Loading...
HomeMy WebLinkAboutPACKET Community Development Community Services 2012-10-18Preparation date: October 8, 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 October 18, 2012 8:00 a.m. Board Room, Town Hall 1. PUBLIC COMMENT 2. COMMUNITY SERVICES a) RECOMMENDATIONS TO THE TOWN BOARD i) Senior Center and Museum Site Master Plan Contract. Managers Fortini & Mitchell. b) REPORTS i) Visitor Center Quarterly Report. Manager Salerno. Postponed to November 15, 2012 meeting. ii) Museum Quarterly Report. Manager Fortini iii) November Events Report. Coordinator Winslow. iv) Verbal Updates and Committee Questions. 3. COMMUNITY DEVELOPMENT a) RECOMMENDATIONS TO THE TOWN BOARD i) None. b) REPORTS i) Monthly Building Report. Director Chilcott ii) Community Development Monthly Report. Director Chilcott. iii) Verbal Updates and Committee Questions. 4. ADMINISTRATION a) RECOMMENDATIONS TO THE TOWN BOARD i) None b) REPORTS i) Public Information Quarterly Report. Public Information Officer Rusch. ii) Verbal Updates and Committee Questions. Town of Estes Park, Larimer County, Colorado, September 27, 2012 Minutes of a Regular meeting of the COMMUNITY DEVELOPMENT / COMMUNITY SERVICES COMMITTEE of the Town of Estes Park, Larimer County, Colorado. Meeting held in Town Hall in said Town of Estes Park on the 27th day of September, 2012. Committee: Chair Ericson, Trustees Elrod and Norris Attending: Chair Ericson, Trustees Elrod and Norris Also Attending: Town Administrator Lancaster, Assistant Town Administrator Richardson, Director Chilcott, Coordinator Winslow, Managers Mitchell, Fortini and Salerno, and Deputy Town Clerk Deats Absent: None Chair Ericson called the meeting to order at 8:00 a.m. PUBLIC COMMENT. John Guffey, Eagle Rock School stated that the Committee level is a great place to incorporate young voices into the community noting that Eagle Rock students will be present at Committee meetings during the next several months. He said that during this trimester he is teaching a class called “The Hero’s Journey” in which students will explore careers and their identities. The class will culminate in a one-day event for 8th graders focusing on how to develop ideas and identify passions related to jobs and careers to pursue in their futures. Several members of the class introduced themselves to the Committee. COMMUNITY SERVICES DEPARTMENT. HALLOWEEN ROAD CLOSURE. Staff is requesting a road closure from 4 p.m. to 9 p.m. on Wednesday, October 31, 2012, to accommodate Halloween trick-or-treating activities in the downtown area. Coordinator Winslow noted that the closure pattern will follow the recommendation made by Trustee Koenig in 2011 which closes Elkhorn Avenue to traffic from Spruce Drive to Riverside Drive and includes single lane closures allowing pedestrian traffic only on the north and south side of Elkhorn Avenue from Riverside Drive to the intersection at Highway 34 and 36. The Committee recommends approval of the Halloween road closure be heard as an action item at the October 9, 2012, Town Board meeting. REPORTS. Reports provided for informational purposes and made a part of the proceedings.  Senior Center Quarterly Report – Manager Mitchell noted that activities at the Senior Center continue to be well attended with programs running at 95% of capacity year-to-date. She noted that customer satisfaction related to meal quality is 99% for the dining room program and 100% for Meals on Wheels. She said changes made to the programs based on client feedback from survey forms have provided positive results and improved the customer satisfaction rate.  Fairgrounds and Events Quarterly Report – Coordinator Winslow reported that the summer events were successful with attendance at the Rooftop Rodeo up 5% from 2011. He noted that more world champions participated in the 2012 event, most likely due to the increased purse size, and announced that the Rooftop Rodeo was once again nominated as one of the top five medium-sized rodeos in the nation by the Professional Rodeo Cowboys Association (PRCA). The BioBlitz, sponsored by National Geographic and Rocky Mountain National Community Development / Community Services – September 27, 2012 – Page 2 Park drew 5,500 people to the fairgrounds and received positive feedback from both sponsors and attendees. The Midsummer Festival was a new event in Bond Park this year. Staff is working with the event’s sponsor to make recommendations for increasing attendance at the event in the future. Upcoming fall events include ElkFest, the Tree Lighting Ceremony, the Catch the Glow Parade and Fireworks. Chair Ericson suggested that staff meet with event sponsors about their responsibility related to sales tax collection and submission.  October Events Report – As the summer events season comes to an end, staff is working on putting the property in order and preparing for seasonal, holiday-type events. Several new events for next year are being considered including an equestrian jumping, cross-country, dressage show; and a chuck wagon cook-off. In addition, staff is working with the cities of Loveland and Fort Collins in putting together a bid for the Colorado Pro Cycle Challenge. Coordinator Winslow noted that the Town Board will be asked to consider taking action related to a financial commitment to the event, and said bids are expected to be awarded in December.  Verbal Updates – o Museum/Senior Center Request for Proposal (RFP) – A review committee consisting of staff, representatives from the Senior Center and Museum Boards, and Trustees Elrod and Koenig has been formed to evaluate the proposals. The committee is expected to bring forward a recommendation at the October Community Development / Community Services Committee meeting. o CVB / Shuttle Ridership – Numbers at the visitor center remain low with staff assisting 9% fewer visitors than last year at this time, however, September weekend numbers have shown slight increases over last year’s corresponding weekends. Shuttle ridership for the 2012 season increased 3.5% over last year with approximately 24% of the ridership being local residents and summer workers. o Stall Barn / Sewer / MPEC RFP Schedule – Design work continues for the stall barn with weekly conference calls scheduled to address questions. An RFP for the sewer line work related to the stall barns will be issued during the first week of October. The multi-purpose event center (MPEC) design firm, Kenney and Associates, is working on revisions to the MPEC to finalize a plan to obtain construction bids to bring forward to the Board in January 2013. The Committee requested that staff prepare a document illustrating a timeline with dates related to the progression of these projects. Trustee Norris requested that staff work with Visit Estes Park as they continue to define an image of Estes Park through their branding project. COMMUNITY DEVELOPMENT DEPARTMENT. ESTES PARK SANITATION DISTRICT FEE WAIVER REQUEST FOR AMENDED PLAT AND LOCATION AND EXTENT REVIEW. The Estes Park Sanitation District (EPSD) is requesting the waiver of application fees related to an amended plat and a location and extent review. Staff has received an application to combine two lots in the Stanley Meadows Addition into one, which has an application fee of $580. The location and extent review application, which carries a total fee of $2,500, for the construction of a building to upgrade the sewage treatment facility has not been submitted by EPSD nor is it scheduled for review at this time. The Community Development fee waiver policy states that special districts may be exempted from development review fees. Since the amount of the fee waiver is in excess of $3,000, staff is requesting that the fee waiver be brought before the Town Board as an action item at the November 27th, 2012 meeting, when the amended plat is scheduled to be reviewed. The Committee questioned whether the Sanitation District itself had a fee waiver policy. Dir. Chilcott said she would ask a representative of the Community Development / Community Services – September 27, 2012 – Page 3 EPSD to be in attendance at the November 27th Town Board meeting to address this and any other questions the Board may have regarding the application fee waiver request. The Committee recommended the Estes Park Sanitation District fee waiver request be heard as an action item at the Town Board meeting scheduled for November 27, 2012. REPORTS. Reports provided for informational purposes and made a part of the proceedings.  Community Development Monthly Report – Dir. Chilcott reported that approximately 750 open permits are due to expire on December 31, 2012. Staff is reviewing files and preparing to contact contractors and property owners to ensure that construction has been completed in accordance with submitted plans. Smoke detectors and carbon monoxide detectors have been installed at the Courtyard and the property owner has agreed to submit a change of use permit application by November 1st. Dir. Chilcott noted an increase in development activity and activity related to rebuilding after the Woodland Heights Fire. She announced that Charlie Phillips has been hired to fill the position of Senior Permit Technician, which replaces the former position of Plans Examiner. Town Administrator Lancaster noted there has been dissatisfaction related to the minimum charges for utilities among customers who lost their homes in the Woodland Heights fire. ADMINISTRATION. Reports provided for informational purposes and made a part of the proceedings.  Verbal Updates – o Policy Development Prioritization and IGA and MOU Inventory – Staff is moving forward with these projects which were discussed at a recent Town Board Study Session. There being no further business, Chair Ericson adjourned the meeting at 9:18 a.m. Cynthia Deats, Deputy Town Clerk Memo Community Services To: Community Services/Community Development Committee Town Administrator Lancaster Assistant Town Administrator Richardson From: Bo Winslow, Community Services Coordinator Lori Mitchell, Senior Center Manager Derek Fortini, Museum Manager Date: October 18, 2012 RE: Approval of Consulting Services for Museum and Senior Center Site Master Plan Background: Staff received three proposals in response to the Town’s Request for Proposals (RFP) for the Estes Park Museum / Estes Park Senior Center Site Master Plan. The scope of work in this RFP includes a program development phase and a site master plan phase. The program phase includes an in-depth study of the programming and demographic needs as it relates to the Museum and the Senior Center for the next 20 years. The site master plan will determine if the current footprints will accommodate the anticipated growth in usage and visitation of the Senior Center and Museum and explore alternate Town-owned properties and will propose three options or recommendations for facility locations. The plan will result in a final recommendation for site locations and building uses of the next 20 years. The Town received three proposals for this project from: • Anderson Hallas Architects, PC (Golden, CO: six-month schedule / $80,383) • OZ Architecture (Boulder, CO: six-month schedule / $83,120 plus survey costs) • T.W.Beck Architects (Estes Park, CO: 18-week schedule / $14,570 plus consultants at cost plus 15%) A Stakeholders Committee (Consultant Selection Committee) was formed to evaluate the proposals. This Committee consists of two Trustees, representatives from the Museum and Senior Center’s support organizations and Town staff. Committee members studied the RFP and the submitted proposals to fully understand the scope of the project. Committee members subsequently completed an evaluation sheet for each firm. Based on evaluation scores, results of reference checks, level of prior experience with museums and senior centers, public sector experience and degree of on-site involvement, the Committee unanimously agreed Anderson Hallas Architects, PC to be the best fit for the Town. It is noted that 85% of Anderson Hallas’ business experience is in the public sector. It is the intent of this project to utilize and expand on as much existing information as available, including a wide variety of demographic data, attendance and usage data, citizen surveys, cultural and tourism aspects, as well as other significant plans and studies from the Town. The program phase will also include an expanded community survey by one of Denver’s leading market research firms for community and cultural facilities. The Committee feels the Anderson Hallas team will give the Town the most creative, economically sensitive and community-minded options as possible. Their team includes an exceptional roster of consultants and a project approach that best addresses the RFP and Town needs. Once the contract is approved, the Stakeholders Committee will continue to assist Anderson Hallas as needed throughout the process. Other community groups, professionals and users of the Museum and Senior Center will be engaged throughout the process as needed. As part of the project, a series of public meetings and presentations will also be included throughout the process. Budget: The funds for this project are budgeted in the Community Reinvestment Fund. (Account: 222-5400-544-22-02). Anderson Hallas Architects’ proposed fee is $80,383.00. A total not-to-exceed price of $89,000 includes a contingency of approximately 10% to cover to-be-discovered action items, desirable products or processes not covered in the RFP. Staff Recommendation: Staff recommends approval of consulting services with Anderson Hallas Architects, PC. Their contract will follow the standard Town / consultant contract format; approved by Town Attorney White. Recommended motion: I recommend approval of consulting services go to the consent agenda for the Tuesday, October 23, 2012 Town Board meeting. Community Services Memo To: Community Development/Community Services Committee Town Administrator Lancaster From: Derek Fortini, Museum Manager and Curator of Exhibits Date: October 18, 2012 RE: Museum Quarterly Report Background: Attendance Highlights Month of July Coolest Car Show in Colorado attendance was up by 500 guests compared to last year. Month of August During the “Major Sites” tour, our Seasonal Museum Assistant filmed Jim Pickering’s tour. The video will be saved as a resource for staff to use for research and future program planning. Month of September The Museum fostered a new partnership with the Baldpate Inn: Museum staff facilitated programs as part of the “Enchanted Evening Series”; the Museum Friends & Foundation, Inc. hosted the annual Membership Event there, and the owner loaned objects for the Museum’s newest exhibit about Charles Mace. The Baldpate Inn staff has directed many of its guests to the Museum as well and we hope to continue to pursue the beneficial relationship with t he continued Mace exhibit next year. Hydroplant The 2012 attendance numbers could increase because even though the facility is closed for drop-in visitors, tours are still offered. At the time of this report, attendance is up from 1599 in 2011 to 1663 in 2012. Drop-in visitors increased from 1352 in 2011 to 1470 in 2012, while tours dropped from 247 in 2011 to 193 in 2012. Collection Highlights Contracted Collections Inventory Assistant The contracted Collections Inventory Assistant position was filled by Sam Heindel who started on October 2, 2012. Sam completed the inventorying of around 600 objects within his first week of the project. He has a background in museum studies and has completed a similar inventory project at a previous museum. We are excited for the enthusiasm and experience he brings to the Museum. Exhibits Ongoing Temporary Exhibits Originally slated from April 27, 2012 through November 4, 2012 , A Sweet Past Time will continue to be on display in the Museum’s main gallery into 2013 . Staff hopes that at that time they will be able to rework that area into a more permanent installation consistent with the permanent display of Tracks in Time. Beyond the Baldpate: The Photographic Works of Charles Mace will be on display in the National Park Service Headquarters Building on the Museum grounds from September 28, 2012 through September 8, 2013. Estes Park’s professional photographer Charles Mace spent a lifetime capturing images as a photojournalist. He freelanced for the Rocky Mountain News and the Denver Post, contributed to Life Magazine and the New York Times, and served as Signal Corps photographer during World War I. Some of the compelling images he captured cover the walls of the Baldpate Inn, which he helped his brother build in 1917. Join the Estes Park Museum for this unique opportunity to witness never-before-seen and newly-discovered images kept in private collections, including original glass plate slides, large format photograph reproductions, and some of Mace’s personal memorabilia, in Beyond the Baldpate: The Photographic Works of Charles Mace. The Black and White opening held on September 28, 2012 had over 100 people in attendance. A special thanks to all the visitors (including some trustees) who were able to attend and donned their black and white attire. Upcoming Exhibits The exhibit titled Sandzén in Estes Park, scheduled to be on display from November 16, 2012 through April 17, 2013 has been cancelled. Staff has decided to cut the exhibit due to the current workload. While the merit of the exhibit still has a lot to offer to our community, staff hopes to pursue it at another time. Many relationships have been formed to execute this exhibit including private collectors, the Birger Sandzén Memorial Gallery (Kan sas), the Kirkland Museum (Denver), and the Colorado Springs fine Arts Center. Upcoming Programs October 27, 5 – 7 p.m., Estes Park Museum’s 50th Anniversary Celebration. A special event hosted by the Estes Park Museum Friends & Foundation, Inc. Join in celebration of the Museum’s 50th anniversary. Enjoy a special program featuring a memory wall created by volunteers and others that had a role in the Museum from past years, a time capsule for the next fifty years, and a peak at a few of the most valued objects in the Museum’s collection. Share stories from the past and help honor all those who have contributed to the institution. Free cake and champagne will be served. History on Call History on Call is a cell phone tour with stops located throughout the downtown area (connected to some shuttle routes). This being the second year, an additional stop was added at the Fairgrounds to total six sites. Participants use their own cell phone to dial the number on the sign, enter the stop number, and hear historic information about the spot they are standing on. History on Call lasted from June 1 to October 9, 2012. Here are the comparisons of use: Year Total Calls Individual Use Stops listened to Website visits 2011 150 88 1.7 36 2012 125 102 1.2 45 Difference Down 16% Up 15% Down 29% Up 25% The sixth stop at the Fairgrounds was introduced this year as a new variable to test use of History on Call outside the downtown area. It turns out that this was the least used stop with only 6 calls. Stop number one , located at the Visitor Center with the topic of the Stanley Hotel, remained the number one called stop with 55 participants. While the idea of going beyond the walls of the Museum to reach an audience concentrated in downtown (or select locations) seem s valuable, staff concluding it would be most effective to reevaluate the cell phone tour. Staff plans on taking time during 2013 to assess alternate locations and/or methods of conveying historical information and creating cultural heritage awareness to populations outside of the Museum. Estes Park Museum  July, 2012      From November through April, the Estes  Park Museum is open Friday, Saturday and  Sunday.  From May through October, the  Museum is open seven days a week.  The  Historic Fall River Hydroplant is open from  Memorial Day through Labor Day, Tuesday  through Sunday.                                                  July 2012 Attendance  Gallery/Office Visitors 1,927  Hydroplant Visitors 500  Programs and Tours—Museum 4,035  Programs and Tours—Hydroplant 0  Group Meetings and Rentals 206  Total Attendance & Programs—Museum & Hydroplant 6,668  Programs and Tours Capacity 4,550  Programs and Tours Percentage Utilization 90  Museum & Hydroplant Programs/Tours‐Detail:  7‐4 Museum Friends Event: Coolest Car Show in Colorado 4,000  7‐17Museum Friends Event: Cheley Camp Tour 35  Group Meetings and Rentals‐Detail:  7‐2 Coolest Car Show in Colorado 11  7‐6 Baker Rehearsal Dinner 37  7‐10 Rooftop Rodeo Royalty  14  7‐10 Coolest Car Show in Colorado  11  7‐11 Scott Zurn and Norris Designs 12  7‐12 Scott Zurn and Horse Stall Stakeholders 12  7‐13 Disaster Relief Fund Disbursement Group  9  7‐17 Estes Park Museum Friends Meeting 4  7‐17 Estes Park Museum Liaison Committee 6  7‐19 “Estes Park Then & Now” Book Revision Meeting 4  7‐19 Rooftop Rodeo Committee 52  7‐22 Postcard Club 11  7‐23 Community Meeting/Fairgrounds 7  7‐26 Estes Park Museum Friends Meeting 16  Total Attendance Year‐to‐Date:    2008 13,418   2009 13,039   2010 11,014   2011 12,861   2012 14,719 Total July Attendance  Estes Park  Museum 6,6686,583 5,8285,7015,700 0 1,000 2,000 3,000 4,000 5,000 6,000 7,000 8,000 9,000 10,000 2008 2009 2010 2011 2012                 From November through April, the Estes Park Museum is open Friday, Saturday and Sunday.  From May through October,  the Museum is open seven days a week.  The Historic Fall River Hydroplant is open from Memorial Day through Labor  Day, Tuesday through Sunday.  Estes Park Museum  August, 2012      From November through April, the Estes  Park Museum is open Friday, Saturday and  Sunday.  From May through October, the  Museum is open seven days a week.  The  Historic Fall River Hydroplant is open from  Memorial Day through Labor Day, Tuesday  through Sunday.  August 2012 Attendance  Gallery/Office Visitors 1,445  Hydroplant Visitors 490  Programs and Tours—Museum 96  Programs and Tours—Hydroplant 0  Group Meetings and Rentals 321  Total Attendance & Programs—Museum & Hydroplant 2,352  Programs and Tours Capacity 101  Programs and Tours Percentage Utilization 95  Museum & Hydroplant Programs/Tours‐Detail:  8‐1 Baldpate Enchanted Evening‐Outreach Program 30  8‐13 Major Sites Tour 26  8‐29 Museum Volunteer Potluck 40  Group Meetings and Rentals‐Detail:  8‐2 Town Board 2013 Goal Meeting 15  8‐7 Visit Estes Park Meeting 14  8‐8 Rooftop Rodeo Royalty  15  8‐9 Shuttle Committee Meeting 11  8‐9 “Estes Park Then & Now” Book Revision Meeting 5  8‐14 CVB Ambassadors 38  8‐14 Estes Park Museum Friends Executive Meeting 5  8‐14 Estes Park Museum Liaison Committee 6  8‐15 Senior Center Program: Religion and Philosophy 25  8‐16 Rooftop Rodeo Committee 65  8‐18 Mountain Golf Villas of Estes Park HOA Annual Meeting 29  8‐19 Postcard Club 11  8‐20 Rooftop Rodeo Intern Training 20  8‐22 Senior Center Program: Religion and Philosophy 16  8‐23 Shuttle Committee Meeting 12  8‐23 Estes Park Museum Friends Meeting 17  8‐24 Estes Transit Parking Agency 10  8‐28 Senior Center Program: Preserving the Harvest 3  8‐29 Estes Valley Land Trust 4  Total Attendance Year‐to‐Date:    2008 16,253   2009 15,522   2010 16,238   2011 17,785   2012 17,071                     Total August Attendance  Estes Park  Museum 2,352 4,9245,224 2,483 2,848 0 1,000 2,000 3,000 4,000 5,000 6,000 7,000 8,000 2008 2009 2010 2011 2012                                             From November through April, the Estes Park Museum is open Friday, Saturday and Sunday.  From May through October,  the Museum is open seven days a week.  The Historic Fall River Hydroplant is open from Memorial Day through Labor  Day, Tuesday through Sunday.  Estes Park Museum  September, 2012      From November through April, the Estes  Park Museum is open Friday, Saturday  and Sunday.  From May through October,  the Museum is open seven days a week.   The Historic Fall River Hydroplant is open  from Memorial Day through Labor Day,  Tuesday through Sunday.  September 2012 Attendance  Gallery/Office Visitors 1,573  Hydroplant Visitors 38  Programs and Tours—Museum 320  Programs and Tours—Hydroplant 57  Group Meetings and Rentals 221  Total Attendance & Programs—Museum & Hydroplant 2,209  Programs and Tours Capacity 417  Programs and Tours Percentage Utilization 90  Museum & Hydroplant Programs/Tours‐Detail:  9‐12 Baldpate Enchanted Evening‐Outreach Program 12  9‐14 Museum Friends Event: Estes Park Children’s History Book  83  9‐15 Historical Predators of Estes Park Program 22  9‐18 Estes Park Cub Scouts Hydroplant Tour 12  9‐20 Museum Friends Event: Membership Appreciation 87  9‐21 Dam Safety Experts Hydroplant Tour 45  9‐28 “Beyond the Baldpate” Exhibit Opening 110  9‐29 Allenspark History Tour 6  Group Meetings and Rentals‐Detail:  9‐4 Shuttle Committee Meeting 11  9‐11 CVB Ambassadors 49  9‐11 Estes Park Museum Friends Press 6  9‐14 Museum Friends 50th Anniversary Planning Committee 6  9‐14 Historic Tour Committee 6  9‐15 Judy Paulien/Jo Grosboll Rental 26  9‐19 Senior Center Program: Religion and Philosophy 15  9‐20 Rooftop Rodeo Committee 54  9‐25 Estes Park Museum Friends Executive Committee 4  9‐25 Estes Park Museum Friends Liaison Committee 6  9‐27 Estes Park Museum Friends Board Meeting 18  9‐28 United Way Board of Directors 20  Total Attendance Year‐to‐Date:    2008 17,494   2009 16,965   2010 17,346   2011 19,881   2012 19,280                      Total September Attendance  Estes Park  Museum 2,2092,096 1,108 1,443 1,228 0 300 600 900 1,200 1,500 1,800 2,100 2,400 2,700 3,000 2008 2009 2010 2011 2012                                             From November through April, the Estes Park Museum is open Friday, Saturday and Sunday.  From May through October,  the Museum is open seven days a week.  The Historic Fall River Hydroplant is open from Memorial Day through Labor  Day, Tuesday through Sunday.  Estes Park Museum  Quarter III    2012    July 2012 Attendance  Museum Visitors 1,927  Hydroplant Visitors 500  Programs and Tours—Museum 4,035  Programs and Tours—Hydroplant  0  Group Meetings and Rentals 206  Total July Attendance  6,668  August 2012 Attendance  Museum Visitors 1,445  Hydroplant Visitors 490  Programs and Tours—Museum 96  Programs and Tours—Hydroplant 0  Group Meetings and Rentals 321  Total August Attendance 2,352  September 2012 Attendance  Museum Visitors 1,573  Hydroplant Visitors 38  Programs and Tours—Museum 320  Programs and Tours—Hydroplant 57  Group Meetings and Rentals 221  Total September Attendance  2,209     Total Quarter III Attendance 11,229                                                     2008 17,494  2009 16,965  2010 17,346  2011 19,881  2012 19,280  Total Attendance Year‐to‐Date:            From May through October, the Estes Park Museum is open seven days a week.  The Historic Fall River Hydroplant was  open from Memorial Day through Labor Day, Tuesday through Sunday.    To: Community Development/Community Services Committee Administrator Lancaster DTA Richardson From: Bo Winslow, Community Services Coordinator Date: October 18, 2012 RE: Event Report - November Report: Staff has the facility cleaned up from the summer and now ready for winter. Staff focuses the month of November primarily on the holiday events and also is starting work on upcoming 2013 events. In 2011 the Town brought back an old tradition – the Tree Lighting Ceremony. The Town will continue this tradition in 2012 with the ceremony in Riverside Plaza on Saturday November 17th. The holiday festivities will run from 4:30 – 6:30 with the actual tree lighting taking place at 5:30. Guests are welcome to come and decorate stockings, enjoy sweet treats, hot chocolate, radio flyer wagon rides and even an early visit from Santa Claus. Caroling will take place after the tree lights are turned on. New this year, the Town is inviting businesses to participate in a Christmas/holiday s torefront and window-decorating contest. All those interested can contact the fairgrounds office no later than October 29 to register. Judges will visit participating businesses the week of Nov. 12, and the winning businesses will be announced during the Nov. 17 Tree Lighting Ceremony. The day after Thanksgiving the Town has the most magical event of the year, the Catch the Glow Parade. This parade is on November 23 rd and starts promptly at 5:30. Throughout the day there will be carolers, hay rides and whimsical characters greeting shoppers. Once the parade is under way you will see over 40 entries with all kind of storybook figures, angles, snowmen, marching bands and of course at the end of the parade- Santa and his stage coach! Memo Community Services New in 2012 is Catch the Glow Fireworks. With the cancellation of the July 4th Fireworks Show, the Town has rescheduled the show for Saturday, November 24 th at 8:30 pm. This will provide a great opportunity to spend the entire weekend in Estes to enjoy all the Town has to offer. This show will start at 8:30 and will be shot over Lake Estes. Page 1 To: Community Development and Community Services Committee Town Administrator Lancaster From: Kate Rusch, Public Information Officer Date: October 18, 2012 RE: Public Information Quarterly Report On-going Responsibilities  The Public Information Officer (PIO) assists elected officials and all departments with management of events and information including news releases, articles, letters, brochures and website management. News releases issued since the last committee report are listed near the end of this memo.  The PIO receives and responds to all feedback and inquiries received via www.estes.org and provides responses to inquiries and complaints received through other public forums including the monthly Mayor’s Coffee-Chats.  The PIO provides on-going assistance to the news media.  The PIO is the Town’s webmaster for www.estes.org.  The PIO compiles the periodic email newsletter “EMPLOYEE ADVISORY” to make staff aware of Town projects, new employees, current issues and events.  The PIO supervises the Administration Executive Assistant. Special Projects  Leading the community Bear Education Task Force to coordinate community education of residents, businesses and guests on bear safety and responsibility  Follow-up with the Emergency Manager on communications improvements after the Woodland Heights Fire including: o Joint Information Center set up o Staff training o Social media development o Highway Advisory Radio system o Developing new outreach methods using the emergency notification system “Everbridge”  Coordination with area PIOs to disseminate Fern Lake Fire information  Preparation for the 2013 Citizens Information Academy Administration Memo Page 2 Training and Conferences  Northern Colorado Public Communicators  Emergency Services PIOs of Colorado training – Advanced Twitter Web Team and Website The web team continues to enhance and improve www.estes.org and meets regularly to discuss training and maintenance topics. Third Quarter Visitation for www.estes.org The first attached report shows site analytics for www.estes.org for third quarter of 2012. Google Analytics is now set up to track use/visitation for internal web pages. The website received 83,156 visits this quarter by 62,444 unique visitors. Third Quarter Visitation for www.estesgovtv.com The second attached report shows Google Analytics for www.estesgovtv.com for the third quarter of 2012. The site links from www.estes.org, and hosts streaming video of official town meetings. During the third quarter, there were 132 visits to the site. Public Information Team and Newsletters The next issue of the Town Bugle will be produced for mailing in December. This issue focuses on the Town’s annual budget and highlights for 2013. News Releases The following news releases were issued since the last committee report. Date Title Oct. 9, 2012 Police begin lobby remodel project; adjust services Oct. 9, 2012 Community Development and Community Services Committee reschedules 2012 meetings Oct. 5, 2012 Town Board to discuss process for FOSH fund dispersal Oct. 2, 2012 Estes Valley Fire Protection District schedules fall slash collection Sept. 25, 2012 Collector holiday ornament features Hallett Peak; honors Estes Park Woman’s Club Sept. 25, 2012 After more improvements, free shuttle use increased 3.5 percent this year Sept. 25, 3012 Board to review proposed 2013 budget in October; budget hearings in November Sept. 24, 2012 Bond Park and MacGregor Avenue construction to begin Oct. 1 Sept. 21, 2012 Fireworks rescheduled Nov. 24 following other holiday activities; business decorating contest Page 3 Sept. 20, 2012 Town seeks public input on proposed update to its Water Conservation Plan Sept. 20, 2012 The next Mayor's Coffee-Chat is Oct. 3 Sept. 20, 2012 Town receives third grant for future parking structure Sept. 18, 2012 Free Wi-Fi and public computers now available at Town Hall and Visitor Center Sept. 17, 2012 Nov. 17 Tree Lighting Ceremony is an opportunity to showcase local businesses Sept. 17, 2012 Now accepting applications for Local Marketing District board Sept. 11, 2012 Drug Take Back Day Scheduled Sept. 29 Sept. 6, 2012 Elk viewing is best from a safe distance Sept. 4, 2012 Revised: Street closures and shuttle changes for Sept. 8 parade Sept. 4, 2012 Crack-sealing begins this month on roads throughout town Sept. 4, 2012 Town proceeds with purchase of Kiowa Ridge land Aug. 24, 2012 Town offices closed on Labor Day Aug. 24, 2012 Next Mayor's Coffee-Chat is Sept. 5 Aug. 23, 2012 Electronics recycling and shred-a-thon takes place Oct. 6 Aug. 23, 2012 Be aware of school zones and crosswalks Aug. 22, 2012 Town seeks input on cable franchise Baja Broadband, LLC Aug. 20, 2012 Community Service Grant applications now available Aug. 16, 2012 Police Department recognized for excellence Aug. 7, 2012 Fire District lifts open burning restrictions Aug. 3, 2012 Community meeting to discuss bears on August 9 July 31, 2012 Northern Colorado bids for 2013 USA Pro Cycling Challenge July 26, 2012 Los autobuses de enlace gratis les hacen fácil a los residentes de Estes Park viajar por el pueblo July 26, 2012 Estes Park’s free shuttles offer convenience for residents and visitors July 23, 2012 Join us for the next Mayor's Coffee-Chat August 1 July 18, 2012 Town Board to consider Bond Park design July 24 July 17, 2012 Air curtain burner to reopen for disposal of beetle-infested wood and noxious weeds July 17, 2012 Town Board to review design options for fairgrounds stall barn July 24 Town of Estes Park ­ http://www.colo… Town of Estes Park [DEFAULT] © 2012 Google Visits Third Quarter 83,156 % of Total: 100.00% (83,156) Visits Unique Visitors 62,444 % of Total: 100.00% (62,444) Pages / Visit 2.17 Site Avg: 2.17 (0.00%) Visits and Avg. Visit Duration by City City Visits Avg. Visit Duration Denver 13,636 00:01:24 Estes Park 6,938 00:03:03 Ft Collins 2,293 00:01:45 Colorado Springs 1,683 00:01:06 Houston 1,388 00:01:46 Longmont 1,379 00:01:33 Visit by Traffic Type 68.76%organic 57,184 Visits 16.68%direct 13,877 Visits 14.52%referral 12,078 Visits 0.02%email 17 Visits  Visits August 2012 September 2012 700700700 1,4001,4001,400 Third Quarter 2012 Jul 1, 2012 ­ Sep 30, 2012 http://estesgovtv.pegcentral.com ­ ht… estesgovtv.pegcentral.com [D… © 2012 Google Rows 1 ­ 2 of 2 Explorer Site Usage 1. Returning Visitor 80 60.61% 2. New Visitor 52 39.39%  Visits August 2012 September 2012 101010 202020 Visits Pages / Visit Avg. Visit Duration Bounce Rate 132  % of Total: 100.00% (132) 2.30  Site Avg: 2.30 (0.00%) 00:02:54  Site Avg: 00:02:54 (0.00%) 36.36%  Site Avg: 36.36% (0.00%) Visitor Type Visits Visits Contribution to total: Visits % of visits: 100.00% New vs Returning Jul 1, 2012 ­ Sep 30, 2012