IN ESTES PARK Studies show that the arts revitalize the communities where all forms are available to a wide audience. Many other towns in the region are aware of the importance of the PERFORMING ARTS and are initiating similar Art Center projects. We must act now to maintain those value of life elements which are so important to a well rounded community. The value to the economic growth of the community and the area in general will be positively affected by this facility. It will encourage the young people to participate in the performing arts of all kinds. The facility is expected to be able to provide many learning opportunities for both students and adults with spaces adequate for rehearsals, workshops, classrooms, classes in a variety of music and theater pursuits. The board of directors of SOPA INC. is planning to establish a format through which all 'registered' arts organizations and local entrepreneurs may bid on the various spaces that will be available for arts programming and events. This will be built into the overall booking practices for the Center. There is a great need to provide steady programming through the summer months when visitors are looking for evening events to attend, but there is also a need for theater and music camps. workshops and apprentice programs to involve our youth. A variety of different kinds of spaces will be available for use during three different booking periods each day. Schedules will be broken down into MORNING - AFTERNOON -EVENING time slots. Space will be available in the lobby area for small recitals, chamber groups, readings, solo performances where a large audience is not expected. The main theater space will accommodate approx. 430 patrons with adequate ADA seating and access on the various levels. The theater and attendant spaces are to be professionally managed. A search will be made to find the right kind of person to carry through the ideas and goals of the center in the most efficient manner possible. Management is key to keeping a facility operating during as many of the available time slots and in as many venues as possible all year through. OUR GOAL - FUNCTION WITH EFFICIENCY -2- 1 ™EA.RINTERIOR PLANS 1 * CUTAWAY VIEW OF THE THEATER COMPLEX 1 9-U-'Tn;---7.z,'-'7 fp~4~b¢14-/"MI'limi---'- I ),ir wrri.../3... Ir/plilillillixil'.a. 0 6 . LI. @ r- , 1 MAIN FLOOR - GENERAL LAYOUT 1 1 DRESSING ROOMS 1 1 r-1 rn ,-' r--7 T 4 oc: T -Illfl 1 r-7- T - 1 1=UUM A 1 29 - -42> TRUCK A SCESS Ell~ -j:-71; -L EN IlkANCE1[.OBBP f,1 f·- 0..„... 1 •--rzl [*Xk 1 .1 -1 Allk- A. . 1 . m---1] _~8 ' ,42.- ' SEATING 1 - 51 274 1 £11 312 rf il-·21 1 y .11 j E tri 1 LOBBY f f- u . 1 1 ' M 1 P L f R I f / 4111 %\-\\ 11- ii---2 I //, 9 H '565 15&0£2/31 STAGE i SCENE-[ OCK ' \\ Il Re c ~u»=4' ~14 14* ri\\\\ \\\ 7\ 1¢\ It-1 ' 2% .%9_1*. 6 ill // - i /·rf- \1 0 k,b.kn ~.01- 0 ADA ACCESS The Theater will be built ali on one level with no basement. This will provide the most access to all parts of the complex while being the least expensive way to have a working theater with all the amenities possible within a limited space. -3- PATIO -SCULPTURE GARDEN I'lilli c )ltMIN(. \141 S c i·li l i It Fl 41 17..1 1 <)( \11(}14 1,1.Ai SOPA INC. \U I ..&- , . 11210:,rr,waa:, t· >.# :· , 4*I........-'V . 0 4.9 .1 14 0 641 / 9. 1 0 =B . = 0'r . I . ·4 n i -. 7 98 .1661 W L -I.-Il.-p rat'=momit ....i/""/*&. 1 C O c<13. 0.46 0-i,g 1 11/.. t CED Q or,0 . -- - 41,/Bulgiiibl' -!% , D 3, 41.1 fim.MAA"K- 70 .H ' r 6971 •Rif-1 7/. 1<likie 1, 1 f.9 1 - €9 4.4 -2,07 / , 9,- 3. 1. il ,@~; . Rit,Milf #* <M. IC. 411" 4/1/ 4/ZI ..i - 213»14 .3 ~ 1 . ,-0.j :?ee.1 2.. U 196 + 1 - .1 r 0> ~ -2 Z:ew/LL "/I% I....libil' I v :difil' 1 1 1 The new performing arts center will become part of the refurbished STANLEY FAIR GROUNDS The building will be located at the Southeast corner of the grounds where currently the white, horse barns are situated. An additional 600+ new parking places will be added to the grounds to accommodate patrons. 1 -4- 1 I , . I "%" PARIN=WN/GUM CENTE~ NAMING RIGETS OFFO~UN!1~§ InUCTInG 111 TIN fUTUR< 04 OUR (OmmURITV DE r - .,. 1 PERFORMING ARTSCENTER - STRUCTURE *41. € $2,500,000.00 1 1 :13 0,14 , '4 THEATER LOBBY r -- A C i $250,000.00 1 t 1·4 ~ .- r-399 ' - . P g 4. Lzl . NAMING RIGHTS ~Rt r 1 PURCHASED BY - 1 TATE AND JOHN TODD AUDITORIUM < e~!LJJ'.4* HOUSE SEATING $250,000.00 -5- 1.,0, . | ~rES PAREPERFOIMING AlliM CENT~ ~ NAMING EIGErm OPPOXI1II11LVEZ1EHES - CON~D. rcu' U24 STAGE HOUSE - Approximate size 75 ft. X 40 ft. Right: Overhead View of Curtain and Tormentor layout. Left: Shows arrangement of the various drop lines, light and curtain lines. $200,000.00 7 1 - 1-- 2«11: M fjil 11111#11111'Fl ~"--·3 -R 1 1 Ti~$0 1 |Ii:MIHII~~1 ~1~-11111*3 8 kiL 'i. .bi'Yld- 1 J v 1 IL= _r 1 16'Q--- M? 2 I L-- 1 . 1 L-_-J L A N DRESSING ROOMS --7 r--1 1 1 1 Two 'company' and two 'Star' - - C€) T -0' I c[.1 Dress Rooms. COM]#NY - 0 slarJ t EACH 'Company' dressing - - No. 1 N u. 2 room is priced at $75,000.00 - - -- The TWO 'Star' DRESSING -- ROOMS are priced at $75,000.00 " .1 4 - together. CC F. 1* 0 · 7 SCENE DOCK: Approx. size - 75 ft. wide and 25 ft. deep. At the lower left is the storage fur the Steinway grand piano and, possibly an organ console. Far Right, shows the truck access to the dock and at the center the work space and storage for 'current show' scenery. The two overhead doors (shown iii red) allow for'wagon mounted' sets to be rolled on and off the stage. (Blue marks show backstage crossover access to dressing roomx.) 1 E . 1- v. 12 # 1 ~6-T-t=ZI W-7 111 - --- tel - -41 --L-9 - 1--1 $100,000.00 -6- 1 I I / i 111 11 i \1\ f.11 1 . .f ., 43 , ---~ ..54.---- 1 Zill PAIE•mFORMING Ams CENrE• i (~tetl NAMINGEIGUIrS OHOErUNrrIES- i CONID. ;Fli~ Dressing Rooms -¥,V C r . -- .. r - ~ ~&w~L~To the Lobby . · ° PURCHASED BY *- 1 . LYNN AND JERRY ~ RUTLEDGE Glen Room ~ 11P-- . OF DRAKE, COLORADO 1 "0: , 0· I Sa~ Stage The GREEN ROOM is a very important part of the backstage area. It is used for pick-up rehearsals and vocalizing before a show. It is the place where readings, and music practice may be held so the stage is not occupied with these functions. It will be used as a class room when educational theater projects are under way. It is used as the 'warm up' room for singers and dancers before entering the stage. It is a place for the performers to meet and for them to relax and also for the public to meet them after a show. It is the only place where the audience and the performers will mingle back stage. It is used as a staging area for large groups of performers who need to enter the stage in a group and helps to coordinate all manner of back stage mechanics and organization. It may be used for small receptions when a special star is involved and even for a place to feed hungry performers when there is a long running show. $50,000.00 1 -//9-~2 1 AUDiTORIUM SEATING: The seats may be named for yourself, your family or they may be dedicated as a memorial or in 'Honor Of' a third party. A SPECIAL WAY TO BE A PART OF THE CENTER! NAMING FOR EACH SEAT IS $500.00 -7- 1 . £ 1%.' '.4 3 ,~ 1 0- W 1 i Al ti'. SOPA INC. ,-4 1 16 . . -- 4 2 1 0 I k 1 Shown above: Roger Thorp and Joe Calvin review plans THORP ASSOCIATES RC. ARCHITECTS and PLANNERS PRINCIPAL ARCHITECTS AND DESIGNERS OF THE ESTES PARK PERFORMING ARTS CENTER 1 The vision for this project has gone through many changes over the last five years. The current plan was conceived after much study of the requirements of the arts community in Estes Park and also for the professional performing arts and entertainment industry, all of whom will use this space for many years. 1 The footprint of the building has remained constant and changes have been made to the interior to reflect the requirements of the local arts community. The aim has always been to create a theater that will serve as many functions as possible and still stay within the allotted budget requirements. 1 -8- 1 - .: 1 '-4 0&0- EOWYOUCANHELP Plan an informational or fund raising party for friends and acquaintances or for your organizations members. .... Have a dollar goal for your effort or event. Share your personal enthusiasm and commitment to the Performing Arts Center. Enlist friends and ask them for their ideas and level of involvement in the arts. Ask a SOPA INC. member for information on how to help you present this important project to your friends or group. PASS THE HAT at your group's events to show your support. Create a designated 1 MATCHING FUNDS GRANT to contribute to the project Several have been created and all have been successfully completed The Supporters Of The Performing Arts are constantly recruiting new members interested in serving on a variety of committees. If you or someone you know is interested in being involved and having a part in the exciting plans and decisions to be made in the future of this enterprise get in touch with one of the board members. You may call 970-481-6142 for information 1 -9- 1 . 8 *#.,WL,e.-;.--a-...7/ 1 WHAT PART WOULD YOU LIKE TO PLAY IN THIS PRODUCTION ? 1 f-- ·i#1 OF 191*4 "LEVELS OF DONOR PARTICIPATION" j L/e\J SOPA INC. MUSE $100,000 and up STAR 50,000 - 99,999 1 PLAYWRIGHT 35,000 - 49,999 COMPOSER 20,000 - 34,999 PRODUCER 10,000 - 19,999 1 1 DIRECTOR 5,000 - 9,999 CONDUCTOR --l-- 1,000-4,999 1 PERFORMER 500 - 999 1 STAGE MANAGER 100-499 CURTAIN CALL up to 99 1 CRITIC· 'O' 1 ALL POSITIONS ARE CURRENTLY OPEN FOR CASTING i DON' T BE SHY.... 1 - 10- 1 .. . . D 1 DONOR PLEDGE FORM dwt] AND GENERAL INFORMATION The Supporters of the Performing Arts Inc. (SOPAINE.) is a Corporation organized under the laws of The State of Colorado as a Non-profit Corporation operating as a 501(c)(3) group allowing it to solicit funds on a tax free basis, under the 1RS, for the ~ specific purpose of raising funds for the CONSTRUCTION COSTS of a PERFORMING ARTS CENTER for the Estes Park Valley . D. The total cost of the facility is projected to be $5,500,000.00 with the burden on SOPA INC. to raise $3,500,000.00 of that sum in cash and pledges before November 2008- YOUR CONTRIBUTION IS VERY INIPORTANT TO THE REALIZATION OF ~HIS PROJECT. 0 Please join us by making your contribution today 1 9% 4 99 You may donate cash, stocks, in-kind gifts, or Inake a 1 pledge. All funds donated are tax deductible to the extent 5/3 of the la,v. Gifts Inay be split a•nong different tax periods 2 M at your convenience. t.*-2 FOR AN EASY AND QUICK VVAY TO CONTRIBUTE GO TO THE ~NEB SITE estesparktheater.Con, CLICK ON THE PAY-PAL icon and proceed 4,&01 vvith the directions there. DO IT TODAY! 942 I/VVe NAME: wish to make a contribution in Cash or by Check SEND TO P.O. BOX 3077-ESTES PARK-CO-80517 1--1 PLEASE CHECK 1/VVe wish to make a pledge --------------- ~ ONE BOX in the amount of $ payable in cash, stock transfer or another method on the date or occasion of A board member will contact you personally to arrange details at the place you indicate below: 8.1/5 NAME: Phone: 1.*2-2. Address: E-Mail: A Contract will be forwarded to you when the details of your pledge or transfer are completed. You may contact a board member at 970-481-6142 for further information on ways to make contributions -11- 947« . 4 ... ... 1 Mb YOUR SOPA INC. BOARD I EXECUTIVE BOARD OF THE SUPPORTERS OF THE PERFORMING ARTS INC. A NON-PROFIT CORPORATION PRESIDENT -- Christopher E. Wood -- BA in Voice Performance, ~344 *~~ Principia College, Illinois. Former president of the Fine Arts Guild of Estes Park,. Music Director for four musicals for the Fine Arts Guild. Owner and manager of MeGregor Mountain Lodge in Estes Park, Colorado VICE PRESIDENT --- Bennett Penn -- BM Conducting MM in music, from Northwestern University, DM Conducting from Indiana University. ~Ill-ma~ Director of various professional music organizations, a community theater, ~„.... and choirs in Louisville, KY. Director of Lakeland Choral Society, FL. I.jgu .Agp7'/37*/.81 Conductor of Central Florida Bach Music Festival, 12 years. Professor of . ..1./U. 1 Music at Florida Southern College. Music Director for four Fine Arts Guild ~ I7#1 ZE 1 productions in Estes Park. Served nine years on Estes Park Music Festival Board, five years as President. President of FOSH board 1996-2000 SECRETARY -- William E. MeNamara -- BA from University of lilli//W . A~ till. I Washington. Former executive director for the Rocky Ridge Music Center. Owner and manager of Hidden Leopard Productions, Director for Fine Arts . alill *"i Guild productions, playwright, instructor. . TREASURER -- Greig W. Steiner -- AA - in Education, Mt. San Antonio College, BA - in Theater; Principal Artist of the Greig Steiner Gallery with works in public and private collections around the world, art . 1,L. show judge and educator, theatrical designer, stage director, choreographer -7 - 4 0 for over 350 productions. Estes Park resident and business owner for 48 1 years. Co-founder of the Dark Horse Theater in EP 1959, member of Board of Directors of The Estes Park Music Festival for 22 years. stage director and ...Nifil designer for the EP Fine Arts Guild for 48 years. Board of Directors member ~ for FOSH 1996-2000. Listed in Who's Who in the West. l - 12 - I..2 . ... - SOPA - 1 GENERAL BOARD MEMBERS FICIA 1 AND COMMITTEE 24"f CHAIR HEADS 1 James Cope -- Advisor -- BA from Denison University, Certificate ]/04,1 from Institute for Organization, Yale University, Association executive. Former lobbyist for pharmaceutical industry for 30 years. Washington, 1 D.C. Lecturer on government, the legislative process and crisis - *4 ;2W'/1 management. Listed in Who's Who in America and Who's Who in the .1 6 - World. Lead actor in many Fine Arts Guild productions. I Lynette Johnson -- Grants Coordinator Chair; BA in Spanish from Wright State University, MA in English from University of Nebraska. Former high-school and university teacher in English and Spanish and 7-- 1.- R. 1 ELL in Omaha and Bellevue, Nebraska. Served with: Estes Park Chamber Music Society Board, EP Music Festival Board, founder and treasurer for EPArea Music Teachers Association. Founder, director and -1>*1 1 volunteer of the English for Language Learner Program. Performing ...LA musician in 10 musical organizations. -4 1 Julie Phares -- Fund-Raiser Chair:. Manager and agent of Linden Bartels and Noe Insurance. Served as President of EP Swim Club. - 4-1- President of Noontime Rotary Board. Club Rotarian of the Year 2003, 1.Id./6~ 1 District Rotarian of the year 2006. Acted in Fine Arts Guild productions .UY. for 13 yrs. Fine Arts Guild Board member. Directed various Fine Arts Guild productions. ,"16~1*4. r 1 Ronald Wilcocks -- BS and ME in Computer Science. Estes Park ,- M 1 Urban Renewal Authority Commissioner, Vice President of Cultural Arts Council of Estes Park. Owner and manager of Earthwood Artisans and Earthwood Collections, Estes Park - TOWN OF ESTES PARK REPRESENTATIVES ...#*e#7 ..6 1 ta W . Randy Repola - Town Administrator at left 1,3~4,6. . 2.- Dorla Eisenlauer - Coordinator and Liaison at right 1