Loading...
HomeMy WebLinkAboutPACKET Community Development Community Services 2014-02-27 *Revised February 24, 2014 Thursday, February 27, 2014 Community Development & 8:00 a.m. Community Services Committee Town Hall Board Room 1. PUBLIC COMMENT 2. COMMUNITY SERVICES a) RECOMMENDATIONS TO THE TOWN BOARD i. Multi-Purpose Event Center & Stall Barn Fee Schedule. Dir. Winslow ii. Sole Source Agreement Dir. Winslow b) REPORTS i. Community Services 2013 Annual Report. Dir. Winslow ii. Verbal Updates and Committee Questions. 3. COMMUNITY DEVELOPMENT a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. Verbal Updates and Committee Questions. 4. ADJOURN AGENDA * To: Community Development/Community Services Committee Town Administrator Lancaster From: Bo Winslow, Director Date: February 27, 2014 RE: Rental Fees for the Estes Park Event Center and Pavilion Objective: To obtain approval of both Rental Fees and Additional Rental Items for the Estes Park Event Center and Pavilion. Present Situation: Staff is currently marketing and selling these two venues and we are requesting to have Town Board approval of fees in order to finalize bookings. Proposal: Staff has researched many facilities around the state and have the following recommendations:  Estes Park Event Center o $2,000 Commercial, private, other o $1,500 non-profit and local o $3,000 Public Event with Ticket Sales – Rental includes marketing on our event calendar and ticket sales via Thunder Tix ticket sales. o Standard set up is included in the rental fee. Standard set up choices are conference, theater, banquet, u-shape and classroom style. Trade Shows are subject to extra set up charges of $40 per booth. Equestrian events will be charged $16 per-stall. Additional set up charges may apply if a setup is changed within five days of the event. o Rental fees include the use of the entire building, including Executive Boardroom, VIP View Meeting Room, Business Office and Ticket/Registration Booth. However, should excessive set up be required, then extra charges may apply. Memo Community Services Department  Pavilion o $1,500 Commercial, Private, other o $1,000 non-profit and local o No extra public event charge o Standard set up is included in the rental fee. Standard set up choices are conference, theater, banquet, u-shape and classroom style. Trade Shows are subject to extra set up charges of $40 per booth. Equestrian events will be charged $16 per-stall. Additional set up charges may apply if a setup is changed within five days of the event.  Load in and Load Out Rates o Public Events:  50% of daily rental fee will be charged for load in and load out days o Private Events:  One load in and one load out day included in rental fees. Additional days will be charged 50% of daily rental fees. Note: Rental fees are per day and all fees can be negotiated.  Additional Rental Items o Stage (4x8) section $25 per section o Stanchion (8’) $8 o Podium $20 o Easel $8 o Pipe and Drape 8’tall $2 per ft or $20 per booth o Bleachers  3 row $25  300 person $300 o Padded Banquet Chair $3 o A/V  Microphone and Speaker $30  Projector and Cart $225  Screen 9x16 $80  Event Lighting 2-8’stands $150 o Wireless Internet $200 Note: Additional Rental Items are a one-time fee per event, as opposed to daily. Attachment A are fees already approved by Town Board for existing facility and would be applied to new facilities. Advantages: Staff has identified opportunities to maximize revenue from events, and has also identified types of events and time periods that flexibility of Rental Fees may be required to book events. Each event opportunity is evaluated thoroughly to maximize both the use of the space and the revenue that will be generated, along with the impact it will have on Estes Park. The Rental Fees Structure was created for the ease of both the staff and the event planner. It creates a clear vision of what is provided with the Rental Fees. If a group has an elaborate set-up and requires booths, stalls, bleachers or stages, the Additional Rental Items fees offers an a la carte list of items that will supplement the additional labor costs. Disadvantages: If these rates are posted publically, it may be perceived by the public that these are the rates that can be obtained for any time period. Each event will be evaluated and quoted based upon all factors involved. Non-Profit Rates have available based upon an evaluation of the group. Action Recommended: Approve of Rental Fees and Additional Rental Items Fees as presented. Recommended Motion: I recommend the proposed Rental Fees and Additional Rental Items for the Estes Park Event Center and Pavilion be placed on the Town Board agenda as an action item for March 11, 2014.                                   The Fairgrounds At Stanley Park and the  Events Department Fee  for 2014 Facilities Size FeesTents and Equipment ‐ these are first day fees ‐ multi day events fees are reduced by $100.00 each dayDIA 160x60 $450.00 Does not included set upSmall Tent 20x40 $250.00 Includes set upStage 16x13 $250.00 includes set up and tear downBleachers 100 person $50.00 per event50 person $35.00 per eventFolding Chairs $0.50 per eventFolding Tables $2.50 per eventPicnic Tables $8.00 per eventAll Panels $16.00 per 3 panelsOutside Pen 20x20 $30.00 per dayTrash 30 yd rolloff$410.00 per  rolloff needed15 yd rolloff$250.00 per  rolloff needed2 yd dumpster$50.00 per  dumpster neededPort‐A‐Johns $150.00 per eventArena Lights $40.00 per hourPortable Announcer Booth $50.00RVWith Electric and Water(includes waste dump)$25.00 per nightWith Out Electric and Water$15.00 per nightRallies  With Electric and Water$30.00 per nightRallies  With Out Electric and Water$25.00 per nightDump Station $15.00 per dumpLabor ‐ 1hr. Min.$25.00 per hourBobcat w/ operator $50.00 per hour Water Truck w/ operator$50.00 per hourMan Hour $25.00 per hourTractor w/ operator $50.00 per hour                                  The Fairgrounds At Stanley Park and the  Events Department Fees  for 2011/2012 FacilitiesFeesElectrical/P.A. per event 120 volt receptical $15.00 per event220 volt receptical $20.00 per eventPortable P.A. $20.00 per eventManure Disposal Fee ‐ assesed to all stalls rented$5.00This fee is based on max number of stall rented one night Parking LotsPer Space PavedCommercial/Private/Other*$1.20 per space with $25.00 min.Local Non Profit/Youth Rate *$.90 per space with  $25.00 min.GravelCommercial/Private/Other$250 entire lot, $125 half lot, $75 quarter lot.Local Non Profit/Youth Rate sameEvent is  considered as a 5 day period~Based on the Scope of the Event and Benefit to the Community, the Fairgrounds Manager may negotiate all fees~To be considered for local non profit rate, you must be registered with the Secretary of State as a non profit orgaof membership must reside in the Estes Valley. *All spaces are normal sized parking spaces~All fees are per day unless specified differently To: Community Development/Community Services Committee Town Administrator Lancaster From: Bo Winslow, Director of Community Services Date: February 27, 2014 RE: Sole Source Purchasing Objective: To have contract with RMDAS (Rocky Mountain Data Availability System) approved. Present Situation: Staff needs to have the design and install of the IT and wireless equipment for the Estes Park Event Center and Pavilion completed. Staff is requesting sole source this contract with RMDAS, the company the Town is currently working with on wireless and IT at the Fairgrounds. Proposal: RMDAS is a local company the Town has worked with in the past and is the only local supplier of such needs.  Large band width that is symmetrical  Local Tech able to respond within 30 minutes  Knowledge of the property and what is currently in place  Local service provider that will have redundancy  Ability to design the system/run the conduit/pull wire/install as well as continue on with the maintenance  Currently providing the wireless service Memo Community Services Department RMDAS will operate the system after it is installed, so it is imperative to have them be the contractor to do the install work. This will eliminate potential problems and save the Town money as they will have complete knowledge of the system. Since RMDAS is our local business that we have under contract to handle all wireless needs and issues on the property, it is economically beneficial to the Town to have them perform work outlined in the contract. Not only will RMDAS be installing the wireless internet access, they will also be providing the public internet feed, and installing the infrastructure for the offices so the facility is connected to the Towns system as well. Advantages: RMDAS installed the wireless internet portion of the Grandstand project and has installed all the wireless internet throughout the property. This is a complex system and will need to be tied into the new buildings. RMDAS’ knowledge of what the entire property currently has in place makes sole sourcing imperative. Currently there is no other business in the community that can deliver the vast services of RMDAS. Staff will also be bringing RMDAS on as a maintenance contractor, year around, to help with any needs our customers might have. We currently have a contract with RMDAS to provide wireless access to the internet for a fee. This new proposal will have the Town own the equipment and RMDAS will provide the access for free. This will provide the customer service the industry is accustom to. Disadvantages: Unknown Budget: This money is included in the construction budget and is within what was budgeted. Action Recommended: Approve contract with RMDAS. Recommended Motion: I recommend the contract with RMDAS for $74,760.00 to be included on the Consent Agenda at the March 11, 2014 Town Board Meeting. 1 To: Community Development/Community Services Committee Town Administrator Lancaster From: Bo Winslow, Community Services Director Lori Mitchell, Senior Services Manager Derek Fortini, Museum Director and Curator of Exhibits Teri Salerno, Visitor Services Manager Brian Wells, Shuttle Coordinator Date: February 27, 2014 RE: 2013 Annual report – Community Services Department Report: Presented today, is the 2013 annual report for the Community Services Department. Below, staff compiled a snapshot of the overall number of visits to facilities, events and services provided by the five Divisions to illustrate the impact made by these non - traditional, community services. Given the impacts of the flood in 2013, it’s remarkable to see strong numbers continue across all Divisions. CSD Division 2012 2013 Events 270,876 258,231 Senior Services 31,590 29,668 Museum 22,687 20,774 Visitor Services 364,390 336,674 Shuttle Services 58,853 89,637 Totals for all Divisions 748,396 734,984 Volunteers In 2013, the Community Services Department utilized 420 volunteers giving 23,077 hours to assist in meeting Department goals and objectives. It would not be possible for the Department to deliver the depth and quality of services currently offered without the efforts of these dedicated citizens. Memo Community Services 2 Fairgrounds and Events Division – Bo Winslow The Events Division established and met multiple goals:  Increase attendance at events.  Bring in more activities during the shoulder seasons.  Offer multiple events simultaneously, thus offering variety for guests and citizens.  Maximize use of all facilities.  Provide support for a wide variety of events throughout the Town.  Look at new activities that would be a good fit for the community.  And, a primary goal, work with entertainers and event planners to schedule events that will enhance tourism, as well as offer local residents a variety of opportunities throughout the year. Total attendance – Performance Park, Fairgrounds and Bond Park Venue 2010 2011 2012 2013 Cumulative 2010-2013 Performance Park 10,414 7,127 7,433 6,635 31,609 Fairgrounds* 140,986 108,784 131,475 158,558 529,803 Bond Park/Downtown 115,570 115,513 131,968 **93,020 456,071 Total 266,970 231,424 270,876 258,231 1,027,501 * Includes parades ** Down due to flood and events not held Fairgrounds and Events – 2013 highlights: Bond Park:  Staff worked with many exciting events, some new and some continuing traditions. Despite harsh winds and the lack of highway access, the September Elk Fest was conducted just two weeks after the flood. Elk Fest attendance numbers were down from 15,000 in 2012 to 7,500 in 2013.  Cowboy Sing-Alongs with Brad Fitch brought approximately 1,900 people to Bond Park with 30 days of entertainment. George Hix Riverside Plaza:  Staff continued to develop this site as an event venue.  Staff held the first annual Fall Back Beer Festival, which was a great hit and well received by attendees. Participating breweries educated guests on the vast offerings of micro-brews in Colorado.  The November Tree Lighting Ceremony was held; approximately 750 people attended to help recognize the Mountain Strong nominees who served the community during the flood. Local non-profit organizations helped with hot chocolate stations, cookie decorating and more. 3 Performance Park: This venue had an extremely busy schedule of music and theatrical performances throughout the summer. The season kicked off with a rainy but fun Jazz Fest on May 18 - 19 with 1,200 attendees over two days. Regular events such as the Wednesday Night Concert Series and the Thursday Night Live were scheduled through late August. Staff had a few new local talents emerge to take advantage of the venue and start new traditions working with local non-profits. The Fairgrounds at Stanley Park:  The Fairgrounds had a productive year; staff was very pleased with the summer season.  The Wool Market celebrated its 24th year with 7,900 attendees. Workshops saw 145 participants. The live animal component of this event continues to be popular with guests, drawing families both from the community and out of town. Staff fielded many questions during the event about the new facilities for 2014.  The Westernaires joined the event season for the second year of their five-year contract. This precision riding group travels the U.S. conducting shows of high- speed precision, trick riding, old west re-enactments and more. Staff is happy to have them on board again as their show brings much excitem ent to the summer line up.  Once again Rooftop Rodeo was recognized as an industry leader being nominated in the Top 5 Best Medium-Size PRCA rodeos in the nation. Estes Park Western Heritage (EPWH) continues to set the bar high in all areas of the rodeo world. A second round of the “Behind the Chutes” tour was added and completely sold out. The response to these tours continue to set the Rooftop Rodeo apart from other rodeos. The PRCA requested that Estes Park Western Heritage and Town staff present seminars at the 2013 PRCA convention in Las Vegas. EPWH presented information on the Behind the Chutes Tours. This was very well received and done in conjunction with the animal welfare information. Town staff presented key leadership techniques and tips for the rodeo market. This convention included other rodeos including Tucson and Ogden to name a few.  Multiple events were presented the weekend of August 10-11; a Draft Horse Show, the Heritage Festival and a new event, the Chuck Wagon Cook-off, pulled in the crowds at the Fairgrounds. These events provided a very Western feel, nicknaming it fittingly as the “Wild West Weekend”. The weekend challenged the staff and maximized the facility.  Estes Park was proud to host the USA Pro-Cycle Challenge on August 24. Many complimentary events were planned to align with the theme. Those events included the Bike-In Movie in Performance Park, a Bike to Work Day with prize giveaways (thanks to local donations), a “Two Wheels in History” historical tour led by Museum staff, and a Pep-Rally held at Lake Estes the day before the big race, 4 as well as a community ride with over 75 local contestants. Estes Park artist Michael Young turned a portion of Elkhorn Avenue into a beautiful mural. While crowds were not as large as anticipated, the community was prepared and those that were in the area enjoyed the event. Staff developed many positive working relationships with other entities, which in turn proved beneficial during the flood.  Ranch Horse Versatility was a new event this year. This show specialized in ranch trail, ranch riding, reining and working cow. New events always bring new people to the facility to see what the show is all about (estimate of 540 attendees). Staff talked with local residents who came to watch the show, many stating what a great fit this event is for the facility.  The Fairgrounds held its 1st annual Rocky Mountain Chuck Wagon Cook-Off August 10-11. Three wagons participated and the chuck wagon dinner served over 160 guests. With live entertainment and up -close demonstrations of the lifestyle of the working ranch cowboy, this event was the perfect addition to the Wild West Weekend. In 2013 staff increased events and brought fresh ideas to the venues along with traditional bookings. Existing show managers and teams appreciated receiving information about the Town’s new facilities as staff shared ideas on how their events could grow. The dual strategies of double or triple booking events to maximize the facilities and bringing in additional shows during our slow times are working well; we will continue to work in this direction. New events at the George Hix Riverside Plaza and surrounding areas are on the horizon. Also, staff works to maximize key weekends and book events which complement each other. Staff looks forward to involving local businesses and vendors in events. Parades Parades in Estes Park continue to have great attendance. The 2013 Catch the Glow parade drew an estimated 32,000 people. The major highways affected by the September flood opened up ahead of schedule, which helped numbers tremendously. The Rooftop Rodeo parade saw a large crowd of about 6,000 people. 5 Senior Services Division – Lori Mitchell Master Plan Since 1969 and 1976, respectively, the Museum and the Senior Center have provided highly valued services in the Estes Valley. Due to an increasing demand on both facilities, their proximity to each other and the current development of the adjacent Fairgrounds property and proximal Stanley Park, the Town Board decided to review the current and future needs of both facilities in the form of a Museum and Senior Center Master Plan process. Through a five-month process of stakeholder and public meetings, a detailed community survey and planning meetings with staff, a clear set of preferred alternatives were successfully identified for each facility. Master plan documents remain available for review at the Senior Center and online at www.estes.org/seniorcenter. Collaborations In 2013, the Senior Services Division benefitted from partnerships with several agencies and businesses: Estes Park Internet Computer Users Group, Mountain Top Physical Therapy, Bell Policy Center, Larimer County Health Department, Red Cross Mental Health, Mountain Outreach, Better Business Bureau, Park School District, AARP, Aspen Club of the University of Colorado Health, Family Medical Clinic, Estes Park Medical Center, Alzheimer’s Association, Good Samaritan, Disabled Resource Services, Estes Park Blue Santa, Salvation Army, Larimer County Office on Aging, United Way of Larimer County, Colorado State University Extension, Estes Park Home Care and Hospice, Estes Park Public Library, Via Mobility Services, Meditate in the Mountains Yoga, MedX of Estes, International Karate Association, Life Rhythm’s Music Therapy, Estes Valley Sunrise Rotary, Middle School Student Council, Colorado Association of Senior Centers, National Council on Aging, National Institute of Senior Centers, Northern Colorado Senior Resource Network and numerous individual instructors and presenters. Personnel In 2013, a seasonal Program Assistant position was added May through September. This 256 hour position provided coverage for staff time off, supported daily operations during high volume days and events, assisted with data base management, created program materials and supported reception desk volunteers. Also, the Program Coordinator position was increased from 20 to 32 hours per week. As a result, there were many benefits to Senior Services. Staff was able to expand the number of programs from 49 to 70 in 2013; reception desk volunteers were better supported; our ability to assist citizens with information and referral questions was enhanced; and staff was able to better balance the busy summer rental season while operating Senior Services. Meals on Wheels and Fourth Street Café dining room In 2013:  Meals on Wheels volunteers delivered 5,166 meals as compared to 5,551 in 2012.  The dining room served 6,412 meals as compared to 7,164 in 2012.  The dining room operated at 53% of capacity as compared to 60% in 2012.  The overall satisfaction rate from the meal survey was 99% for Meals on Wheels and dining room services combined; the overall satisfaction rate was 99.5% in 6 2012. The target rate for overall satisfaction with the meal programs was 80% based on criteria established under the United Way contract.  The Senior Center offered 13 special themed luncheons, suppers or feasts with total attendance of 692. In 2012, we offered 14 events and had 998 participants.  The Senior Center kitchen and the food service contractor, Catering for All Occasions, received a rating of ”Excellent” at the 2013 inspection by the Larimer County Department of Health and Environment, a level above the prior year. Programs, events and travel: In 2013:  The Senior Center had 14,553 visits to programs as compared to 15,927 in 2012.  The Senior Center had 29,668 overall visits to the Senior Center as compared to 31,590 in 2012.  Social connection and fostering independence remain important for seniors. In 2013, over 3,500 visits were recorded for those coming for coffee, visiting and independent activities.  Attendance at programs operated at 89% capacity as compared to 99% in 2012. Attendance figures are subjective as related to a wide variety of factors: subject matter, weather (flood), health, month offered, time, etc.  Seventy general education programs were offered as compared with 49 in 2012. Of those offered, six were series classes ranging in length from three to twelve months as compared to eleven series classes in 2012.  Staff offered 31 day trips and completed 12 trips with 144 participants. Trips ran at 32% capacity, as compared to 57% capacity for 19 trips and 256 trip participants in 2012. In both 2012 and 2013, a decision was made to offer a greater number of trips to boost variety and interest . However, in 2013 twelve trips were cancelled due to low registration and seven were canceled due to the flood. For 2014, staff will offer a total of 12 trips to the most popular destinations and devote more time to programs and services identified as desirable in the Master Plan.  Senior Services offered eight fitness classes weekly. There were 3,539 visits to fitness classes, as compared to 3,725 in 2012.  There were 109 visits to Medicare counseling services. Post-flood, these counseling services were conducted via telephone between Fort Collins and Estes Park.  200 blizzard boxes were delivered by Senior Center volunteers to the community.  91 flu shots were provided on-site.  140 visits were recorded at on-site blood pressure clinics.  122 volunteers gave 7,870 hours of service including front desk reception, board activities and committees, fundraising, gardening, Meals on Wheels, special events, decorating, etc. 7 Overall attendance - Senior Services 2009 2010 2011 2012 2013 Cumulative 2009-2013 Overall attendance 23,091 29,776 34,228 31,590 29,668 148,353 Revenue and grant support Estes Park Senior Citizens Center Inc. (EPSCC, INC.) EPSCC, Inc. provides an annual financial contribution for select Senior Services projects. In 2013, the contribution was $9,334.46. In 2013, EPSCC, Inc. membership reached 606. United Way of Larimer County In 2013, revenue from United Way was approximately $6,021 as compared to $7,500 in 2012 and $10,069 in 2011. The decrease is due to change in funding strategies by United Way and is not reflective on services provided at the Senior Center. Estes Park Community Thrift Shop Meals on Wheels received a $4,000 grant for 2013 and a $5,000 grant for 2014 to purchase 12 months of operating supplies. Larimer County Commissioners Senior Services received $2,475 in 2013 for general operating support. Larimer County Office on Aging Senior Services received $4,400 in 2013 to fund the purchase of 200 blizzard boxes. Colorado Senior Pro Charity Rodeo Association Meals on Wheels received $2,075 in 2013 as well as a large number of food items were donated by the group for use at the Senior Center and the Blue Santa programs. 8 Town facilities rental program Senior Services staff manages three Town properties which are available for public rental. The Town’s facilities rental program was implemented in 2004 for the Museum meeting room and Senior Center and in 2006 for the O’Connor Picnic Pavilion. Rental income provides revenue for the Museum and Senior Center and partially offsets operating and maintenance expenses for those sites. 2004 through 2013 Rental History Senior Center Museum meeting room O’Connor Picnic Pavilion Total all sites Number of rental uses *does not include the number of community bridge groups 87 118 128 333 Number of rental users (people) *does not include individuals in community bridge groups 4,113 5,139 8,715 17,967 Number of non-rental uses 369 902 29 1300 Number of non-rental users (people) 6,840 19,612 1,845 28,297 Total number of uses 456 1,020 157 1,633 Total number of people 10,953 24,751 10,560 46,264 Cumulative revenue $ 26,508.30 $ 17,518.00 $ 26,861.50 $ 70,887.74 Cumulative expenses * minor expenses are not tracked $ 0.00 $ 0.00 $ 10,728.03 $ 10,728.03 2013 specific data Senior Center Museum Picnic area 2013 totals rental uses 7 4 20 31 rental users (# people) 290 257 1,176 1,723 non-rental uses 56 131 5 192 non-rental users (# people) 1,009 2,882 181 4,072 total uses 63 135 25 223 total users (# people) 1,299 3,139 1,357 5,795 revenue $ 2,311.40 $ 885.00 $ 4,837.50 $ 8,033.90 expenses Not tracked Not tracked $ 2,981.24 $ 2,981.24 9 Estes Park Museum – Derek Fortini Attendance Total attendance for 2013 at the Estes Park Museum was 20,774, as compared to 22,687 in 2012. This number includes 11,101 gallery visitors, 4,639 program and tour participants, and 3,115 Meeting Room rentals and other uses. The Historic Fall River Hydroplant was open May 28 through September 1, 2013 and hosted 1,919 visitors, an increase of 248 from 2012. Docents at the site remarked that the added display, consisting of loaned artifacts from the Stanley Museum in Kin gfield, Maine, created an enjoyable experience for visitors. Total attendance – Estes Park Museum & Historic Fall River Hydroplant 2009 2010 2011 2012 2013 Cumulative 2009-2013 Museum Gallery, Programs & Meeting Room 17,827 17,821 21,060* 21,016* 18,855* 96,761 Hydroplant 1,792 1,330 1,352 1,671 1,919 7,882 Total 19,619 19,151 22,412 22,687 20,774 104,643 *In July 2011, the Museum installed an electronic attendance counter to capture a more accurate number for visitation. Exhibits The temporary exhibit Beyond the Baldpate: The Photographic Works of Charles Mace ran from September 28, 2012 to September 8, 2013. In preparation for the exhibit, staff researched Charles Mace, his time in Estes Park, and the history of the historic Baldpate Inn. The community learned that Mace was an extraordinary individual deeply committed to Estes Park. Staff made an extra effort to transfer information gleaned from the exhibit into the PastPerfect database so that these new discoveries will be recorded in perpetuity. The exhibit also provided the opportunity to build relationships with Charles Mace’s descendants, a local collector of Mace photographs, and the Baldpate Inn. The temporary exhibit Sandzén in Estes Park was received with a Museum Members- Only opening on September 26 and a public opening on September 27. Ron Michael, Head Curator of the Birger Sandzén Memorial Gallery in Lindsborg, Kansas, attended both events. The exhibit is the basis for a number of programs and gallery tours related to Sandzén throughout 2013. The Sandzén themed events have been well attended and has brought the artist’s work to the attention of the community. Staff received numerous compliments about the display. The Estes Park Museum Friends & Foundation, Inc. helped finance two major renovations/additions to the permanent exhibit Tracks in Time. Opening in August of 2013, Stories Under the Stars and The Park Theatre have been very well received by 10 visitors and enhances the visitor experience because of its immersive design. Both displays are sustainable in such a way that the content within each space (voice recordings or movies projected on screen) can change, yet the environment can stay the same. Community Case The Museum housed a display case in the lobby commemorating the 25th anniversary of the Estes Park Duck Race. The Curator of Education worked with members of the Rotary Club to select items that represent the spirit of the charitable event. The Curator worked closely with Marcia Logan to write text panels that detail the Duck Race’s roots as a community fundraiser. Programs There were 56 activities offered in 2013 with 4,639 participants. With the addition of a Curator of Collections to the staff, the Curator of Education was able to organize, promote and implement 11 more programs over the previous year. This number is expected to grow in the years ahead. Along with traditional lectures, 2013 marked a year for new formats such as archiving workshops, Downtown Walking Tours and History by Bike tours. Another new program garnering much interest is the ongoing Meet Me @ the Museum series in which staff alternate facilitating a free presentation on the first Monday of every month. Meet Me @ the Museum encourages community members to be curious about the history of sites, events, and those who came before us in Estes Park. In 2013, discussions took place on-site at the Museum, on a bike ride to the Stanley Hotel and a walk on the grounds at the Elkhorn Lodge. Museum staff conducted several outreach programs outside of the facility throughout the year including presentations to Kiwanis Club and Summer Residents Association, and collaborated with the Estes Valley Library to present twice in “Story Time at the Birch Cabin” for children, the Baldpate Inn’s “Enchanted Evening Series,” and the YMCA of the Rockies summer library programs. Collections Management Acquisitions In 2013 items were not added to the Museum collection in order so that staff time could be directed toward completing an inventory and beginning the deaccessioning/collections refinement project. An exception was made when Maxine Busch offered former Museum Director Mel Busch’s personal archives from his time spent as an employee for the Estes Park Area Historical Museum. The collection of over 500 objects provides a considerable amount of information about the activities of the Estes Park Area Historical Museum in the 1980s and will help Museum staff continue to build the institutional history of the E stes Park Museum. 11 Inventory/Deaccessioning/Collections Refinement The ongoing inventory project was completed as comprehensively as was possible in the first half of 2013. Objects were identified, located, and photographed and all information was confirmed or added to the collections database. There was a small portion of the collection, less than 10 percent, for which insufficient information was available on certain items. Information concerning these objects will be updated in the database as staff pursues the details of these miscellaneous items over the coming year. The Museum hired a temporary deaccession assistant for 393 hours to compile a list of objects in the collection to be considered for deaccession. The employee examined every object’s relevance to the history of the town of Estes Park, its potential for fulfilling the mission of the Estes Park Museum, and its physical condition. Also, staff developed a list of 4,268 objects to be considered for release from the permanent collection. During examination of donor and object records, the employee added any pertinent information into the catalog records that may have been overlooked at the time of its accession. The temporary deaccession assistant remarked that this phase of the project could not have been completed in the allowable time if the inventory did not take place last year. The list of objects to be considered for deaccessioning constitutes the completion of Phase 1 of the Deaccessioning/Collections Refinement project. In Phase 2, Museum staff will determine which objects will in fact be deaccessioned and determine th e most appropriate method of transfer or disposal. Phase 3 will then consist of following through with the determined method to complete the Deaccessioning/Collections Refinement project. Environmental Management The Museum updated its environmental moni toring equipment from analog hydro thermographs to digital data loggers. These data loggers record the temperature and relative humidity of their location every five minutes and create a record of the averages on the half hour. Museum staff downloads this information bi-weekly and uploads it to an environmental management program that analyzes the data and produces easy -to- interpret condition reports that staff use to adjust the environment if necessary. A considerable amount of work was done in 2013 to stabilize the environment at the Museum’s off-site storage facility on Elm Road. A commercial janitorial company was contracted to clean both the facility and the objects in the collection, a private contractor was hired to seal two unnecessary overhead garage doors to increase security and decrease outside environmental influence, and an updated pest monitoring plan is now in practice. In addition to these contracted services, Museum staff have reorganized the facility and solicited donations of sheets from local lodging businesses that were installed as dust covers. Research In 2013, staff responded to 47 research questions from the public, requiring 49.75 hours of work, an increase of nearly 23 hours from the previous year . Museum staff strives to 12 answer research questions in a timely manner or, if the question is beyond Museum resources, staff will direct researchers to other sources likely to be able to assist them. Volunteer support The Estes Park Museum received the support of 54 volunteers in 2013. They contributed 5,949 hours assisting with programs, special events, collections, exhibit installation, and front desk operations, and serving as docents at the Hydroplant. The Museum worked with five fewer volunteers and had a decline of 1,285 volunteer hours from the previous year. Visitor Services - Estes Park Visitor Center – Teri Salerno Visitor Center foot traffic In 2013, the Visitor Center had 336,674 visits as compared to 364,390 in 2012. This represents a decrease of 7.6% or 27,716 fewer visits than 2012. At the 2013 half -year mark, visitation was slightly down by 2.63% over 2012, with 3,484 fewer visitors. After a strong July and August, visitation turned around, and was up 7.85% YTD through August 30; equivalent to 20,021 more visits than 2012. Once the flood hit on September 12, visitation sharply declined and never recovered. In September and October alone, 49,490 fewer visitors were seen when compared to the same two month period in 2012. Even though November and December 2013 brought an increase of 1,753 more people over the last two months in 2012, it was not enough to make a significant difference in the final outcome for the year. Month-by-month comparison of visitor counts: 2012 – 2013 0 10000 20000 30000 40000 50000 60000 70000 80000 90000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2012 2013 13 Visitor Center foot traffic: 2006 – 2013 1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. Total 2013 27,030 102,142 174,146 33,356 336,674 2012 31,464 101,192 184,459 47,275 364,390 2011 32,960 100,558 212,458 55,716 401,692 2010 19,877 76,080 179,627 49,394 324,978 2009 21,492 78,442 164,098 37,807 301,839 2008 16,797 64,642 144,648 37,433 263,520 2007 18,060 68,195 158,669 31,116 276,040 2006 8,999 54,602 139,046 29,522 232,169 14 Visitor Center telephone calls In 2013, Visitor Services staff fielded 15,500 calls as compared to 16,178 in 2012, a decrease of 4.2% or 678 fewer calls. This is the smallest decrease from one year to the next since 2009 and 2010 and can be attributed to the increase in calls after the flood. Visitor Center telephone calls 2006 – 2012 1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. Total 2013 2,055 4,087 6,313 3,045 15,500 2012 2,357 5,112 6,368 2,341 16,178 2011 3,119 5,946 8,779 2,855 20,699 2010 3,934 7,162 9,772 3,224 24,092 2009 3,931 7,608 11,035 3,796 26,370 2008 3,538 6,615 10,122 3,281 23,556 2007 3,899 6,575 10,521 3,360 24,355 2006 3,891 6,127 9,298 3,002 22,318 15 Beginning in 2013, staff tracked the various types of inquiries from callers. A single caller may have had one question or many questions; all questions were documented. The bar graph above illustrates this data, giving the total number of inquiries in each of twenty different categories. Questions about the flood were placed in “Weather / Road Conditions”. It comes as no surprise that this was the largest category for the year, with questions about Rocky Mountain National Park coming in a close second. The pie chart below illustrates the call data as percentages of the whole in the same twenty categories. The two largest inquiry groups, “RMNP” plus “Weather / Road Conditions” comprise over one third (34%) of the total questions from callers. The next three largest categories are “Things to Do (events)”, “Lodging Referral (2+ night stay)”, and “General Questions about the Estes Park area”. These three categories comprise nearly one quarter (24%) of the total questions from callers. The remaining fifteen categories were each 5% or less of the total. Visitor Services staff intends to continue collecting this information going forward. It will be interesting to watch patterns that develop over time. The data could be used in the future to help guide how information is communicated to potential guests and to the community at large. 16 Visitor Center volunteers: The Ambassadors Seventy-two volunteer Ambassadors gave 6,018 hours of time in 2013 as compared to 6,258 hours in 2012. Currently, there are 62 volunteers on the roster; in 2013, seven retired and six were new. Ambassadors assisted guests at the front counter daily starting in early May. Normally, the Ambassadors shift from daily assistance at the Center to weekends only around the third weekend in October. Due to the flood, daily Ambassador assistance ended early, by the first of October. Ambassador meetings Ambassador Officers and the Ambassador group each meet monthly. All group meetings provide informational updates from Town staff, Visit Estes Park staff, and Ambassador Officers. Additionally, an educational program is presented by a variety of organizations, groups and Town departments throughout the year. These monthly meetings provide the volunteers an opportunity for ongoing training and fellowship. The meetings are consistently well attended. The September Ambassador meeting included an appreciation breakfast for the group. Sixth annual Ambassador & staff training: May 14, 2013 In early May, the sixth annual training was held for the Ambassadors and Visitor Services staff. Presentations by personnel from RMNP, Special Events, EVRPD, Town Shuttles, and others provided an excellent informational foundation f or assisting guests at the Visitor Center during the busy summer months. There were 48 volunteers, 10 Town staff, plus three Visit Estes Park staff in attendance. This annual training session will continue to be offered before the start of the busy summer season. Lodging, retail, & shuttle route tours Ambassadors and Visitor Services staff toured a total of 46 lodging properties over three days during the first two weeks in May. On two days during in early June, staff and volunteers toured 31 retail businesses. Retail and lodging tours are organized through an invitation process. Businesses are selected to participate in either tour based on a first -come, first-served basis, weighted against other criteria: 1) most recent year last toured; and 2) the total times on the tour since the tours began. New businesses and those never before on the tour are always given first priority. During the June Ambassador meeting, Rocky Mountain Transit provided the second annual tour of the shuttle routes for the coming season. Feedback from participants once again confirmed the tour’s success; therefore, this tour will continue to be organized as an integral component of the annual training program. 17 Retail sales In 2013, Visitor Center retail sales totaled $29,296, down $5,203 from the 2012 total sales of $34,499. Both the September flood and the fires in 2012 have led to a $10,000 decrease in sales over the course of two years. Retail items include: books, post car ds, DVDs that promote the area and calendars. Total retail sales revenue by year 2005 $17,675 2006 $39,299 2007 $43,554 2008 $36,485 2009 $42,582 2010 $40,175 2011 $39,192 2012 $34,499 2013 $29,296 Visitor Center hours and days of operation During the summer of 2013, the Visitor Center opened one hour earlier than in previous years. From Saturday, May 18 through Wednesday, September 11, the Visitor Center was open 8:00 a.m. to 8:00 p.m. Monday through Saturday and 8:00 a.m. to 6:00 p.m. on Sunday. Due to the flood, the Center began closing daily at 5 p.m. on Thursday, September 12. Had the flood not occurred, summer hours would have continued through Elk Fest weekend, Sunday, September 29. Starting on Monday, September 30, 2013 and continuin g through mid-May, 2014, the Visitor Center is open from 9:00 a.m. to 5:00 p.m. Monday through Saturday, and from 10:00 a.m. to 4:00 p.m. on Sunday. 18 Estes Park Free Shuttle system – Brian Wells The Estes Park Free Shuttle system experienced tremendous growth in passengers and an expansion of services in 2013. Total passengers in 2013 amounted to 89,637, an increase of 52.3% over 2012. The new Gold Route, featuring the Elkhorn Express trolley, carried 30,259 riders for 33.8% of the total riders served. From 2006 to 2013, the shuttle service carried 344,987 riders. 2013 season ridership numbers: Month 2013 # of Riders vs. 2012 vs. 2011 vs. 2010 June 8,763 2,561 +242.2% 3,048 +187.5% July 39,668 25,365 +44.0% 24,180 +63.7% August 30,326 19,432 +56.1% 19,914 +52.3% September 10,898 11,495 -5.2% 9,744 +11.8% YTD Total 89,637 58,853 +52.3% 56,886 +57.6% 30,008 +198.7% Month 2013 Daily Average vs. 2012 vs. 2011 vs. 2010 June 876.3 320.1 +173.7% 508.0 +75.5% July 1,304.0 818.2 +73.1% 780.0 +81.6% August 978.3 626.8 +56.1% 642.4 +52.3% September 1,362.3 1,436.9 -5.2% 1,218.0 +11.8% YTD 1,155.6 745.0 +55.1% 720.1 +60.5% 379.8 +204.3% Shuttle Stop Code usage via mobile devices Stop Codes via Town website May: 53 May: 5 June: 556 June: 1 July: 1,773 July: 1 August: 1,286 August: 0 September: 336 September: 0 Expanded services A trolley was purchased by the Town for the specific use on a downtown -only Gold Route in 2013. Participation exceeded expectations (see ridership information below). Three new stops geared toward local residents were added to the Blue Route; Good Samaritan, Salud Family Health Clinic, and Crossroads Ministry (while serving surrounding neighborhoods). The Estes Park Conference Center was added to the Silver Route. 19 Elkhorn Express Trolley Ridership (Gold Route) Gold Route June July Aug Sept Totals % of Daily Elkhorn Express Route Average EP Visitor Center 1036 5067 3814 886 10803 35.7% 135.0 Bond Park 300 1198 862 141 2501 8.3% 31.3 Local's Grill 263 1143 742 211 2359 7.8% 29.5 Ore Cart Rock Shop 199 919 646 178 1942 6.4% 24.3 Tregent Park 162 678 431 81 1352 4.5% 16.9 West Park Center 57 283 180 19 539 1.8% 6.7 Maxwell Inn 63 210 129 49 451 1.5% 5.6 Elkhorn Lodge 100 356 266 54 776 2.6% 9.7 Mrs. Walsh's Garden 129 354 241 61 785 2.6% 9.8 Grub Steak 279 1307 912 251 2749 9.1% 34.4 Trading Post 397 1777 1251 239 3664 12.1% 45.8 Barlow Plaza 322 971 782 263 2338 7.7% 29.2 Totals 3307 14263 10256 2433 30259 Ridership for new stops in 2013 Silver June July Aug Sept Totals % of Daily Route Average E.P. Conf. Center 58 280 334 105 777 6.4% 9.7 Blue June July Aug Sept Totals % of Daily Route Average Good Samaritan 39 89 46 20 194 1.1% 2.4 Salud Health 24 116 139 25 304 1.7% 3.8 Crossroads Min. 33 87 68 15 203 1.2% 2.5 Totals 96 292 253 60 701 4.0% 8.8 *No new stops for the Red or Brown routes. Shuttle Committee  The committee installed a plaque on the trolley in memory of Jerry Miller (former committee chair) during the ribbon cutting to introduce the trolley.  Three new members were recruited to replace outgoing members.  The committee oversaw the purchase and naming of the Elkhorn Express trolley.  The shuttle/trolley drivers reported having difficulty getting the Gold and Brown Routes into the downtown loading zones in the evening hours, especially Barlow Plaza. Currently the loading zone time ends at 6:00 p.m. The Shuttle Committee requests that the scheduled loading zone times along Elkhorn Ave. be extended to 10:00 p.m. 20 2013 flood impacts – Community Services Department The Community Services Department assumed the complicated role of logistics during the flood; staff had their hands full with this role. A logistics team coordinates the influx of all supplies for an incident. Examples included: lodging and meals for responders, communication needs for the community, as well as equipment, resources and support transportation. Initial assessments were conducted to understand the food, fuel, hardware, housing and construction resources available and what was missing. A system was established to coordinate the influx of supplies via truck routes. Shelters were established and the team transported over 200 guests and residents out of town in three days. Staff established the Disaster Recovery and the Disaster Assistance Centers at the Conference Center. Response and recovery tasks were primarily performed by staff who were learning the Incident Command System on the job and by staff who their own property and lives had affected by the flood. Shuttle services Shuttle service scheduled for Sept. 14-15 was cancelled and Trolley service scheduled for Sept. 20-21 was cancelled. Brian Wells, Shuttle Coordinator, assisted the Joint Information Center (JIC) for the two weeks that the JIC was in operation. Museum The Museum closed for one week. Museum staff assisted with the JIC Call Center and acted as Town Liaisons with the Red Cross. The Museum meeting room hosted the Volunteer Clearing House for five weeks. Despite having to cancel one Downtown Walking Tour and two programs, the Museum did host, shortly after the flood, a Members Only Preview and Public Opening for the temporary exhibit Sandzén in Estes Park that was attended by 120 individuals. Due to inaccessibility of roads, the Estes Park Museum Friends & Foundation, Inc. cancelled its annual historic tour losing roughly $7,000 in revenue and dropped attendance by 105 participants. Senior Services Several adjustments and cancellations were made in Senior Services. Seven trips were cancelled; Meals on Wheels program closed five days and the dining room closed four days; thirteen programs and classes were cancelled and one fundraiser was cancelled. Four rentals were cancelled for the picnic grounds. Senior Services staff coordinated the influx of fuel, supplies and food via truck routes and helped develop the Disaster Recovery and Disaster Assistance Centers at the Conference Center. Visitor Services On September 12, the Visitor Center closed daily at 5 p.m. instead of at 8 p.m. and operated seven days a week. The Center remained open on Friday, September 13 in spite of Town offices being closed in order to provide assistance to the community. The Center became a hub for residents, especially during the time of limited communication , when they gathered to watch daily updates on the big screen TV. To assist those living in the "no-flush zone", the public restrooms remained open 24 hours a day. Additionally, Visitor Services staff assisted in the Joint Information Center.