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Home My WebLink AboutPACKET Community Development 2009-10-01Preparation date: 09-23-09 * Revision date: AGENDA TOWN OF ESTES PARK COMMUNITY DEVELOPMENT COMMITTEE Elktober 1, 2009 8:00 a.m. Board Room, Town Hall 1) PUBLIC COMMENT 2) CONVENTION & VISITORS BUREAU a) RECOMMENDATIONS TO TOWN BOARD: i) Rooftop Rodeo Committee Membership and Officers - Mgr. Winslow ii) Rooftop Rodeo Stock Contract - Mgr. Winslow b) REPORTS: i) Marketing Committee - Mgr. Marsh ii) Visitors Services - Teri Salerno 3) MUSEUM/SENIOR CENTER SERVICES DEPARTMENT a) REPORTS: i) Museum Monthly Report - Dir. Kilsdonk ii) Senior Center Monthly Report - Mgr. Mitchell 4) COMMUNITY DEVELOPMENT DEPARTMENT a) RECOMMENDATIONS TO THE TOWN BOARD: i) Skills and Knowledge Based Qualifications for Contractor Licensing - Dir. Joseph ii) Sign Code Summary Outline - Dir. Joseph b) REPORTS: i) Community Development Financial Report - Dir. Joseph 5) ADMINISTRATION a) RECOMMENDATIONS TO THE TOWN BOARD: i) Procurement Policy - Deputy Town Administrator Richardson NOTE: The Community Development Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. . 1 Cynthia Deats From: Admin iR3045 Sent: Monday, September 28, 2009 1:40 PM To: Cynthia Deats Subject: Job Done Notice(Send) ***************************** *** Job Done Notice(Send) *** ***************************** JOB NO. 1961 ST. TIME 09/28 13:36 PGS. 1 SEND DOCUMENT NAME TX/RX INCOMPLETE ----- TRANSACTION OK 5869561 KEPL 5869532 Trail Gazette 5861691 Channel 8 6353677 Reporter Herald 5771590 EP News ERROR ----- 1 FILE 0 , 6 Preparation date: 09-23-09 * Revision date: AGENDA TOWN OF ESTES PARK COMMUNITY DEVELOPMENT COMMITTEE Elktober 1, 2009 8:00 a.m. Board Room, Town Hall 1) PUBLIC COMMENT 2) CONVENTION & VISITORS BUREAU a) RECOMMENDATIONS TO TOWN BOARD: i) Rooftop Rodeo Committee Membership and Officers - Mgr. Winslow ii) Rooftop Rodeo Stock Contract - Mgr. Winslow b) REPORTS: i) Marketing Committee - Mgr. Marsh ii) Visitors Services - Teri Salerno 3) MUSEUM/SENIOR CENTER SERVICES DEPARTMENT a) REPORTS: i) Museum Monthly Report - Dir. Kilsdonk ii) Senior Center Monthly Report - Mgr. Mitchell 4) COMMUNITY DEVELOPMENT DEPARTMENT a) RECOMMENDATIONS TO THE TOWN BOARD: i) Skills and Knowledge Based Qualifications for Contractor Licensing - Dir. Joseph ii) Sign Code Summary Outline - Dir. Joseph b) REPORTS: i) Community Development Financial Report - Dir. Joseph 5) ADMINISTRATION a) RECOMMENDATIONS TO THE TOWN BOARD: i) Procurement Policy - Deputy Town Administrator Richardson NOTE: The Community Development Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. 1 . Fairgrounds, Events & Facilities Memo To: Community Development Committee From: Bo Winslow - Fairgrounds, Events and Facilities CC: Jacqueline Halburnt, Lowell Richardson and Tom Pickering Date: October 1, 2009 Re: Rooftop Rodeo Membership and Officers BACKGROUND: - The Rodeo Committee Membership and Officers are approved by the Town Board. Included in your packet is a complete 2009-2010 membership listing, with the following members being elected to serve as omcers: President - Jo Adams Vice President - Debbie Holgorsen Secretary - Ronella Rissler Treasurer - Don Cunningham The committee has grown again this year with 9 new interns. The committee also moved Gary Cleveland to the Senior member list. (One has to be an active member for 10 years to be eligible to be a Senior member.) The committee had 5 resignations from the Active member list. These resignations were because of other commitments. BUDGET/COST: NA Recommendations to the Town Board: Staff requests approval of the 2009-2010 Rooftop Rodeo Officers and Membership. ' i 312351 g#3 Â£ 8 - 3 ,Â¥ :EN@ Â£13 e 0 1 2 99 99 AA MM M "r -M 41) - . 6. O 0 4 U U2 -Ce . lcd + A 2 A AE& 121 *4 %11 14â€ž732 ~1 t~~- A A Â° Â·Â· u ~ - RA @~ 4 A g U U ZE=52- 04 00 4 1 & m W Â¢Euat 4 k J 0,2 .5&436 5 Â£ 2 v 2 *%(11 4-w 7441 N -3 :1 ..r m H -i Â·M .R 9 IMS=00 : -2 e -Â§ 4 -~~ 1%40 2 1# 5 -# 4 4 1 A g 31#5~ 3 1#11* ~ 2 Aral'Q 140:CU ZiZB <immm=oQWbLE,Ad>I <mmoow:â€¢,Eâ€¢,ELE~ 0 fi 01 8 I t -- GO 0 il IN 21%915 al. 04 8~ M :IrIgf~5*4#j B~=tâ‚¬=* b idIEIEIN a ,%% mig <mo == 2 4 2,4 .ZE ZA' 2211 11 00 E-â€¢ E.â€¢Â© Â¢2> BeaK ,~j<O U W= A>62 .3* EE* Revised 9/29/2009 2009-2010 ROOFTOP RODEO COMMITTEE Eisenlauer, Dorla - Past Queen (09) Queen (10) Winslow, Bo K.rewoos - 900 woms@id 00!A- IOA@Ii 'I@Ppol Walt abish Bobbi chen 08-09 1@II04dmoD -uoa ichael Howell Dave 1 1 Fairgrounds, Events & Facilities Memo TO: Community Development From: Bo Winslow - Fairgrounds, Events & Facilities Cc: Jacqueline Halburnt, Lowell Richardson and Tom Pickering Date: October 1, 2009 Re: Stock Contractor Bid BACKGROUND: The Rooftop Rodeo stock contract is up for bid this year. For the past 17 years the contractor has been Powder River Rodeo LLC. Requests for bids were sent to 5 different rodeo stock contractors - -Bar T Rodeo-Chester, Utah -Powder River Rodeo- Riverton, Wyoming -Broken Arrow Rodeo-Tucson, Arizona -JS Rodeo Company- Vaughn, Montana (JS-requested we send them a bid) -Burch Rodeo Company-Gillette, Wyoming Bids were evaluated based on the following: 1. Contractor who will best serve the needs of the Town of Estes Park and the Rooftop Rodeo. 2. Must have sufficient livestock numbers. 3. Must provide a list of all sub-contractors used and a list of 2008 NFR qualifying animals. 4. Must provide a list of the following personnel with top accreditations: a. Announcer b. Two Timers c. Rodeo Secretary d. Two Bullfighters e. Two Pickup Men f. Sound Technician and music with full sound system g. Specialty Act/Clown h. Back Pen Labor : 4 5. Provide all necessary equipment. 6. Provide necessary insurance required by the Town of Estes Park and PRCA. 7. Contractor that has experience producing rodeos such as the Rooftop Rodeo. 8. Fees for the contract 9. Ability to work within the team concept. Recommendations: The following bids were received: -Powder River Rodeo LLC............. $74,150 for 2010 with a 2.5% increase each year thereafter -JS Rodeo Company.................... $61,605 for 2010 with a 2.0% increase each year thereafter Staff is recommending going with Powder River Rodeo LLC. They meet the needs of the Rooftop Rodeo and are able to provide enough top quality stock, staff to support the rodeo, equipment needed and insurance required. In the bid proposal sent out it was specified that the contractor identify 2008 NFR qualifying animals. In JS Rodeo Company's proposal they had no animals qualifying in the 2008 NFR. One of the reasons contestants come to rodeos is the chance to post a high score on a NFR qualifying animal. Powder River Rodeo LLC took 17 animals to the NFR in 2008. Also included in the bid proposal was a request for the contractor to include a list of personnel with top accreditations. JS provided that list and when researching the list provided, staff found that the announcer did not have a webpage and had not announced at rodeos the caliber of the Rooftop Rodeo. The announcer is a key part of the performance and it is crucial to have one who is on the top of their game. Finally, the proposal also included a statement that said: "Proposals will be evaluated based on experience, stock quality, fees, and ability to work within the team concept". As staff reviewed JS Rodeo's proposal and did research online, it was found that JS Smith Rodeo conducts mostly local rodeos, bull riding schools, high school rodeos and is a subcontractor at larger rodeos. With this information there is great concern with their ability to produce the quality and size of rodeo we are requesting. Powder River Rodeo LLC produces many PRCA rodeos larger than the Rooftop Rodeo, several of which have been nominated for rodeo of the year by the PRCA. Powder River Rodeo is also in partnership with D&H Cattle Company which provides bulls to the top PBR and PRCA events. Staff sent bid proposals to 4 companies that in their mind could produce the rodeo and meet the qualifications set forth. JS Smith Rodeo was not included in that list just as many others were not included because staff felt they could not meet the qualifications specified in the bid proposal. Again, Powder River Rodeo LLC meets all the criteria specified in the bid proposal and in staffs opinion is the best choice given the proposals received. Powder River Rodeo LLC an organization of professionals that have the experience to produce an excellent show, they are very easy to work with, and have been a huge part of the rodeo's success in the past. Powder River Rodeo LLC is currently producing rodeos the size of ours and larger, therefore making the decision to go with them the best choice. While JS Rodeo Company's bid is $61,605, we feel what we get from Powder River Rodeo LLC far outweighs the price difference. As we all know the Rooftop rodeo has been nominated as Best Small Rodeo in the Nation in 2003, 2006, and 2008, again the rodeo is up for this prestigious recognition in 2009. There are many things that make a great rodeo. The stock contractor is one of them. Providing our visitors and locals with a professional show is something we are dedicated to and known for. People come to the Rooftop Rodeo year after year with the expectation of seeing a high standard set forth by the town and the Rooftop Rodeo. BUDGET/COST: Fees for 2010 would be $74,150. A 2.5% increase would be assessed each year thereafter. This is a 3 year contract with an option for an additional 2 years. This fee has been budgeted for 2010 and will come out of account # 222-5500-455- 29.18. ACTION: Staff recommends the following motion: To approve of the contract with Powder River Rodeo to produce the Rooftop Rodeo for the next 3 years with an option of an additional 2 years, as outlined in the contract. . AGREEMENT THIS AGREEMENT, made and entered into this day of ,2009, by and between the TOWN OF ESTES PARK, a Colorado Municipal Corporation, hereinafter referred to as "Town" and POWDER RIVER RODEO LLC hereinafter referred to as "Rodeo". WITNESSETH: 1. Rodeo shall produce for Town a rodeo to include six (6) performances, coinmencing on the 6th day ofJuly, 2010 at The Fairgrounds at Stanley Park, Estes Park, Colorado. Performances shall be as follows: No. of Shows Dates Time 1 July 6,2010 7:30 P.M. 1 July 7,2010 7:30 P.M. 1 July 8,2010 7:30 P.M. 1 July 9, 2010 7:30 P.M. 1 July 10,2010 7:30 P.M. 1 July 11,2010 7:30 P.M. Rodeo shall also produce a rodeo to include six (6) performances in July of 2011 and 2012 under the terms and conditions of this Agreement. There will be an option on an additional two (2) years on this contract upon a positive review by Town and Rodeo. The Town shall notify Rodeo on or before October 1, 2010 of the specific dates and times for the 2011 performances and on or before October 1, 2011 of the specific dates and times for the 2012 performances. 2. Rodeo shall furnish all supervision, quality stock, personnel and equipment necessary for the seven (7) major rodeo events, including but not in limitation thereof the following: pickup men, timekeepers, arena directors, rodeo equipment, arena secretary, announcer, sound person and sound equipment, arena and chute help, rodeo music, 2 bullfighters, and a specialty act to also perform as the barrel man. The Town shall furnish chutes, rodeo grounds, and approved PRCA Rodeo Judges. All personnel and equipment shall be subject to the approval of Town and the Professional Rodeo Cowboy's Association, Colorado Springs, Colorado, and shall comply with said Association's rules and regulations. Rodeo agrees that quality stock shall be stock of the same quality and condition of stock provided at other rodeos in the Mountain States Circuit during the term of this Agreement. 3. It is agreed by Rodeo that Hank or Lori Franzen shall be in attendance for all six performances, including slack. 1 4. The Town shall also furnish to the Rodeo seventeen (17) tons of hay and four (4) tons of grain. 5. Town shall deliver to Rodeo, one day prior to the start of the first performance, prize money which is to be disbursed by Rodeo. Prize money in 2010 shall be $19,950, which is $2,850 per event. Rodeo shall collect all the Contestants entry fees. All prize money agreements are to be subject to the approval of said Professional Rodeo Cowboys Association. In the event that the number of shows are increased or decreased by the Town, the amount of prize money shall be adjusted on a pro-rata basis. 6. Town shall pay to the Rodeo for the production of said Rodeo, as herein agreed, the sum of Seventy Four Thousand One Hundred Fifty Dollars, and 00/100 Dollars ($74,150.00) to be paid upon complete performance of 2010 Rodeo. 7. Town agrees to furnish the facilities at The Fairgrounds at Stanley Park for the Rodeo. 8. Town shall arrange for an ambulance at the rodeo grounds during all contests. 9. Town shall have the overall authority, control and supervision of The Fairgrounds at Stanley Park, except the production of the rodeo portion thereof, as hereinabove provided, which shall be under the sole supervision, control and responsibility of Rodeo. 10. Rodeo shall provide comprehensive general liability insurance with ininimum policy limits of One Million and 00/100 Dollars ($1,000,000) for each occurrence and One Million and 00/100 Dollars ($1,000,000) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage, personal injury (including coverage for contractional employee's acts), cont:ractional and independent contractors. The Town shall be named as additional insured on this policy. Rodeo shall procure and keep in force during the duration of this Agreement a policy of comprehensive automobile liability insurance insuring Rodeo and naming the Town as an additional insured against any liability for personal injury, bodily injury, or death arising out of the use of motor vehicles and covering operations on or off the site of all motor vehicles controlled by Rodeo which are used in connection with the rodeo, whether the motor vehicles are owned, non-owned, or hired, with a combined single liinit of at least One Million Dollars ($1,000,000). During the term of this Agreement, Rodeo shall procure and keep ill force workers' compensation insurance and all other insurance required by any applicable law. Rodeo shall furnish certificates evidencing the above insurance requirements including the addition of the Town as additional insured on the general comprehensive liability and automobile policies, as least thirty (30) days prior to the beginning of the rodeo. The parties to this Agreement understand and agree that the Town is relying on, and does not waive, by any provisions of this Agreement, the monetary limitations or terms (presently 2 $150,000.00 per person and $600,000.00 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, 24-10-101 et. seq., C.R S., as from time to time amended or otherwise available to the Town or Any of its officers, agents or employees. Rodeo understands and agrees that they are an independent contractor under the terms and conditions of this Agreement. As such, they are not entitled to unemployment or insurance benefits through the Town. Also, the Rodeo understands and agrees that they are solely responsible for all Federal and State Income Tax, FICA taxes and Unemployment Insurance taxes. 11. -All notices, demands or other documents required or desired to be given, made or sent to either party, under this Agreement shall be in writing, shall be deemed effective upon mailing or personal delivery. If mailed, said notice shall be mailed, postage prepaid registered mail as follows: The Town of Estes Park Attn: Bo Winslow P. 0. Box 1967 Estes Park, CO 80517 Powder River Rodeo LLC Attn: Lori Franzen 225 Muddy Riverton WY 82501 12. In the event that there is a default under any terms and conditions of this Agreement, the non-defaulting party shall give the defaulting party ten (10) days notice in writing of said default. If said default is not cured within said ten (10) day period, then the non-defaulting party shall be entitled to all damages incurred by the non-defaulting party as a result of said default, including an action for specific performance. Said damages shall include all reasonable attorney's fees and court costs incurred by the non-defaulting party. 13. Rodeo agrees to include the Town on all releases or waivers of liability obtained by Rodeo from the participants, contestants, and/or exhibitors of said show, with Town to be released in the same manner as Rodeo. Rodeo agrees to furnish to the Town a copy of the waiver or release form which Rodeo intends to use for said purpose. 14. Rodeo agrees that Town shall not be liable for any injuries, sickness or damage to any of Rodeo's employees, livestock or personal property, and Rodeo agrees to indemnify and to hold Town harmless therefrom and from any third-party claims for loss, damage, sickness or injury caused or alleged to have been caused directly or indirectly by Rodeo, its employees, agents or animals, or caused or alleged to have been caused directly or indirectly in any manner whatsoever by the herein agreed upon performances by Rodeo. Said indemnification shall include all reasonable attorney fees and costs incurred by the Town resulting from any third party claim. 15. This Agreement represents the entire agreement between the parties and shall not be amended by either of the parties hereto without written consent of the other party. 3 16. This Agreement shall be binding upon and insure to the benefit of this parties hereto, their successors and assigns. 17. The Town shall have the option of extending this contract for two additional one year periods for 2013 and 2014. The Town shall give Rodeo written notice on or before October 1, 2012 of its intention to extend this Agreement for 2013 and on or before October 1, 2013 of its intention to extend this -Agreement for 2014. Also, on or before said October 1st date, the Town shall include within its written notice the date and times of performances. 18. Payment to Rodeo for the production of the rodeo for 2011 will be $76,000 and for 2012 will be $77,900. Should an additional two (2) years be added to the contract the payment for 2013 will be $79,850 and the payment for 2014 will be $81,850. All other terms and conditions of this Agreement shall remain the same as stated. Nothing herein shall constitute a multiple fiscal year obligation pursuant to the Colorado Constitution, Article X, Section 20. Notwithstanding any other provision of this Agreement, the Town's obligations under this Agreement are subject to annual appropriation by the Town Board. Any failure of the Town Board annually to appropriate adequate monies to finance the Town's obligations under this Agreement shall terminate this Agreement at such time as such then-existing appropriations are to be depleted. Notice shall be given promptly to Rodeo of any failure to appropriate such adequate monies. 19. Work By Illegal Aliens Prohibited. a. Rodeo hereby certifies that, as of the date of this Agreement, it does not knowingly employ or contract with an illegal alien and that Rodeo has participated or attempted to participate in the basic pilot employment verification program as defined in C.R.S. Â§ 8-17.5-101(1) C'Program") in order to verify that it does not employ illegal aliens. b. Rodeo 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 Rodeo that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. c. Rodeo hereby certifies that it has verified or attempted to verify through participation in the Program that Rodeo does not employ any illegal aliens and, if Rodeo is not accepted into the Program prior to entering into this Agreement, that Rodeo shall apply to participate in the Program every three (3) months undl Rodeo is accepted or this Agreement has been completed, whichever is earlier. d. Rodeo is prohibited from using Program procedures to undertake pre- employment screening of job applicants while this Agreement is being performed. e. If Rodeo obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Rodeo shall be required to: 0 4 (i) notify the subcontractor and the Town within three (3) days that Rodeo 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 Rodeo 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. Â£ Rodeo 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. A-rticle 17.5. g. If Rodeo violates this paragraph, the Town may terminate this Agreement for breach of contract. If this Agreement is so terminated, Rodeo shall be liable for actual and consequential damages to the Town. 20. Assignability. Rodeo shall not assign this Agreement without the Town's prior written consent. 21. Governing Law and Venue. This Agreement shall be governed by the laws of the State of Colorado, and venue shall be in the County of Larimer, State of Colorado. 22. Survival Clause. The "Indemnification" provision set forth in this Agreement shall survive the completion of the Services and the satisfaction, expiration, or termination of this Agreement. IN WITNESS WHEREOF, the parties hereto have subscribed their names the day and year first above written. TOWN OF ESTES PARK BY: Mayor ATTEST: Town Clerk 5 POWDER RIVER RODEO, LLC BY: .Lori Franzen ATI'EST: 6 0,4 4 POWDEK KIVEK KODEO, LLC Official Proposal for Rooftop Rodeo, Estes Park, CO P.O. Box 1967 PODO Estes Park, CO 80517 Dear Rodeo Committee, Thank you for giving us the opportunity to submit a proposal for the Rooftop Rodeo - we appreciate your time. Contractor Requirements Powder River Rodeo and D&H Cattle will provide: - A complete PRCA and WPRA six performance and slack performance rodeo - An opening ceremony with pageantry & choreographed music - All necessary equipment (flags, electric eye, barrier, banners, front end blankets, halters, flanks, etc) needed for a 1St class production. - Rodeo secretary, two timers, two pickup men, announcer, sound and sound technician, two bullfighters, specialty act and rough stock chute labor. $1,000,000 Rodeo Liability insurance endorsing committee and stock contractor. - First class rodeo livestock (horses and bulls) from Powder River Rodeo and D&H Cattle. Proposal Budget Two timers @ $125 per 6 performances and 1 slack $ 1750 Two pickup men @ $400 per 6 performances each $ 4800 Rodeo Secretary @ $300 per 6 performances $ 1800 Announcer @ $1100 per 6 performances $ 6600 Sound and Sound Technician $ 4800 Two Bullfighters @ $400 per 6 performances each $ 4800 Rodeo Liability Insurance $ 1800 D & H Cattle bull outs 90 @ $150 $13,500 Timed Event Cattle (236 runs in 2009 @$25 per run lease) $ 5900 Specialty Act $900 @ 6 performances $ 5400 Powder River Rodeo, horse outs approximately 100 $23.000 BB and SB outs @ $200 Trucking, cattle freight, labor, equipment and production services 2010 RODEO PRODUCTION FEE $74,150 (307) 856-1465 â€¢ 225 N. MuDDY RD. â€¢ KIVE<ToN, WY 82501 2011 fee with a 2.5% cost of living adiustment fee will be $76.000 2012 fee with a 2.5% cost of living adiustment fee will be $77.900 The fee for the following 2 year renewal option would be: 2013 fee with a 2.5% cost of living adiustment fee will be $79.850 2014 fee witha 2.5% cost of living adiustment fee will be $81.850 We have compiled a comprehensive budget and proposal for the Rooftop Rodeo. We have not cut corners, for instance, paying top dollars for the best personnel in the business. We have submitted a quality proposal for your organization. We believe this is a partnership and we want you to know what the expenses are and how much people are being paid. Thank you for the past 17 years of friendship, and wonderful rodeo partnership. We will strive to keep the Rooftop Rodeo as one of the top award-winning Rodeos in the Professional Ro(leo Cowboys Association. Sincerely, Uf:li *CkÂ»,- 67 Hanle*Ad Lori Franzen, Powder River Rodeo, LLC Dillon Page, D&H Cattle U Town of Estes Park CONTRACT AGREEMENT Illeaa[ Aliens - Public Contracts For Services The Contractor certifies that the Contractor shall comply with the provisions of CRS 8- 17.5-101, et seq. The Contractor shall not knowingly employ or contract with an illegal alien to pedorm work under this contract or enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to pedorm work under this contract. The Contractor represents, warrants, and agrees that â€¢ it (i) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and the Department of Homeland Security, â€¢ or (ii) otherwise will comply with the requirements of CRS 8-17.5-102(2) (b) *. The Contractor shall comply with all reasonable requests made in the course of an investigation by the Colorado Department of Labor and Employment. If the Contractor fails to comply with any requirement ofthis provision or CRS 8-17.5- 101, et seq., the Town may terminate this contract for breach ofcontract, and the Contractor shall be liable for actual and consequential damages to the Town. If the Contractor obtains actual knowledge that a subcontractor performing work under this contract knowingly employs or contracts with an illegal alien, the Contractor shall: (a.) Notijj, the subcontractor and the Town within three days that the Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and (b.) terminate the subcontract with the subcontractor ifwithin three days of receiving the notice required pursuant to sub-paragraph (a) above, the subcontractor does not stop employing or contracting with the illegal alien, unless the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. Acknowledgek -/Y?4~24(fu,+1 ,Date %--/9-Â·09 POWDER RIVER 1OJEO, LLC j - I.â‚¬= a ....E.,7 .//"; lity h 46*Netillfam,%4 I . - 4 ..44 : I '' 11 . 1 % lie- .1 11 -# - 1 41. Â· ..%,36~, s ./.' 3 < 0.: ... A-I - 1!32â‚¬1 .L* Â·Â·' .1.1 ' A~'*5/1 ~ ~ t' BA '.' _ â‚¬ 4.. .,4 tÂ· >*,4. 4 lip. f I e 02...... 1 4 a. 6...... 6 ./ 9 A' -ju ;Â·~~ 2 ' .dmi:/Ar,Â·- t:Â· 4"4/it//1 .. 1 Â· e.a,23Â§E 40'~'LP .=#- - 11 'g 9. .6. e - - . ' 1~4~t 4 -- -1 f - :AL 41/# ./ + .44* " vÂ®4Â¢f L j:" 73~ J.1,0...~. HANK AND 1 ORI FRANZEN 225 N Muddy Rd. Riverton. WY 8250 1 307-856-1465 . , 24 -*. S t:r - 3 /& - : 4 =LÂ»Vf' Ir r - I Ic 1 6."1.3 .Sm/kw.e" 1 ~te-ib. A . 1.,3~ er . d . 2-*.7.?* 1 .2!KAb4 47:~,041, p - 2-4 % '...F~/*/2 P. k + .- V : #& S .Aocr . . 6* 2 t 6-.:' 19*T h. 14% 8 A -a.. I i ' I -7 1 -I.A.Ah/ , immY 9 5=5 1.- .â€¢ 'tbil- 1- - . * IF te -Â¢--~...~ 1 42--lill-/1. .., , ; . 1 * 4 1 11~ 22 1 li r-fiz'Â·41 -Illi.,--Ill.Sh~~-rd-Illillillillill-=...W-----1-- ./1 r- ./ r e - ---k Powder River Rodeo, LLC One of the Nation's Top Stock Contracting Companies Hank and Lori Franzen with a partner from Buffalo, WY started the Wyoming based Powder River Rodeo Company in February 1986. Their interests were to be sole owners and they bought the partner out a year later and became the owners of Powder River Rodeo Productions. When they first started the company they bought 40 horses and 20 bulls from an amateur stock contractor in Kalispell, MT. They produced eleven amateur rodeos the first year as stock contractors. Although, Hank was a PRCA member contestant for the last ten years when he and his wife became sole owners of Powder River Rodeo they immediately applied for their PRCA Stock Contractors Card. They received their PRCA Stock Contractors Card in March 1987. The fall of 1988 they were given their first opportunity to nominate livestock to the National Finals Rodeo in Las Vegas, NV they had three animals selected. In the spring of 1989 they purchased a magnificent bucking horse named Khadafy Skoal. From Hank's experience in the world of rodeo he knew that with the proper care and time that Khadafy would be the champion he is today. Khadafy Skoal has been named the 1990, 1995,1996 PRCA World Champion, 1997 and 2000 Reserve Champion and 1999 3rd place PRCA Bareback Horse of the Year. Top NFR Bareback in 1994, 1996, 1999, Reserve Champion in 1995 and 3rd place NFR Bareback in 1997 and 1998. Dodge National Circuit Finals Top Bareback five times and Reserve DNCFR Top Bareback three times. Mountain States Circuit Champion Bareback ten times and Reserve Champion twice. In 1991, Gold Coast Skoal was voted as the Reserve Champion Bareback Horse of the Year and Best Bareback at the DNCFR. In 2003, Miss Congeniality a ranch raised horse was named the 3~d best Saddie Bronc of the Year and 3rd place NFR Top Saddle Bronc. Miss Congeniality, in 2004 and 2008 was awarded the Reserve Champion Saddle Bronc of the Year and the 2004 NFR Reserve Champion Saddle Bronc. Miss Congeniality was named the PRCA Saddle Bronc of the Year in 2005 and 2007. In the last 23 years the Franzens have won over 145 top stock awards on their livestock including National, Dodge National Circuit and Mountain States Circuit awards. Hank was honored with being selected as one of the five nominees for the Top Stock Contractor of the Year in 1998, 2003 and for 2005. The PRCA contestants, committees and contract personnel vote and nominate for their favorite Stock Contractor for this honor, out of 70 American and Canadian PRCA Stock Contractors. In the Mountain State Circuit Hank has been awarded the top Stock Contractor of the Year from 2003-2008. Hank is also the Stock Contractor Representative for the Dodge National Circuit Finals Rodeo. Since their first National Finals Rodeo they have consecutively had livestock selected to the NFR in Las Vegas, NV. Theit company has grown from eleven rodeos to 90 performances a year in ten different states. 80 h Powder -River Rodeo and D &-H Cattle "Best of the Best" 2008 was a great year for the livestock of Powder River Rodeo and their partner company D & H Cattle. The famed 2005,2007 World Champion Saddle Bronc Miss Congeniality was ridden by Shaun Stroh in Vernal, UT for 90 points and the big win at the Dinosaur Roundup in July. Jesse Kruse teamed up with Wyoming' s Miss Congeniality twice in 2008 once for an 88 point win in the semi-finals in OmahaÂ® NE at the River City Roundup Tour Finals in September and for a 91 point win in the semi- finals at the Dallas, TX Championship Tour Rodeo in November. Wyoming's Miss Congeniality was named the 2008 Reserve World Champion Saddle Bronc in the PRCA after a phenomenal summer. This was a repeat honor for the 11-year old mare. Wyoming' s Miss Congeniality and Rod Hay rock and rolled the 105 round of the NFR putting together a score of 89 points and a buckle go round win for both Rod and Hank and Lori Franzen. Touch of Silven a gray 11-year old gelding was only ridden three times in 2008. Billy Etbaur and Touch of Silver won the final four in Dallas, TX at the Tour Championships giving him the big win in November 08. Touch of Silver was not rode at the National Finals Rodeo for three years 2005-2007 and was on the voting ballpt for the same period of time for NPR Saddle Bronc. Touch of Silver at the 2007 Dodge National Circuit Finals was awarded the 2nd place top Saddle Bronc of the Finals along with the past World Champion Saddle Brone Cool Alley owned by Kesler Rodeo. Billy Etb:mr on Smoke Jumper and Chet Johnson on Pearl Jam tied for 87 points to win Guymon, OK in May 08. The saddle bronc win for Guymon 2009 has been duplicated on Powder River stock with Cody Demoss and Black Sheep for 88 points. A tremendous young horse, Double Take was another round winner in Dallas, TX 2007 and took Jesse Bail to the semi-final win with 88 points in Caldwell, ID at the Wrangler Tour Ro(leo in August 2008. Jesse was bucked off of Miss Congeniality in the finals round. Big Show a young mare in the Powder River string added a lot of accomplishments to her Daine this past summer. Big Show, just a four year old placed in the Bucking Horse futurity in May of2008 then went on to take a few select cowboys to the pay window. 11-lden Hooper was 89 points and the go round winner at the Caldwell, ID tour rodeo. Josi Young was 88 points at Bremertoll WA for another great win and then she was selected to the 2008 NPR. D & H Cattle5 Dillon Page the re-known 5-time PBR Stock Contractor ofthe Year from Ardmore, OK partnered with Hank and Lori Fran~n in 2005. They started the D&H Cattle Rodeo company to bring the very best bulls in the world to the PRCA. There is nothing comparable to what these two companies bring to a rodeo - world champion animal athletes! Top bulls from D&H Cattle and Powder River Rodeo were almost impossible to ride this past year. In Belle Fourche, SD out of 50 riders only 3 bulls were covered in 3 days. Vernal, UT only 10 rides out of 45 with Douglas Duncan scoring 91 points to win the Dinosaur Roundup. Estes Park, CO had 9 rides out of 47 and another Douglas Duncan win with 88 points. Rock Springs, WY 5 rides out of 23 Riverton, WY and Sidney, MT had 21 riders at each rodeo and only covered 3 at each show. Plains. MT had 21 riders and only 1 bull was rode in two days. Castlerock, CO 3 rides out of 24 and final.ly in Caldwell, ID only 20 bulls were covered in 5 days out of 82 bull rides with a Brian Curtis 91 point ride on Velvet Slinger. Powder River Rodeo had an impressive list of livestock selected for the 2008 National Finals Rodeo and the cowboys pocketed over $52,000 riding these horses in Las Vegas NFR Horses: Big Show, Moon Beam, Check Out. Big Chill, Pearl Jam. V ouch of Silver. Wyoming's Miss Congeniality. Powder River Rodeo' s partner D&H Cattle NFR hulls: The Geetus: Big Rig, Greg Dog, Holy Moly, Velvet Slipper, Ricky Bobby. Frosty. This past year Estes Park, CO a rodeo Powder River Rodeo has produced for 17 years won for the 3rd time PRCA Small Rodeo of the Year, After 23 years of being in the rodeo business tremendous livestock and rodeo productions have made Powder River Rodeo one of the top rodeo companies in the business! 1[- --1 2/lipplillialillrilli.Â£"r. 1 3 ~ ,-f .9- ..... 1- . ' -1.*7//1/061Â·41'.- .-e~ - -m--YM- Ill.I.f'.7.iwi- ~ -~Ilfippjf* ~Fi~~2 43% 4 . R.0. 4Â¥ 'tÂ¢ 4 22Â¢ ' hi . , /â€¢.pe Â£ 1. 3, h .9.3 I .5 *0/9-1 2 0 .7 EL: . Ae- 6 -m'YAW, 7- , .. .i.... = I#*=-I.. 14 ' 1 - .,F,-1-4 a.m y *-- I.".irr t T': . 1 nrâ€¢ . .. i - Ift JEL-2- 1.1 .1 4 gy -I-* - -m 7,/. lit 9 GE- -1 -1 ~ -4 - Kirt Steinke 3 00 1#Â©jÂ· 0 ~'. Powder River Rodeo and D & H Cattle 641*est of the Best" 2008 was a great year for the livestock of Powder River Rodeo and their partner company D & H Cattle. The famed 2005,2007 World Champion Saddle Bronc Miss Congeniality was ridden by Shaun Stroh in Vernal, UT for 90 points and the big win at the Dinosaur Roundup in July. Jesse Kruse teamed up with Wyoming's Miss Congeniality twice in 2008 once for an 88 point win in the semi-finals in Omaha~ NE at the River City Roundup Tour Finals in September and for a 91 point win in the semi= finals at the Dallas, TX Championship Tour Rodeo in November. Wyoming's Miss Congeniality was named the 2008 Reserve World Champion Saddle Bronc in the PRCA after a phenomenal summer. This was a repeat honor for the 11-year old mare. Wyoming's Miss Congeniality and Rod Hay rock and rolled the toth round ofthe NFR putting together a score of 89 points and a buck-le go round win for both Rod and Hank and Lori Franzen. Touch of Silver, a gray 11-year old gelding was only ridden three times in 2008. Billy Etbaur and Touch of Silver won the final four in Dallas, TX at the Tour Championships giving him the big win in November 08. Touch of Silver was not rode at the National Finals Ro(leo for three years 2005-2007 and was on the voting ballot for the same period of time for NFR Saddle Bronc. Touch of Silver at the 2007 Dodge National Circuit Finals was awarded the 2nd place top Saddle Bronc of the Finals along with the past World Champion Saddle Bronc Cool Alley owned by Kesler Rodeo. Billy Etbaur on Smoke Jumper and Chet Johnson on Pearl Jam tied for 87 points to win Cuymon, OK in May 08. The saddle bronc win for Guymon 2009 has been duplicated on Powder River stock with Cody Demoss and Black Sheep for 88 points. A tremendous young horse, Double Take was another round winner in Dallas, TX 2007 and took Jesse Bail to the semi-final win with 88 points in Caldwell, ID at the Wrangler Tour Rodeo in August 2008. Jesse was bucked offofMiss Congeniality in the finals round. Big Show a young mare in the Powder River string added a lot ofaccomplishments to her name this past summer. Big Show, just a four year old placed in the Bucking Horse futurity in May of 2008 then went on to take a few select cowboys to the pay window. Tilden Hooper was 89 points and the go round winner at the Caldwell, ID tour rodeo. Josi Young was 88 points at Bremerton, WA for another great win and then she was selected to the 2008 NFR. D & H Cattle, Dillon Page the re-known 5-,time PBR Stock Contractor ofthe Year from Ardmore, OK partnered with Hank and Lori Franzen in 2005. They started the D&H Cattle Rodeo company to bring the very best bulls in the world to the PRCA. There is nothing comparable to what these two companies bring to a rodeo - world champion animal athletes! C 4 1, 1 4 7 - Nic' / . 4 '. 4. 34 *2 J - ..1 4/ , % P k-0 - M . ,- .93=3,7.-1.Â·: : 1 -942 C* - Â£ '1 -m . 1., . .. I .p: +29 f Â· , .01 - 11 0: 4 1/6, 1 . .22'. a....... 41 4 ,.2 ..,4...........1- i i.4.*..1, 11 - r '. & -l + f 6,. Â· 1 j 4 *-Â» % 6 ..a m I /7-4 9 4 . 34 L i . -42:A-1 Av 014~'20, ~c "Miss Congeniality" 2005,2007 World Champion Saddle Bronc 2004,2008 Reserve World Champion Saddle Bronc ~ ~ Missiongenialit> is a 1 1*year old marc thai *as born und raised in W):uning. Miss Congenialit):f #tial.le lit,3, lit'%1 2,#-,pe.qum-c at the National f init!> Redeo (Al R} vd ;01 SIt â‚¬ t ' i L.:ACh oili %Â© 1-,ijcked:Â«~Rilk Eltuw Nut:i,iN rite 2002 NFR J,-2 1 11- ". gfeat dal ofatiention fo her peablman..:c em: *.:2 1Â» 4,1. humpi of,V~ plate Saddlt Bron< a the National Final, Rmito. - i p Miss C oaker,~4hÂ· dr 111..,0 . :-,f 5 > Ca, i,id was awarded by the h.,p 10 iaddle bronc tide;Â·- in tl *~4' . I vairki .i'* pi:,CO, 4141'J Erotic of the i ear in the PRC :A for 2(143 Iti, 2(}04. i:11-1 ( onâ‚¬eitinit : i tvon topfuÂ»u, 0 11,1 the>e;:r of,J tik N} R ' c . . :1-i'*Flfue.1 14, StrÂ¥-tÂ· Ch:r,tupiÂ¢,4* Saddk* B, 4,14.' i,f thi ' , tuu at,d .44.0, }UÂ·*r, e i 'ti.imp,vi, Tur Maddie BronÂ© 01 the NFR. Stk 4â€ž~ted hui .,iiiÂ·:.i m 2002 aftd U-irce *:Â©ar. 1,Â·jiet s.#: van i oted the 2{HAS World Â¢ h;:Iitivion Naddle Breric 01 the ,. Year in the PR{ A. Mi - Comicitialiti has conÂ«tendy been one of fr.,2 tor pick>. at aft> Mdi.0 21.-: 1 1 .she ~iat pjdc foutÂ· th:,e> AuÂ· 90 140 92 poim iiues Ii,.m{)/ :init wa~ 0%4~,raeft tj:-ie or'~tied honot 24}07 1 Weria . hampwn 4,4(1,51Â£ Hrout of thu Year. Â·116.. 4 ungenialily was alÂ», a,vanted ih,Â« f~' 6 top f.,1.1,11( Hrfinl :41 th, 2007 National Finals R#,def; 115 '4103 W>Â·oming; Aliss ( ijj~ide?u:.d;h -" 01.,p-uuded 101 the 5'21. :4 1 * L .; Resene Worid f 'hampion Saddle 11â‚¬mtÂ© of the Atin honor . in 30:08 Ali>i G,Fli-Â·Â·ff} ia. 11> M.Â» fi,lic fbr 91 :irid 90 p:qnts at the to* f inal I'la>Lift' B.,Â·{evs , - and R9 points with Rod 11,1, 12* the 104 ye-round t, in at the N:.'fli#,n.11 1 inal - R,Kle, 1 Miss l anke{*lialiiÂ·Â·. is out of#8 4 Re:d Bird - a;inare ptitcliased from .fohnin A'forris and Â·018 f.t,1 2 109 InÂ·-:n 1.iturn % 1 Â·Â·Â·ri. m Ridge Nfl 11,0. 4 :trik 3 time Nt N l 1 ..ni thÂ·c 1-ra!, Le#h. Red Bird. a big red roaft mare l,LÂ· Â» 1-Â·_41&-41 ill ''i Mis C-orweit; lit hod lit:r fifth CoIt this year and .,nother filit ihatiook>jus, 2 ... 64., !! :vh... C. . ., â€¢Aili be 'nal<ire appentam.'es 31 a fe%2 t.Â·1-ilk.se 1.Â·p !;RCA tufleos ihit sumnier ilelic foutÂ©he %11 Vernal. Ul. Rock Springs. WY. Caidu:eli. ID. B:emett,w. WA. Flains. MT.anil Grave, ifLj,~iL-- i., <9., 74 I J .. , J....'.- i 3. =..1~ ?k.*-3.4,4.â‚¬'. 041. ..t..1 ./.* f - *319//*.4*5Â·:b +7 ... f A 34.. 0. - r ... ... I - 101 ..7. e..il .- 1 * TrÂ· 1 1 4.0* Spotted Bird /4 A. 1* ,Â»414 .il=y,-1--- 2 i & .Wi i j r .P, Â·-.t.. â€ž. if 1 434 *69. 04 P {4~2*~.... ., i. --0 5 nme NFR BB ' 6 ft' '0324Â¥ P r..1 4 .~,i. 4.4- ./*-i s '41: 4 U:..s L V 'it 4 Â·& :t I ./ 1 I. 1 7 ill fk-. .1* f 9 8 44,1 53 t.t 1,5 Ri"Floill" 7DueÂ» Ofs,>yer (14 * *-'- 6 Time NFR SB i *83 â‚¬14*, ~ I Award Winni I ir ........ 7..1 -~ i Lils VEGRe ' - *-.M- Â·Â¥.2;1,'412 7 ..... I Â£ . B,Sh#W 1,Mwg wampmn 42 34/' 47 . ? ... , . 1.. wa. r ... 1- 4-- Bme/wer 2'ft = 7 time NFR SB 6 . 1 1 , 4Â¢51..,1 Pf... ty $ . 41 -4/4 4 '1 99' r 11= IRSS .F't 3= r.+ -. Â·Â· I 4,13 9 4 â€¢ * 11-- .. 111////R~Im~ 1~~'-aa-*1#**MI:ki-~al. Fi~-38 ., 9.In.......,-3,-9,11=*.lis : 233~ .. %/611 -42'W/~~~~R ' 4;x: y= + .5. â€¢ 0.1.-1 # 1/.p~,ad.~.:Y--tÂ»: -" â€¢* 244;~ E.,01 1# 90 ~iMS /009 .E 1.Mi 2.jâ‚¬)CH'-: E j '~~ ,~ 1 NAT#ON.1:9 0121#"80(mem F - t.ma"*Als tzte- "11#>rf. 9./. .fil/lit 0'2 host "Il M =k- . .9.-- - a.- ~ DOD. -64.'7*8"1.'ll-I 1- A. 9-I.i 'â‚¬ir.. Millii 2 NATIONAL 01*CUST FINALS 1- RODEO rou *0026*00: Idiho Â© F.1. Pho:og,=phic 2 , 2Â·441 ~ . , .... K 8.. 4 4 â‚¬ I 12 -4 * i N VAGES#,0 1 7 W le I ,. M.,1/....F U 4 ?:i -7 I , i. 49/1.:1 67 - :*.ew:1 0 - St~-ti.. â€¢ 4. r --I- -te .4 #.....h Er . .,r Â»a I I k.-- .h. .31 - L. - ~ 4. , ' m -- .....5 ....MI'll - ..0 1,1 RL JAM ~08 *FR I e I. A'/ 40 A I .1 11?TA- .- -/ - 490!lgy* 1*m'-E,/ a -I Al.*2*.j. 'iNG'Â£2'f1&%'.'11#IR la- -EÂ¥ P .F lf.16$* 1 ... au.,idÂ·: 1-oi Kliatiati Â» 4 --/I-/F -A 4. i.-~~ 1 L.~, Ski}al, 3-little ~ 1Â¥01*Id C hampion ~ fj hareback Horse, * A Atime NIÂ·'R C -1-121117}li<,6,4, b-' YL j f , k .ink j )Nc f R - li L 0 - Â«lli ill~ialill)1(1,1 811(1 1 C) i *itiC Adountairi Slate â‚¬ ircuit "f?. illige illiler .le WS ./. Â·Â·),~(64Â· Â·â‚¬tis.w,*~/mil" Flank and Lori '~/// ~eceiving tile World ~ Elianipion haiter and 4 4 1 1 . i =t ~uckle ft)1 2-time f - 5Â¥orld Champion Raddle Bronc, Miss Congeniality at tile 11 *orid Champion '. AIL Banquet in Las / a. I Â· â‚¬, I .- Jiegas, N V f 4 7 1 =1.81~ . $-- - a. ~k Rodbo~ ~Dininittee and Powdl .liM 'AX ~iver Rodeo with the [008 Small Rodeo of / Uie Year Banner. . I f #t l. Estes Park has woJ :, 4 ~ . Die Small Rodeo of 1 :i ?? , f E Tl-F F (1.F Frit -4.f Â¥ EA k ?r .i jhe Year 3 times ! ~ Fowder River Rodeo ~ has produced their I N ':141.1, Ri Â· .- l } i *fc .....dis~jo Pipts.'dittltiffirIP'MIRIPTI1~MMIWlfjr li Kire infrmena w-ify, fyi ese JY.#1-J----7 - J ' ' . 2(31&11,-ijactÂ·Â·i, ,(ilid 13â‚¬ 11*jiored by the PRCA: f/#) 1 2Â·-1 une Rej.llc . i;the Year, 1)13.jÂ·:2 L.,imj ejyl &.itfulorial, Kayceek. WY .,4 -S= 200% Nomineelfor Small Rodeo of the Tea-r, Red Desert Roundup, Ro-ck Spring, It--Â¥ -400 7 Noianeâ‚¬ for Medium Rodeo of the Year,-Belle Fourche, SD r f.r W.- , 1 . e Ffoducer 0, --tiatdwell jvight Re..'26" many-time i erÂ·ge Rodeo of the 69 Year Nominee. Producer of,Vernal, UT "Dinositur Roundup" many-time Large Rodeo of the Year Nominee â€ž6.L' ''/ ~AW;th, *i*ir Rotteo in *Ke 'tr ~ 72 ~~~~~~~~~~~~~~ â‚¬1/1 1 #./. K.....f 7% UlÂ·de'*/titifl k i Â»flautififf , 43% rli -4,47:*3341Â»V f.. - , T. ' ~ ~* tfe~On,-r-~~ aw{~*n ~vit**0%8#ot .*#:'I r@?f 0 44~ 03 ,:::.:116- './.=- .... A ftiff* 1 9,#PMO':62-5'Jffer 1 ....EW - dinals DND R and 7 1,IHINva,vairlittliffft/~ fi ' 1/ 4 - ' .01-Â·4402.1*#*12.*a..4- 81.9 9% Â·lit,~26Â£. . . t" r , 42.K fÂ« ./*1 ret fODO . . Estes Park Convention & Visitors Bureau Memo To: Community Development Committee - Trustees Eisenlauer, Levine, and Miller From: Peter Marsh CC: Tom Pickering, Jacquie Halbumt, Lowell Richardson Date: September 23,2009 Re: CVB Marketing Committee - September Reports: as of August 1. 2009 Visitors Guide Requests: the volume of 73,486 requests exceeds 2008 by 59%, and is surpassed only by the volume recorded by the end of 1994. We have shipped all remaining guides from the Visitors Center to our fulfillment house in Loveland, and we will have exhausted our entire supply by the second week in October. 2. Visitors Guide Downloads: fortunately, our Visitors Guide download activity is running 40.3% ahead of the same period in 2008. So, we can say with confidence that the user is comfortable getting the information in that form. This comfort level also allows us to discontinue the practice of mailing first class to those expecting to arrive in Estes Park within 4 weeks of making the request. 3. National Media: the volume of advertising generated requests is also high, exceeding the year-to-date August 2008 level by 76.9%. As I have said before this is primarily due to our efforts on Colorado.com and with 4 magazine titles which have performed at exceptional levels this year. 4. Internet Advertising: our fall event promotion on Denver Post, Channel 9, and Channel 4 web sites continues straight through Elk Fest (Sidewalk Sale is promoted via newspaper ads). Google and Yahoo keyword search campaigns have been throttled back to concentrate on building weekend traffic. This is primarily for purposes of budget control. 5. Program Planning: the month of October is when most of the following year's national and regional magazine program is created. The Annual Tourism Conference provides me with the opportunity to personally meet most of the publishers representatives in person. 6. Inserts: the final newspaper insert of 2009 promoting the Christmas Parade is in production starting this week. It will be placed in 6 Front Range DailiesÂ·to over 200,000 households on November 8. 7. Other: transitioning to the LMD as smoothly as possible. ACTION ITEM: None BUDGET/COST: None BACKGROUND: None RECOMMENDATION: None 1 Estes Park Convention & Visitors Bureau Memo To: Community Development Committee - Trustees Eisenlauer, Levine, and Miller From: Teri Weldin Salerno, Visitor Services Manager CC: Tom Pickering, Jacqueline Halburnt and Lowell Richardson Date: Sept 25,2009 Re: Third Quarter Visitor Services Report 1. Third Quarter Visitor Center Traffic The center experienced an increase of nearly 13% in traffic in July, August, and September over the third quarter last year. In 2008, we saw 144,648 people come through our doors, for an average of 1,572 people per day. This year, we had 163,442 visitors during our third quarter, an average of 1,777 people each day. All three months in this quarter showed increases over the previous year. Through the first nine months of 2009, we have seen an increase of nearly 12% in visitation at the Visitors Center over the same time period last year. The most current statistics available from RMNP reflect nearly a 5% increase in visitation through August 2009, compared to the same time period in 2008. 2. Third Quarter Telephone Calls Visitor Services staff fielded a little over 8% more telephone calls during the third quarter of 2009 over the same time period in 2008. The CVB received 10,122 calls July - September in 2008, an average of 110 calls per day, and in 2009 we fielded 10,944, for an average for 119 calls per day. Important Note: Visitor center traffic and telephone call totals for September include estimates for six days: September 25 - 30, so this report could be completed by the deadline. 3. Bond Park Cabin The Bond Park Cabin will close for the season after Elk Fest weekend, on Monday October 5~: The cabin opened in 2006 and over the course of the first three years, we saw a decline in visitation with each year. This year, however, there has been a slight increase in visitation over 2008. With 49 open days through the end of September, the average number of visitors seen per day has been 91, for a total of 4,446 people. In 2008, we saw an average of 87 people per day; in 2007,99 people per day; and in 2006, 121 visitors per day. 4. Ambassador Update As we move into the off-season, we have 76 volunteer Ambassadors on our roster, which are five more volunteers than we had at the beginning of the season. 5. Visitor Center Hours The Visitors Center will resume off-season hours, effective Monday, October 12. Hours of operation will be 9A - 5P, Monday through Saturday, and 10A - 4P on Sundays. From mid-October through mid- May, our Ambassador Volunteers work at the visitor information counter on weekends only. Monday through Friday, the visitor counter is covered entirely by CVB Visitor Services staff until the summer schedule is once again resumed in May. 6. Estes Park 2007 Visitor Guide: Distribution from the Visitors Center We have distributed approximately 43,500 Visitor Guides through the Visitors Center to date. This distribution includes walk-in visitors, Estes Park businesses, other town departments, and conferences attended by Julie Nikolai. 1 Museum/Senior Center Services Menlo To: Community Development Committee - Trustees Pinkham, Levine & Eisenlauer From: Betty Kilsdonk, Director, Museum/Senior Center Services Department CC: Jacquie Halbumt Lowell Richardson Date: Elktober 1, 2009 Upcoming Exhibit: Rocky Mountain Elk A Local History Elk have been present in the Rockies for the past 12,000 years and are part of both our ecosystem and our tourist-based economy. This exhibit talks about their history of interaction with humans, and current issues like over-population and chronic wasting disease. Opens October 2 with a reception from 5 PM to 7 PM. Special guests: Bugle Corps. Sponsored by the Estes Park Museum Friends & Foundation, Inc. and the Town of Estes Park. Through April 25, 2010; in the main gallery. Ongoing Special Exhibit: To January 3, 2010: Patchwork Storytellers. Quilts from the Museum's collection. 2010 Exhibit Schedule: January-June: Artist-in-Residence Program 11: An update of a popular show we produced in 2002 on RMNP's longstanding Artist-in-Residence program. Each artist selected for the program, which was begun in 1984, is required to donate one piece of work inspired by his or her stay. The Park owns and houses the pieces but does not have a display space. We will be showing selected pieces fyn this collection. April: Dave and Jack Stirting. Dave Stirling (1889-1971) came to Estes Park from Iowa in 1915 and painted here for over 50 years. His son Jack (1924-1954), was an artist and illustrator during his brief life. July: Revis#ing /sabe#a Bird's Dave/s. Japanese professor of geography Kiyonori Kanasaka spent 10 years retracing routes taken by Isabella Bird, including her travels in the UK, Middle East, Far East, and the U.S. His striking photographs of this quest have been displayed at the National Library of Scotland and other venues. By special arrangement we will be displaying a selection of the photos along with a few by Isabella Bird herself. Upcoming Programs October 2: Final Session of First Fndays - Drawing from the Estes Park Museum Collection. Local artist Pat Greenberg works with students to develop drawing skills using objects from the Museum's collection as subjects. This class is currently filled. October 16: The Resourceful and Redoubtable Abner Sprague. Re-enactment presented by Kurtis Kelly. 7 PM at the Estes Park Museum. Sponsored by the Estes Park Museum and the Estes Park Public Library. Free. October 24: An American Quilt History. Paula Neufeld discusses how quilts have evolved over time from utilitarian bedcovers to museum-quality works of art. 2 PM at the Museum. Free. Adma Green Kerr Painting Loan Last year the Museum acquired five oil paintings by Adma Green Kerr as a purchase funded by the Estes Park Museum Friends & Foundation. Kerr lived in Estes Park in the 1930s and the paintings depict Estes Park and its environs. One painting of a mountain cabin was immediately requested for loan by the Denver Public Library as part of an exhibit from April to August of this year. That painting has now been returned to the Museum where it is on display with the other four. Emporia Students Practicum Graduate students from Emporia State University in Kansas worked at the Museum during the week of September 13-18. The students were independent study students and provided in-kind labor as a match for a grant we received from the Institute of Museum and Library Services for cabinetry to rehouse overcrowded collections materials. Their participation was an outgrowth of the "Archives in the Park" program between RMNP and Emporia State which began in 1998. For the past several years the Museum has been a participating partner in the program. The program has now formally ended and this year we were the leading institution in this new iteration, with the Library and RMNP continuing to participate. A public program on this project is scheduled at the Museum on November 14. ACTION ITEMS: None BUDGET/COST: N/A RECOMMENDATIONS: None â€¢ Page 2 ~[ Estes Park Museum August, 2009 August 2009 Attendance Gallery Visitors 1077 Hydroplant Visitors 456 Total August Attendance Programs and Tours-Museum 428 Estes Park Museumand Hydroplant Programs and Tours-Hydroplant 268 3000-Â· 2848 5 Group Meetings and Rentals 254 Total Attendance & Programs-Museum & Hydro 2483 2483 ' 2500- Programs and Tours Capacity 705 2102 Programs and Tours Percentage Utilization 85 2000- Museum & Hydro Programs and Tour-Detail: 1462 8-6 Village Tours - Hydroplant 87 1500- - 1206 ~ 8-7 Drawing Program 10 8-7 Village Tours - Hydroplant 48 1000- --~ 8-8 Village Tours - Hydroplant 46 8-9 Village Tours - Hydroplant 29 500- ~ ~- 8-14 Village Tours - Hydroplant 58 8-20 Walking Tour of Historic Downtown EP 12 0- , , r 8-22 F.O. Stanley Reenactment Program 71 2005 2006 2007 2008 2009 8-22 Friends Heritage Festival Booth 50 8-23 Friends Heritage Festival Booth 50 8-25 Volunteer Appreciation Potluck 43 8-29 Friends Annual Meeting 110 8-30 Elkhorn Lodge Program 42 8-31 Elkhorn Lodge Tour 40 Museum Meetings and Rentals-Detail: 8-2 Sheeler Family Reunion 62 8-3 Car Club 8 8-5 Fire Services 19 8-7 01tmer Dinner 26 8-11 CVB Ambassadors 35 8-15 Mountain Golf HOA Meeting 34 8-19 Fire Services 19 8-19 Sister Cities Meeting 6 8-20 Rooftop Rodeo 30 8-27 Friends of the Museum 15 Hydroplant Visitation & Tours Year-to-Date 2008 1522 2009 1983 Total Attendance Year-to-Date: 2005 10994 2006 13774 2007 15753 2008 16253 2009 15457 Estes Park Senior Center MenD To: Community Development Committee -Trustees Levine, Eisenlauer and Miller From: Lori Mitchell, Senior Center Director CC: Jacquie Halbumt Lowell Richardson, Betty Kilsdonk Date: Elktober 1, 2009 Re: ESTES PARK SENIOR CENTER - General Report Senior Center statistics The Senior Center is experiencing growth and change in attendance in all areas: meals, programs, classes and events. Attendance at drop-in programs (7,289 visits) year-to-date 2009 is 21% higher than the same 8-month period in 2008 (6,046 visits). Overall attendance at planned programs and drop-in programs combined (10,776 visits) year-to-date in 2009 is 9.5% higher than the same period in 2008 (9,837 visits). Additionally, planned programs are operating at 105% average capacity year-to-date 2009 as compared to 97.25% average capacity for the same 8-month period in 2008. Overall visitation to the Senior Center year-to-date in 2009 is 3% higher (12,633 visits) than the same 8-month period in 2008 (12,210 visits). The Meals on Wheels program is operating fairly steady year-to-date in 2009 (3,050 meals) as compared to the same 8-month period in 2008 (3,174 meals). One of the reasons for the slight decline in Meals on Wheels data is that of the thirty-five Meals on Wheels clients served since 7.1.09, fourteen have improved their health to no longer need the service or have moved to nursing homes, assisted living settings or have passed away. This is the nature of this type of program. Senior Center dining room meals (5,366) year-to-date 2009 is only 213 meals down from the same 8-month period in 2008 (5,579). As mentioned in the results of the July 2009 meal quality survey, staff identified a trend towards an increasing number of younger senior customers who while eating here regularly are coming less often than the older seniors who tend to come for meals on a daily basis. Those younger senior customers are active with volunteerism, employment or travel. Ofthe older seniors, many have also moved to other living settings or passed away. These factors combined with challenging economic times for those on limited incomes have slightly affected the number of dining room meals in 2008 and 2009. October SENIOR CENTER PROGRAMS / EVENTS October 2 "First Fridays" - by Pat Greenberg - drawing course series continues October 5 Day tr* "Blackhawk and Central City" October 6 Board meeting - EPSCC, Inc October 7 and 14 Community flu shot clinics - sponsored by Estes Park Medical Center October 13 "Oktoberfest luncheon" - German food and festive entertainment October 13 Low Vision Support Group - support for local residents with visual needs October 15 Day ** "Colorado Railroad Museum" - Golden, CO October 20 'tHealing with Herbs and Oils" - a relaxing program to soothe body, mind and spirit October 21 Medicare counseling - by appointment 1 October 22 Day trip: "Celestia! Seasonings and Leanin'Tree" -Boulder, CO October 23 "The Care and Enjoyment ofOrchids" -by Larimer County Extension October 24 "Community Chili Supper" - friends, conversation and great food October 27 - Dec. 1 "The Role of the Supreme Courf' - a 6-week class series taught by Eric Waples October 27 Community program. "The HBO Alzheimer's Project: Caregivers -family issues" October 28 "Medicare 101" - an informative overview of Medicare in a large group session October 30 "Halloween costume party and luncheon" The Senior Center offers a wide variety of drop-in events such as mahjongg, art and craft studios, Tri Fit, ZUMBA and Tai Chi fitness classes, bridge, pinochle, pool, a wellness blood pressure clinic and more. New fitness program offered The Senior Center and Med X of Estes have partnered to provide a new aerobic fitness for adults age 50-plus in our community. The new ZUMBAÂ® class uses Latin rhythms and easy-to-follow movements to create a dynamic low- impact fitness program. With this addition, the Senior Center now offer fitness programs 5 days a week, for a total of 6 classes per week. STATISTICS Year to date 8.31.09 Senior Center statistics attached ACTION ITEMS: None RECOMMENDATIONS: None BUDGET/COST: N/A 2 Estes Park Senior Center - Meal Programs Report 8.31.09 page 1 Meals on Wheels, Dining Room and Take-Out Meals Meals on Wheels Current Month August = 337 2005 Total = 4,876 2006 Total = 4,651 2007 Total = 4,056 Month to month 2008 Total = 4,736 comparison 2008 YTD = 3,174 August 2009 YTD = 3,050 - 600 2005 457 - 500 2006 496 /3*22- V N 2007 - 300 397 - 200 2008 428 - 100 2009 337 IIIIIIIIIIII0 JFMAMJJASOND - 2005 + 2009 -*- 2006 -â€¢ 2007 - 2008 Dining Room Meals Previous Month July = 883 = 84% capacity Current Month August = 754 = 75% capacity Month to month YTD average capacity 2009 = 66.75% comparison YTD average capacity 2008 = 68% Includes take-out meals ( 4), member (716) and non-member meals( 34 ) August 2005 Total = 9,854 - 1400 2006 Total = 9,275 2005 2007 Total = 9,588 - 1200 1161 2008 Total = 8,265 ,-..\ - 1000 2006 2008 YTD = 5,579 1011 - 800 2007 Â»f: - 600 11O4 J - 400 2008 821 - 200 2009 ~~~1~11'111 0 754 JFMAMJJASOND - 2005 -2009 -+- 2006 YTD - 2007 - 2008 Senior Center Meal Programs Report 8.31.09 page 2 Meals on Wheels, Dining Room and Take-Out Meals Combined Meal Programs - Monthly Comparisons 1800 Month to month 1600 ,Â»4\ Comparison 1400 b--1-\\\F\.4 August 1200 -4 2005 1618 1000 7\. 2006 800 1507 600 2007 1501 400 2008 200 1249 ' 2009 0*0 4**4 4 4 4 4 4 4 - 1091 Combined Meal Programs - Yearly Comparisons 16000 - 2003 14000 11,356 - 2004 13,937 12000 - 2005 14,730 10000 . 2829 8000 - 2007 13,644 6000 - 2008 13,001 - 2009 4000 2009 2000 YTD 0 - 8,416 Senior Center Programs / Activity Attendance Report 8.31.09 page 3 Attendance at Activities and Programs - 2500 Month to Current month August = 1,765 month (in number of visits drop-in and planned programs combined) comparison 2005 Total = 10,411 2006 Total = 12,411 - 2000 August 2007 Total = 141089 2008 Total = 14,441 2005 1337 2008 YTD = 9,837 - 1500 2009 YTD =10,776 2006 1387 ~~~K---â€¢ - 1000 2007 1817 2008 1 - 500 Tai 2009 1765 111111111111 0 JFMAMJJASOND Previous month - JulÂ¥ 2009 "Planned Programs" Potential or Ideal Capacity 597 "Planned Programs /% Utilization .* 693 or 116% capacity *programs as a % of ideal capacity /actual "Drop-In" Programs utilization 1,241 Current month - August 2009 "Planned Programs" Potential or Ideal Capacity 482 "Planned Programs /% Utilization .* 604 or 125% capacity *programs as a % of ideal capacity /actual "Drop-In" Programs utilization 1,161 YTD average programs capacity 2009 = 105.00% YTD average programs capacity 2008 = 97.25% Senior Center / Facility Overall Attendance 8.31.09 page 4 2500 -4- 2009 YTD = 12,633 2000 August = 2,146 1500 4 17,857 -0- 2005 Year Total August = 2,280 U-4>15* -7.- 2006 1000 - Year Total 17,471 i August = 2,130 500 -+- 2007 Year Total 18,510 O August = 2,188 I1I11I111/1I 0 0' *'* f' *Â¢ 49*ss> +P.f -c> 40 y -+- 2008 Year total 17,562 August = 2,111 2009 Senior Center Rentals 2009 Senior Center Non-Rental Users January (0) January TOEP meetings (5) February (0) Rider Advisory (7) March (0) NARFE (7) April (0) CIA (25) February Sister Cities (6) May Ranch Meadows HOA NARFE (16) meeting (35) March CIA (50) June Friehe party (70) NARFE (15) Criswell party (29) Sister Cities (5) July (0) TOEP (11) August (0) April TOEP (20) NARFE (18) Sister Cities (6) 2009 Year to date: 134 May TOEP (28) Sister Cities (11) 2005 rental users = 393 Rider Advisory (10) 2006 rental users = 426 NARFE (19) 2007 rental users = 721 Parade of Years (77) 2008 rental users = 599 June TOEP (13) Sister Cities (4) July TOEP (30) August Car Club (29); Housing Authority (18); TOEP (5); Sister Cities (10); County Commissioner (25) 2009 Year to date: 456 2005 non-rental users = 1295 2006 non-rental users = 286 2007non-rental users = 249 2008 non-rental users = 270 , MEMORANDUM Community Development To: Community Development Committee From: Bob Joseph Date: 9-25-09 Subject: Building Contractor Qualifications Based Licensing Background The Town currently licenses all contractors and subcontractors working inside the city limits. The issuance of the license is not based on any testing or qualifications. Larimer County recently enacted a new qualifications based contractor licensing program (see attachments). This approach is common in many Colorado jurisdictions. The Larimer County program could be used as a template for a transition to a qualifications based Town license. It should be emphasized that the Town would accept testing based, and experienced based, qualifications from Larimer County or any other Colorado j urisdiction that adheres to the same locally adopted standards, so there would be no redundant testing process. Community Development is recommending testing and licensing of contractors and all commercial building permit applicants within the Town. Staff recommends the following exemptions to Town contractor testing and licensing requirements. 1. Contractors requiring State licensing (architects, engineering, electrical, plumbing, sprinklers, elevators/conveyances and manufactured home installers, etc.) and/or approved preengineered/ proprietary certification (Ansul systems, EFIS, etc.), and projects where the scope of work is limited to such contractors, shall not require additional testing, but shall require Town licenses. 2. Owners of structures regulated by the International Residential Code shall be permitted to work on their own home and accessory structures without required licensing, provided they occupy the dwelling. Exemption from required testing and/or licensing does not include exemption from any other requirements including but not limited to obtaining required permits. Staff recommends types of contractor licenses and licensing requirements shall be consistent with the requirements of Larimer County. Licensing fees and issuance shall be determined by the Estes Park Municipal Code and the Town Clerk. Budget Impact: The Town already collects a fee for the issuance of a Town license and this fee should not be increased. So there would be no budget impact. Recommendation: Require testing and licensing of contractors and all commercial building permit applicants within the Town. Staff recommends the following exemptions to Town contractor testing and licensing requirements. 1. Contractors requiring State licensing (architects, engineering, electrical, plumbing, sprinklers, elevators/conveyances and manufactured home installers, etc.) and/or approved preengineered/ proprietary certification (Ansul systems, EFIS, etc.), and projects where the I 4 scope of work is limited to such contractors, shall not require additional testing, but shall require Town licenses. 2. Owners of structures regulated by the International Residential Code shall be permitted to work on their own home and accessory structures without required licensing, provided they occupy the dwelling. Exemption from required testing and/or licensing does not include exemption from any other requirements including but not limited to obtaining required permits. Staff recommends types of contractor licenses and licensing requirements shall be consistent with the requirements of Larimer County. Licensing fees and issuance shall be determined by the Estes Park Municipal Code and implemented by the Town Clerk. Action: Direct staff to prepare revisions to the Municipal Code as required to implement qualifications based licensing for building contractors. . MEMORANDUM Community Development To: Community Development Committee From: Bob Joseph Date: 9-25-09 Subject: Priorities for Sign Code Revisions Background Please see the attached draft prioritization of the sign code recommendations presented last month. Budget Impact : none Recommendation: Staff requests review and acceptance of the priorities list with guidance as to any revisions. We will then proceed to implement the various recommendations in order of the approved priority list. Sign Code Task Force Summary High Priority Maior Revisions: (six month process) 1. Create a Flexible Sign Permit review process that encourages and rewards superior design in settings where multiple businesses occupy a single lot. 2. Create a regulation allowing temporary Banners. 3. Provide a new process for staff-level approval of minor sign code variances. 4. Increase wall sign allotment from one to two per frontage 5. Clarify and strengthen enforcement of the sign code, including on-site citations for repeat violations Allow neon and other exposed light sources (LED, etc.), but strictly limit the brightness or intensity of the light based on an objective measure of intensity (e.g. lumens or ft. candles). Prohibit scrolling, programmable signs in the CD district and place restrictions on the time intervals where they are permitted in the CO district Review wording in the sign code to make it more user-friendly Medium Priority Revisions: (four month process) Establish a measureable standard and code language that can relate to current sign technology for sign illumination In the CO zoning district, increase the existing cap from 150 square feet to 200 square feet, but maintain the existing 1.5 square foot signage allocation per lineal foot of building frontage. Consider the differences between the Downtown and Outlying settings when revising the size regulations Discuss Exemption (10)d and how it relates to future mass public transportation. Committee desires to leave this exemption in the code . Create a time frame for temporary signs (60-90 days), and consider restructuring the fee schedule to allow one fee if a temporary sign permit is issued while the permanent sign is being built Consider changing the maximum size for temporary marketing/construction signs to four feet by eight feet (4' x 8') Allow change of copy on existing permitted signs without a new permit Revise the sign maintenance section to refer to structurally unsound signs as a trigger for coming into compliance Provide diagrams and graphics to illustrate the intent of the code provisions Allow flashing string lights only during the holiday season, and provide firm start and end dates for the season. Quick fix Housekeeping: (2 month process) Revise the size allowance for election signs (150 square feet) in commercial districts to match the allowances for similar temporary signs Delete the reference to "moveable" awnings Clarify the distinction between a canopy and a marquee Clarify size limit for exemption from permitting process for Joint Identification signs (different in the CD-Commercial Downtown and CO-Commercial Outlying districts) Change the sign area computation formula by increasing 8 points to 12 points Change the maximum number of permitted signs in single-family residential zoning districts from one per building to one per residence ~Create a definition for "temporary" Refer signs located at intersections to the Estes Valley Development Code (EVDC) I ./ Place time limits on temporary exempt signs Clarify the term "official filing" for subdivision signs Clarify the definition of public right-of-way to exclude privately-owned public spaces that are enclosed on four sides by buildings ff Delete Exemption (10)b that deals with signage on vehicles Change the size limit to nine (9) square feet for temporary real estate signs to include riders Broaden the exception for marquees to include other sign types that require frequent updating of information Increase area allocations for Joint Identification signs Housekeeping: 17.66.040 Definitions, (7)...organization eF gf nations... (22)...and similar projects projections Housekeeping: 17.66.090 General regulations, (e) Permanente Signs which identify lands... Housekeeping: Schedule of Requirements: Single-family Residential Zoning Districts Maximum Area per Sign Face, All Signs: 2 4 sf (to align with exemptions) Define the term "premise" for the prohibition of off-premise signs Low Priority Revisions: (3 month process) Remove outdoor display of merchandise from the sign code and create a land use code revision for this purpose (group opinion is this could be a safety issue in the CD zoning district) Provide a content-neutral definition for flags 4 1 Provide for the expiration of non-conforming signs Consider allowing signs on blank walls, possibly through a Flexible Sign Permit review process Consider ways to accommodate special event signage needs. Policy and Administrative Issues: ( 2 month process) Create an inventory of non-conforming signs which could trigger code compliance when a business license is issued Create a pamphlet for new businesses to increase knowledge and compliance with sign code Enforce the existing prohibition of off-premise real estate signs, with an exception for open house directional signs during the actual open house event occupied by the agent, representative or owner . Enforce the existing prohibition of off-premise signs Restructure fee schedule for temporary banners . 0 0 0 4 ~Â©Z O 88 0 4 4 01 Ch r-- g m Â£ f g 62 5% bâ‚¬ 5% MA- 0 22200 8 91 *A 1 3 2 Ago 88 R 0 # n Â°Â° - 0% 0 0% 9 0- 0 Â°E c:,C R Â°5Â° EA 8Â°M 089 R :R 0 GO N ~t 09. reÂ·Â£ =t =1 "1 e 0 2 -2 A 0 2 %6 0 00, .0 5 - M 22 11 Â£ Zht AU b E Â¢ 0 if 0 02 U Z U % of yI> 67% 42,387 ,517 2, 42,000 44,517 106% (3,905) 31,840 25,000 25,807 103% Charges for Services (outside) (4.885) 13,805 10,000 8,600 86% 13,612 (12.906) 93,516 79,994 (13.522) 1 79,994 101% %I9 LIL'6Â£Z EIE'06Â£ 01 *6Lt LIL'6Â£Z I IS'ftâ‚¬ 96'LZ 6L'Lâ‚¬ osuodxa Joueummew puu uoquiodo i MONTH TO DATE YEAR TO DATE BUDGET vs. YTD 2009 2009 2009 of Budget (4.116) 5,484 1,070 43% Personnel 33,342 23,262 10,080 192,459 196,061 317,255 196,061 and Maintenance (247) 53,052 43,656 73,058 43,656 6 C FEL'69 1 ) (E/8.OID (SEL'L) (CL'65 1 ) (S66'lyl) (Â£LOT) (66:'LE) (981'tâ‚¬) AUGUST AUGUST VAR VAR ratios RoK 4080 Jo louenb is I III POA!000[ Aunoo HUM ]UOUIOSInqui!01 VDI sool OSEOIN voluelen& '001 19;SUBI) 1!uuod BPIE Klunoo lomurl 'soin,Ip snoouelpos!;N *UNITY DEVELOPMENT (101-1600) W COMPARISON Operation and Maintenance Expense Other 10AO SanUOAOI JO KOUM Jop SSOOXH 2009 vs. 20 Revenues . e 1 0 0 0 0 0 0 5 0 RES *RS! 22zG 0 I m -B #% 8 8% hh m g 4% 9 U; + 01 01 .1 0 0 62 0 62 0 -8 Wztog OO - -0 0 21 R =R 88 49. 0 >. g 3 -B - 2% EIM. 0 >4 N 20 GO oN 40 8 N0 04 - 0O Â§ 9*8 4 m 0 M h t- n h %O. v \0 M 32 DATE MONTH TO DATE YEAR TO DATE YEAR TO DATE AUGUST AUGUST VAR VAR ratios Foo~ ofYB Licenses and Permits 8,959 (39.788) 223,811 (119.537) 99% 104,274 â‚¬I 6'ZSE Lft'66Â£ (9â‚¬L.L) EI6'Z<Z LLI'5*Z 0L5'8 LOB'*E LLE'Et osuadxa @oueummew pue uougiod (Â£9t'Lt'I) (Lt*.961) (t'64.gEl) (Â£9*'Lt,I) (696'81) (606'IE) (ENCE) 9ZI'9 som,!puodxj 99 'LZE (088'f) 6'L~E LLO'â‚¬IE ED#'Ot ZOE'9E IOUUOSJOd 956'PE (958 2) 996'VE 001'ZE aouuu@luIEFy pur suotle (690) Total Revenues 9,024 (40.478) PROTECTIVE INSPECTIONS (101-2300) CASH FLOW COMPARISON asuodxa eoueu@lulew pue uouelgdo 20 SanUOAO.I;O KOUO!0!JOP~SSOOXH XE) asn - enUOAOI 203 JOPUDAI Revenues sainlipuadxa Town Administration Memo TO: Chairman Chuck Levine and Community Development Committee Board Members From: Lowell Richardson, Deputy Town Administrator CC: Jacqueline Halburnt, Town Administrator Date: 9/29/2009 Re: Draft Procurement Policy Revisions Background At the September 3rd Community Development Committee meeting staff presented a draft policy on "Procurement and Purchase of services and Goods". Once presented staff was directed by CDC to provide some revisions to the draft policy. Those revisions are: 1) Add a policy for purchases of less than $30,000. 2) Add a section on reporting requirements for recipients of Community Service grant funds. 3) Separate procedures for RFP's and Bids. 4) Revise Sole Source purchasing. 5) Provide definitions for multi-phase projects. 6) Include local contractor preferences and notification to contractor association for construction projects. Also added to the revisions is a section on definitions common to purchasing goods and services. Budget/Costs N/A Recommendation Staff is requesting approval of the revised policy as presented. 1 . k. Procurement of Goods and Services Town of Estes Park Policy 1/1/2009 A. Purpose The purpose of this policy is to establish procedures to maximize the value of public funds spent for purchasing goods or services. This process allows the establishment of safeguards for maintaining a system of quality and integrity. B. Policv All Town of Estes Park Departments shall follow set procedures established for the procurement and purchase of services or goods exceeding thirty thousand dollars. All Town employees are required to exercise prudence when using public funds for procurement of any goods or services regardless of the amount. At no time should a Department exceed the overall appropriation for the Department in the adopted budget. All ordinances and resolutions adopted authorizing an expenditure of money or the entering into a contract for an amount more than $100,000 require the approval and signature of the Mayor before they can become valid. C. Procedures The guidelines provided herein shall be applicable for all purchases made for goods or services on behalf of the Town of Estes Park in excess of $30,000. The Town of Estes Park requires formal sealed bidding above $30,000. In those cases, bid packages are prepared and distributed to prospective bidders of the commodities or services required. In certain cases, Requests for Proposals (RFP's) are issued - generally in the area of consulting services. A copy of the procedure and evaluation criteria may be obtained from the department requesting the services. Bids or RFP's are publicly opened at the time, date and place specified. Bids must be received on or before the published deadline. After bids are opened, the tabulation and analysis is made by the appropriate department. A recommendation for consultant selection is made to the appropriate town committee with final approval made at a regular town board meeting. An award is then made via a purchase order. Construction awards over $50,000 require issuance of a contract. The successful bidder will also be required to furnish Certificates of Insurance, Performance/Payment Bonds, Workmen's Compensation etc. as specified in the bid documents. 1 4 Procurement of Goods and Services Town of Estes Park Policy 1/1/2009 Pre-bid meetings are held on projects when deemed necessary by the town staff. Invitations to bid will specify the date, time and location of such meetings. 1. Emergency Purchases Emergency purchases shall be authorized by the Town Administrator when a threat exists to public health or safety. An emergency situation is an event that creates an immediate threat to public health, welfare, or safety of the Town of Estes Park or where preservation or protection of Town property, may arise by reason of natural disasters, epidemics, riots, equipment failure, or such other reasons. Such conditions create an immediate and serious need for supplies, services, or construction that cannot be met through normal procurement and approval methods. Competition should be obtained for emergency purchases when circumstances allow (for example, you may call three local suppliers to get competitive quotes on equipment or services). Only the quantity of goods or services necessary to alleviate the emergency may be purchased under emergency conditions. Poor planning does not constitute an emergency. The Town Administrator will present the circumstances of the event to the Town Board at the next regularly scheduled Town Board meeting. 2. Maintenance Agreements The Town of Estes Park engages in annual maintenance contracts and agreement with various vendors as a matter of day-to-day business. The Town Administrator shall approve all maintenance contracts before acquisition of said services are allowed. Such maintenance agreements typically are contracts for services and repair of equipment items and can be, but are not limited to, purchased equipment that is not leased i.e., office equipment, cleaning services, etc., in these situations the following practices shall be followed: a. When it is considered cost beneficial to do so rather than to pay for service on a per-call basis a maintenance contract will be used. (In most instances such maintenance agreements shall be included in the original purchase quote for such items). Exceptions are for capital purchases where ongoing use of the equipment exceeds one year and ongoing maintenance is required. b. Maintenance agreements costing more than $30,000 must be obtained through a formal bid/quote process unless said services/goods can only be serviced by the original vendor then a sole source purchase would be authorized. c. When the cost of services through an agreement exceeds $100,000 a formal RFP process will be used. Some vendor forms may be amended and then referenced on a Purchase Order or contract. Include them as an attachment to your requisition. d. Only those person(s) having the authority shall sign or enter into any contract for the Town of Estes Park. It is important to understand that authority to approve expenditures from the budget does not constitute authority to bind the Town of Estes Park to contracts or contract changes. To originate a Maintenance Agreement (under $100,000), a request for approval must be submitted to the Town Administrator. The request for approval shall contain the three quotes including a full description of the service to be received, the vendor's name, and the price. An open ended Purchase Order shall be issued for the current fiscal year only. 2 Procurement of Goods and Services Town of Estes Park Policy 1/1/2009 3. Vehicle Purchases Vehicle purchases shall be conducted through a competitive bid/quote process. Included in the quote or bid for vehicles are those specifications necessary for the vehicle to perform functions unique to the department requesting said vehicle. Purchasing steps to be followed: a. Those purchases under $30,000 and pre-approved in the budget shall be submitted to the Town Administrator for approval. A memorandum outlining purchase justification with competitive bids/quotes attached are also submitted to the Town Administrator. b. All purchases exceeding $30,000 requires review by the Town Administrator prior to submitting to the Town Board of Trustees. c. Vehicle purchases exceeding $30,000 and pre-approved in the budget shall be reviewed by the appropriate committee and approved by the Town Board. A memorandum outlining purchase justification with competitive bids/quotes attached are also submitted. d. Vehicle purchases not pre-approved in the budget require approval by the Town Board. 4. Capital Purchases Under $30,000 and more than $5,000 Capital purchases exceeding $5,000 but less than $30,000 shall be made only when said goods or services have been approved through the budget process. These purchases require approval by the Town Administrator before acquisition of the good or service can be obtained. Purchases under this category that have not been approved through the budget process shall require approval by the Town Board of Trustees at a scheduled Town Board meeting. Purchases under this category shall require (3) competitive bids/quotes regardless if the item(s) to be purchased were pre-approved via the budget process. These purchases require approval of the Town Administrator before being presented to the Town Board of Trustees. The following process shall include: a. A memorandum to the Town Administrator requesting release of approved funds to effect the purchase of goods or services (an attachment of the 3 competitive bids). b. Those purchases requested that are not within the approved budget requires an action item addressed to the Town Board of Trustees (an attachment of the 3 competitive bids). 5. Requests for Proposals (RFP) for Purchase of Services Under $30,000 andÂ·mefethan Generally, RFP's shall be issued for the acquisition of consulting services. The issuance of an RFP for a construction proiect is dependent on the magnitude and complexity of the proiect. Final determination to issue an RFP for such a construction proiect is the decision of the Town Administrator. RFP's shall be developed by the department's assigned project manager or Department Head. At a minimum all RFP's shall contain: 1. Introduction describing the nature and term of the request 11. Scope of Services 111. Broker Minimum Requirements, Qualifications and Experience IV. Rate Schedule for Services V. Illegal Aliens Language 3 1 11.4- Procurement of Goods and Services Town of Estes Park Policy 1/1/2009 VI. Submittal Process with deadline and contact information, proposals are public information and the town reserves right to reject any or all proposals. *In all other purchasing situation a formal sealed bid is required. 6. Sole Source Purchases A contract may be awarded for a supply, service, or construction item without competition when, the Department Head determines that there is on/y one source for the required supply, service, or construction item. Only the Town Administrator has the authority to grant this exception. Sole source purchasing procurement is not permissible unless the required good(s) or service(s) are on/v available from a single supplier. A requirement for a particular proprietary item or service does not justify sole source procurement if there is more than one potential bidder or offeror for that item or service. The following are examples of circumstances that could necessitate sole source procurement: a. Where the compatibility of equipment, accessories, or replacement parts is the determining factor. b. Where a sole supplier's item is needed for trial use or testing. c. Where sole supplier's item is to be procured for resale. d. Where public utility services are to be procured. e. For continuity between multi-phased projects. 7. State Bids The State of Colorado has expended considerable time and money to assure that the items on the State Bid list are made available at the best competitive price, equally throughout the State. Occasionally, local vendors may have selected items at a slightly lower price; however, the State Price Agreements with the listed vendors insure that, based on projected quantities purchased throughout the State over a certain period of time, the best overall economy will be achieved. The list is alphabetical by commodity and indicates the vendor(s) who have received the State Price Agreement. The listing is on the Internet: Enter: www.gssa.state.co.us Click on link to State Purchasing Office Click on link to Current Price Agreements Click on link to List of Price Agreements (for Commodities/Services) in middle of page 8. Local Preference The Town may provide a 2% local purchasing advantage for equipment, supplies and services up to $37,500. The Town Administrator shall make final determination of whether the local advantage is applicable. For all construction proiects the local Estes Park Contractors Association shall be notified. 9. Communitv Service Grants 4 , Procurement of Goods and Services Town of Estes Park Policy 1/1/2009 Each vear the Town of Estes Park awards various community agencies (government or non- profit) grant dollars from the Town's General Fund to help support those organizations operational expenses. As such, the Town is interested in tracking what those funds are used for in sustaining these organizations. Therefore the following reporting requirements shall be provided by these agencies each year: a) Recipients of Town funded grants shall provide an annual written report to the appropriate Town Committee bv January of each vear. b) The annual report shall contain at a minimum the following information: a. A written narrative outlining how Town funds were used to support their organization for that grant period. b. An outline of those expenses supported bv the Town's Community Service Grant award. c. The annual report shall be presented to the appropriate committee or Town Board no later than February of each year. d. The annual report shall be submitted to the Town Finance Department who is responsible for managing and maintaining all Community Service Grant awards 10. Definitions Award - The presentation, after careful consideration, of a purchase agreement or contract to the selected bidder. Bid - An offer submitted bv a prospective vendor in response to an invitation for bid (IFB) issued bv an authorized Town of Estes Park representative. Capito/Purchase -Any purchase of an asset with a value greater than five thousand dollars and a useful life of one year or more. Contract - A legally binding promise, enforceable bv law. An agreement between parties, with binding legal and moral force, usually exchanging goods or services for money or other consideration. All types of agreements, regardless of what they may be called, for the procurement or disposal of supplies, services, or construction. An agreement between the Town of Estes Park an individual and business unit who provides a good, performs a service, constructs work, or who leases real property for appropriate consideration. Continuity of Multi Phased Proiects - Those proiects planned over a period of time to be completed in phases and for continuity of proiect completion with the need to use the same contractor or provider of services to best serve the Town of Estes Park. This does not preclude the Town of Estes Park from choosing another contractor or service provider if so desired or deemed necessary by the Town's official representative. 5 Procurement of Goods and Services Town of Estes Park Policy 1/1/2009 Emergency Purchase - A purchase made to alleviate a situation in which there is a threat to health, welfare, or safety under certain conditions defined as an emergency by the Town Administrator that does not allow time for, normal competitive purchasing procedures. Formal Bid - A bid, which must be submitted in a sealed envelope and in conformance with a prescribed format to be opened in public at a specified time. Goods - Supplies or anything purchased or available for purchase, other than real property or services. Anv item of merchandise, raw materials, or finished goods; any inventorial items or assets of any kind, including fixed assets, supplies, and items in process of production. Procurement - Purchasing, renting, leasing, or otherwise acquiring any supplies, services, goods or construction; includes all functions that pertain to the acquisition, including description of requirements, selection and solicitation of sources, preparation and award of contract, and all phases of contract administration. The combined functions of purchasing, inventory control, traffic and transportation, receiving, receiving inspection, storekeeping, and salvage and disposal operations. Proposal - \n competitive negotiations, the document submitted bv the offeror in response to the RFP to be used as the basis for negotiations for entering into a contract. A submittal, bid or offer which can either be unsolicited or submitted in response to an invitation from a contracting authority. A proposal is usually requesteil in cases where the selection of a contractor is to be made on the basis of the performance that is offered rather than on that of price alone an mav require an outline of details such as the vendor's qualifications and experience and the identification of problems and proposed solutions in addition to details of price. Purchase Order (P.O.1 - A written document to a vendor formalizing all the terms and conditions of a proposed transaction such as; a description of the requested item(s), delivery schedule, terms of payment and transportation. An order authorizing funds to purchase goods or services. Request For Proposal (RFP) - A\\ documents, whether attached or incorporated by reference, utilized for soliciting competitive proposals. A bid solicitation method used for requirements exceeding authorized limits when it is expected that negotiations with one or more bidders mav be required with respect to anv aspect of the requirements, or other factors will be considered in the selection of the contractor in addition to price, or only one source is being solicited. Sole Source Bid - Only one vendor possesses the unique and singularly available capability to meet the requirement of the solicitation, such as technical qualifications, ability to deliver at a particular time, or services from a public utility. A situation where a particular supplier or person is identified as the onlv qualified source available to the requisitioning authority. Non- competitive situations arise when there is onlv one source capable of supplying the product or service (referred to as sole source); and when, although a number of sources exist which are 6 Procurement of Goods and Services Town of Estes Park Policy 1/1/2009 capable of supplying the product or service, it is decided for any reason to direct the purchase to a particular source. 7