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HomeMy WebLinkAboutPACKET Community Development Community Services 2012-05-24Preparation date: May 16, 2012 * Revision date: NOTE: The Community Development / Community Services Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. AGENDA TOWN OF ESTES PARK COMMUNITY DEVELOPMENT / COMMUNITY SERVICES COMMITTEE May 24, 2012 8:00 a.m. Board Room, Town Hall 1. PUBLIC COMMENT 2. COMMUNITY SERVICES a) RECOMMENDATIONS TO THE TOWN BOARD i) None. b) REPORTS i) Special Events. Manager Winslow. ii) Retail Sales Policy. Assistant Town Administrator Richardson. iii) Update on Capital Projects a. Fairground Stall Barns. Assistant Town Administrator Richardson iv) Verbal Updates and Committee Question. 3. COMMUNITY DEVELOPMENT a) RECOMMENDATIONS TO THE TOWN BOARD i) None. b) REPORTS i) Community Development Monthly Report. Director Chilcott. ii) Verbal Updates and Committee Question. 4. ADMINISTRATION a) RECOMMENDATIONS TO THE TOWN BOARD i) None. b) REPORTS i) Verbal Updates and Committee Question. To: Community Development/Community Services Committee Interim Administrator Richardson From: Bo Winslow, Fairgrounds and Events Manager Date: May 24, 2012 RE: Event Report Report: The month of May is the kickoff of the summer event season. Below is a list of scheduled events for May and June. During the month of May, the Events Department focuses most of its time on Wool Market and opening up the facilities for the season. The Estes Park Wool Market is one of the largest shows of its type in the US. This show was started to help stimulate the economy in early June and continues to do this 22 years later. There are always last minute events that come forward in May. Staff processes these applications as they come in and attempts schedule the event into the already busy summer season. 5/5 5/5 Duck Race Riverside Plaza 5/5 5/6 Surprise Sale Local Merchants 5/19 5/19 EPPD Safety Expo (Town Sponsored) Fairgrounds 5/19 5/19 Fit Family 5-Mile Stanley Park - Rec. Fields 5/19 5/20 Jazz Fest (Town Sponsored) Performance Park 5/19 5/20 Parade of Years Bond Park 5/26 5/28 Art Market Bond Park 5/26 5/28 Western Heritage Art and Antique Show Fairgrounds 5/26 5/27 Team Penning Fairgrounds 5/26 5/28 Circus* Fairgrounds 6/2 6/3 Barrel Racing* Fairgrounds 6/7 6/7 Estes Valley Farmers Market Fairgrounds 6/7 6/8 Wool Market Workshops (Town Sponsored) EPHS Community Services Memo 6/9 6/10 Estes Park Wool Market: Exhibitors and Vendors (Town Sponsored) Fairgrounds 6/14 6/14 Estes Valley Farmers Market Fairgrounds 6/14 6/14 Thursday Night Live Performance Park 6/14 6/15 Ride the Rockies (Town Sponsored) * Fairgrounds 6/16 6/16 EP Marathon Kid’s Fun Run Bond Park 6/16 6/16 Equestrian Club Gymkhana Fairgrounds 6/16 6/17 Cowboy Mounted Shooting** Fairgrounds 6/17 6/17 EP Marathon Bond Park 6/17 6/19 Cowboy Sing-Along (Town Sponsored) Bond Park 6/20 6/20 Wed. Night Concert Series: Dennis-Tobias Band (Town Sponsored) Performance Park 6/20 6/21 Miniature Horse Show Fairgrounds 6/21 6/21 Estes Valley Farmers Market Fairgrounds 6/21 6/21 Thursday Night Live Performance Park 6/22 6/23 Westernaires** Fairgrounds 6/23 6/24 Miniature Horse Show Fairgrounds 6/23 6/24 Scandinavian Festival Bond Park 6/24 6/26 Cowboy Sing-Along (Town Sponsored) Bond Park 6/27 6/27 Wed. Night Concert Series: Wayward Vessel (Town Sponsored) Performance Park 6/28 6/28 Estes Valley Farmers Market Fairgrounds 6/28 6/28 Thursday Night Live Performance Park 6/29 6/29 Cool Night's Cruz-In Northeast CVB Parking Lot **New in 2011 * New in 2012 Community Services Memo To: Community Development/Community Services Committee From: Lowell Richardson, Assistant Town Administrator Date: May 24, 2012 RE: Report Visitor Center Retail Policy Background: At the April 26th CD/CS Committee meeting during public comment local business owner Nick Molle requested the opportunity to display and sell his videos at the Town’s Visitor Center. Mr. Molle indicated he would be willing to donate a TV monitor for this purpose as well requested we sell his videos. During this discussion I agreed to follow- up on this request and meet with Mr. Molle. I met with Mr. Molle and he shared with me he had been allowed to show and sell his videos at the Chamber of Commerce facility when they were operating. Through the course of our discussion I told Mr. Molle the Town Board would need to review the current retail policy before we could allow the sale of his product, but there might be a possibility he could display videos that are Estes Park relevant. In exercising our due diligence I contacted Peggy Campbell, President of Visit Estes Park (our local marketing district) to inquire about the impact Mr. Molle’s request might have on our stakeholders. Ms. Campbell informed me policies had been established to minimize what could be sold at the Visitor Center based on stakeholder input regarding the sale or display of retail product (see attached policy). Ms. Campbell added our current practices are not necessarily in line with industry standards, however allowing one vendor/retailer to display items of any kind at the Visitor Center would allow an advantage for one over all other stakeholders. As part of the research for this issue it was discovered two policies exist regarding retail sales at the Visitor center. 1) A policy adopted by the Town Board on May 9, 2006 and 2) A policy approved by Town Administration in May of 2011. Both policies are attached for review. The policy approved by Town Administration is administrative in form while the Town Board Policy supersedes all other policies regarding Retail Sales at the Visitor Center. Budget: N/A Recommendation: Based on the information identified regarding this matter staff is recommending the matter of retail sales, as a policy at the Visitor Center, be brought before the Town Board at a study session. ESTES PARK CONVENTION & VISITORS BUREAU POLICY Retail Sales Policy in the Visitors Center This policy addresses the parameters by which the CVB will abide when selling merchandise in the visitors center. The visitors center was built by the people of Estes Park to offer assistance to our visitors. The Ambassadors along with the CVB staff meet and greet over 200,000 people a year to answer questions and assist with directions. It is the primary task for the Ambassadors and staff to direct the visitors to shop with the retailers in town. Occasionally a visitor will be passing through and not be able to stop in town but, would like to buy a post card or something with Estes Park on it as a remembrance. As a convenience to the visitors the center will provide a limited selection of merchandise for those requests. The items that can be sold in the center include post cards, calendars, Rocky Mountain Nature Association, and Museum titles produced by those groups. This merchandise is being displayed in a manner that does not create a compulsive shopping environment. The post cards and calendars will be on a post card rack. The books will have samples of each on display plus a pricing list noting that these items are available behind the counter. The visitors center will continue to sell tickets and items to benefit local community fund raising events for the betterment of the community. VISITOR SERVICES 4.1 PETS AND FOOD PETS Only service animals are permitted in the Visitor Center; no pets are allowed. This guideline has been established to help ensure the safety of all who enter this municipal facility. FOOD The Visitor Center is neither intended for nor conducive to meal and snack consumption by visitors. Individuals who enter the Visitor Center shall be asked to leave food behind. Non-alcoholic beverages are allowed. ENFORCEMENT The Visitor Services Manager shall oversee the administration of this policy. These restrictions shall be posted at the Visitor Center public entrances. 4.2 RETAIL SALES, TICKET SALES AND DISPLAYS Adopted: July 1, 2008 Ambassadors and Visitor Center staff assist approximately 300,000 people a year, many of whom ask about merchandise. The primary role of Ambassadors and staff is to direct visitors to local businesses. Occasionally a visitor cannot stop in town, yet would like to buy a post card or similar item. As a convenience to the visitor, the center provides a limited selection of merchandise. Items that can be sold in the center include post cards, calendars, titles produced by the Rocky Mountain Nature Association, and titles published by the Estes Park Museum Friends & Foundation, Inc. Titles authored or edited by the historian laureate of Estes Park, which are also carried at the Museum Shop, are also permitted. The Visitor Center sells tickets to local benefits and fund raisers for the betterment of the community. The Visitor Center accepts cash or checks only for these sales; no credit cards can be accepted. The Visitor Center allows displays which benefit non-profit organizations on a case-by- case basis. The Visitor Center manager reviews display requests based on the time of year, level of traffic, and available space. The Visitor Center has no wall space and limited floor space for displays. Displays may not disrupt the flow of traffic. 4.3 MARQUEE POSTER DISPLAYS Adopted: July 5, 2006 The Visitor Center has a marquee standing display at the north and south lobby entrance. The purpose of the marquees is to display posters promoting Estes Park events. Eligible events include all Town-sponsored events (i.e. Wool Market, Catch the Glow Holiday Parade, Elk Fest, etc.) and Town-supported events such as the Highland Scottish-Irish Festival, Winter Festival and the Coolest Car Show. Events at the Conference Center, such as Rails in the Rockies, are also included. Poster display selection and duration is at the discretion of the Visitor Services Manager. 4.4 OVERNIGHT PARKING The Visitor Center lot is the only municipal lot which allows overnight and multi-night parking. Overnight parking is available, by permit only, for up to seven nights. Applications, available at the Visitor Center, must be approved by the Visitor Center manager or designee. Vehicles must be parked as far from the building as possible. Visitor Center staff will notify Police Dispatch when an overnight parking permit is issued. Only visitors may apply for overnight parking permits. Examples of allowable uses include: 1. A visitor taking the hiker shuttle into Rocky Mountain National Park (RMNP) to camp overnight. 2. A visitor participating in an extended hike in our area. 3. A visitor experiencing an unusual or extenuating circumstance, at the discretion of the manager or designee. Examples of non-allowable uses include: overnight RV parking; lack of space in RMNP & Estes Park-area campgrounds; and sleeping overnight in the vehicle. 4.5 BOND PARK CABIN USE Adopted: October 2006 Estes Park Town Board The Estes Park Convention & Visitors Bureau operates the information cabin in Bond Park. The cabin is to be used to provide information to visitors during the summer months. The CVB will staff the cabin with information specialist as the budget allows. When the cabin is not being used by the CVB, the Town may allow non-profit organizations to use the cabin. The cabin may be reserved through the Fairgrounds. Uses may be but are not limited to selling community benefit or fund raising tickets, provide event information, as well as holiday event uses. There is to be no food or beverages dispensed out of the cabin. A refundable damage fee may be requested by the Fairgrounds. The Fairgrounds will inspect the cabin to ensure that the users leave it in the same condition that they found it in. Any signage on the cabin must comply with the Town’s sign code and hang on the designated hooks. No staples or tape should be affixed to the cabin. 4.6 DISTRIBUTION OF FRONT RANGE MATERIALS Adopted: April 5, 2005 Materials from the Front Range Region, as established by the Colorado Tourism Office, may be displayed in the Visitor Center. The Center can also accept information from the Town/Chamber of Grand Lake on a reciprocal basis, even though they are not part of Colorado’s Front Range Region. 4.7 ART DONATIONS Adopted: April 4, 2006 No donations of art or gifts will be accepted for display in the Visitor Center. 4.8 RECIPROCAL DISTRIBUTION OF REGIONAL TRAVEL PARTNERS’ VISITORS GUIDES Adopted: December 6, 2005 The Estes Park Convention and Visitors Bureau has entered into an agreement with our regional travel partners (Colorado’s Front Range Region) to share in distributing each other’s Convention & Visitors Bureaus’ visitors guides. It will be the policy of the EPCVB to distribute through the Visitor Center the primary travel piece for the towns of Fort Collins, Greeley, Loveland, Longmont, Boulder, and Grand Lake. The following criteria have been established to qualify for the free distribution program. 1. Each of the above CVBs will supply the single primary piece that is produced to market their community as a tourism destination. 2. Each of the CVBs listed above have agreed to distribute, at no charge, the Visitors Guide produced by the Estes Park CVB in their visitor center. 3. The Estes Park Visitors Center will designate a shelf for the distribution of regional travel partners’ materials. 4. This policy may be changed in conjunction with the Local Marketing District (LMD).