HomeMy WebLinkAboutPACKET Community Development Community Services 2014-03-27
Thursday, March 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. Sidewalk Sale Resolution Director Winslow
b) REPORTS
i. Senior Services Quarterly Report. Manager Mitchell
ii. March Event Report Coordinator Jacobson
iii. Verbal Updates and Committee Questions.
3. COMMUNITY DEVELOPMENT
a) RECOMMENDATIONS TO THE TOWN BOARD
i. None.
b) REPORTS
i. Public Outreach on Code Amendments Director Chilcott
– Manufacturing of Craft Liquor.
ii. Verbal Updates and Committee Questions.
4. ADJOURN
AGENDA
Town of Estes Park, Larimer County, Colorado, February 27, 2013
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 February, 2014.
Committee: Chair Ericson, Trustees Elrod and Norris
Attending: Trustees Elrod and Norris
Also Attending: Town Administrator Lancaster, Directors Winslow and
Fortini, Managers Mitchell and Manager Salerno, Planner
Shirk and Recording Secretary Limmiatis
Absent: Chair Ericson
Trustee Elrod called the meeting to order at 8:02 a.m.
PUBLIC COMMENT.
None.
COMMUNITY SERVICES DEPARTMENT.
MULTI-PURPOSE EVENT CENTER & STALL BARN FEE SCHEDULE.
Director Winslow presented the proposed rental fees and additional rental items for the
Estes Park Event Center and Pavilion. Staff researched several comparable facilities
throughout the state to arrive at the proposed fee structure which provides flexibility to
staff and event planners, promotion through Visit Estes Park, and the ability to cover
operating costs. Premiere event season will cost more than the shoulder and winter
seasons to entice promoters to bring in year round events. The Estes Park Event
Center is a larger space with high end amenities and the Pavilion is slightly smaller,
which acts as the support center to the Event Center. There will not be a master liquor
license for the facility, but staff is working with Rocky Mountain Park Inn to provide
catering and liquor sales for the Event Center. The Committee expressed concerns of
being held captive to the vendor and how staff will maintain quality control. Director
Winslow would discuss adding an evaluation clause to the contract with Town Attorney
White. The committee suggested soliciting feedback from staff and vendors to ensure
our first impression is a positive one. The Committee recommends the Rental Fees
for the Estes Park Event Center and Pavilion be included as an action item on the
March 11, 2014 Town Board meeting agenda.
SOLE SOURCE AGREEMENT.
Director Winslow presented the contract with Rocky Mountain Data Availability Services
(RMDAS), a local supplier who has knowledge of the property, is available to respond
Community Development / Community Services – February 27, 2014 – Page 2
within 30 minutes, and is currently providing wireless service to the Town. RMDAS will
design, install and perform all maintenance on the wireless system at the Event Center
and Pavilion. The contract price is within the construction budget. The Committee
recommends the contract with RMDAS for $74,760.00 be included as an action
item on the March 11, 2014 Town Board meeting agenda.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
Community Services 2013 Annual Report – The Community Services Department
had another busy and productive year, despite the floods of September 2013, in
which staff overcame many adversities to meet Department goals and objectives.
o Fairgrounds and Special Events Division – Director Winslow described
multiple goals that the division was able to achieve – bring in more activities
during the shoulder seasons, offer multiple events simultaneously, maximize
use of facilities, provide support for a wide variety of events, look at new
activities that would be a good fit for the community, and work with
entertainers and event planners to schedule events that will enhance tourism,
as well as offer local residents a variety of opportunities. 2013 highlights
included some new and some continuing traditions such as: September Elk
Fest, Cowboy Sing-a-longs with Brad Fitch, the Fall Back Beer Festival, the
November Tree Lighting Ceremony, musical and theatrical performances
throughout the summer at Performance Park, the Wool Market, the
Westernaires, Rooftop Rodeo, the USA Pro-Cycle Challenge, Ranch Horse
Versatility, and multiple events converged for the “Wild West Weekend”.
o Estes Park Senior Center - Manager Mitchell thanked the Committee for
support of increasing the hours for the Program Coordinator from 20 to 32
and adding a seasonal employee. Direct results were an increased number of
planned programs from 49 to 70, being able to better answer, inform, and
refer seniors to services, and additional time devoted to the rental program.
Key highlights were increased social connection as seen through 3,500 visits,
high participation in fitness classes and engaging seniors to use their talents
as instructors and volunteers in the community.
o Estes Park Museum – Director Fortini covered a few of the highlights of 2013.
The Hydro Plant had the highest recorded attendance due to having more
programs at the location and inviting the Stanley Hotel Historic Fire Engine
Tours to make a stop to speak with the docents. The Sandzén in Estes Park
temporary exhibit was a great offering to the community during the flood as
reprieve, as well as an impressive accomplishment for staff. With the addition
of a Curator of Collections to staff in 2013, the Curator of Education was able
to add 11 additional programs. Significant progress was made on the
Collections Refinement process with the help of a Temporary Deaccession
Assistant. Staff was able to respond to 47 research questions, which required
an increase of nearly 23 hours of staff time from 2012.
o Estes Park Visitor Center – Manager Salerno reported several highlights of
Community Development / Community Services – February 27, 2014 – Page 3
2013 including: visitation was up almost 8% prior to the flood of September,
the smallest decrease in calls received since 2009/2010, and tracking of
various inquiries from callers. In April 2014, Visitor Services will host the first
open house to showcase what is done for the community and how local
businesses are supported. The Committee suggested the Visitor Center
provide a fact sheet to visitors regarding the regulations of recreational
marijuana in Estes Park and Rocky Mountain National Park.
o Estes Park Free Shuttle System – Director Winslow presented data on the
52.3% increase in ridership of the Free Shuttle System. 89,637 passengers
took advantage of the system in 2013. The Town will maintain the parking
restrictions on Elkhorn Avenue to allow shuttles to load and unload quickly
during the 2014 summer season. The addition of the Elkhorn Express has
been a huge success. The Committee suggested the Shuttle System provide
information to the press to minimize confusion between the Elkhorn Express
and the new for-profit trolley that will be operating in Town.
Verbal Updates – Director Winslow went over the various logistic duties the
Community Services Department assisted with during the September flood
including: lodging and meals for responders, equipment, resources, support
transportation, communication needs for the community, maintaining food, fuel,
hardware, housing and construction resources, shelters and assisting over 200
guests and residents with leaving Town in three days, and establishing the Disaster
Recovery and Disaster Assistance Centers at the Conference Center.
PUBLIC COMMENT.
Paul Fishman, Town Resident, requested clarification on the no parking designation of
the shuttle pullovers downtown, in regards to deliveries and owner drop offs of
inventory. Trustee Ericson stated loading and unloading will continue to be allowed in
these locations.
COMMUNITY DEVELOPMENT DEPARTMENT.
RECOMMENDATIONS TO THE TOWN BOARD.
None.
REPORTS.
Reports provided for informational purposes and made a part of the proceedings.
o Verbal Updates and Committee Questions – Planner Shirk briefly discussed four
topics: the upcoming joint work session between the Town Board, Planning
Commission and County Commissioners, current planning issues, long range
planning issues, and stream restoration. Attainable housing, code revisions to
allow for brew pubs and distilleries, allowing wedding facilities as a principal use,
and an update on the comprehensive plan will be covered at the first joint work
Community Development / Community Services – February 27, 2014 – Page 4
session. Current planning issues include the finalization of land use for the
Stanley Hotel on Lot 4, the Visitor Center Parking Structure will be presented to
the Planning Commission on March 18, 2014, O’Reilly Autoparts resubmitted a
development plan application, a formal pre-application from the Housing
Authority to develop Lot 4 in the Good Samaritan Village, a pre-application
meeting to discuss partial redevelopment of a hotel site on Big Thompson
Avenue, the construction plan approval of the Mountain River Townhomes, and
staff recently met with the Larimer County Recreation and Parks District to
discuss the review requirements and processes for the Community Center. Long
range planning issues include the continuing with the Comprehensive Plan and
Modernization, near completion of The Neighborhood plans, a presentation by Jill
Fischer on the GIS project completed for the Town, and staff reviewing the
LIDAR (Light Detection and Ranging) data post-flood. Stream restoration focus is
currently on Fish Creek and Fall River in preparing for spring runoff. Also, the Fall
River Coalition has chosen Walsh Consulting to prepare the Master Plan for the
Fall River Corridor. Planner Shirk recognized Kim Slininger for the quality work
completed on flood plain restoration issues. The Committee suggested providing
a certificate of appreciation to Mr. Slininger.
There being no further business, Trustee Elrod adjourned the meeting at 9:39 a.m.
Barbara Jo Limmiatis, Recording Secretary
Memo
Community Services
To: Community Development/Community Services Committee
Administrator Lancaster
From: Bo Winslow, Community Services Director
Date: March 13, 2014
RE: Surprise Sidewalk Sale Resolution
Background:
The Surprise Sidewalk Sale has become a much-anticipated shoulder season event in
Estes Park. The Spring Surprise Sidewalk Sale is May 3-4, 2014. The sale is open to
all Estes Park businesses. Businesses that are located out of the downtown area may
reserve a space in Bond Park.
Due to Ordinance 15-91 pertaining to “containment” within the CD District, and
subsequent adoption of the Estes Valley Development Code (Chapter 4, Zoning
Districts, Section 4, specifically Paragraph D.1.a. Outdoor Sales, Use, Storage and
Activity in the CD Zoning District, Number (3) Exceptions), it is necessary for the Town
Board to approve a variance to allow this sale to occur. (Please see attached Estes
Valley Development Code citation - Attachment A.) The proposed resolution is attached.
Also attached is the Estes Valley Development Code Zoning District Citation referred to
as Attachment (A). Staff will insure that business owners are educated on the
regulations.
Sandwich boards are prohibited in the Estes Park Municipal Code (17.66.170
Community special events signs and Stanley Park special events signs). Staff
recommends allowing these signs as long as they don’t encroach in the required four-
foot clearance.
Budget:
It is expected to cost approximately $200 in printing fees for posters. This is a budgeted
expense for the Events Division in account 222-5500-455.26-03.
Recommendation:
I recommend this be placed on the consent agenda at the Town Board meeting on
March 25th, 2014.
RESOLUTION NO. -13
WHEREAS, on July 23, 1991, the Board of Trustees adopted Ordinance 15-91
pertaining to “containment” within the C-D District, and subsequent adoption of the
Estes Valley Development Code (Chapter 4, Zoning Districts, Section 4.4, specifically
Paragraph D.1.a.:Outdoor Sales, Use, Storage and Activity in the C-D Zoning District,
Number (3) Exceptions)
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF
THE TOWN OF ESTES PARK, COLORADO:
That the following guidelines shall be adopted for the “Surprise Sidewalk Sale
Days” being sponsored by the Events Department that is scheduled May 3 and 4, 2014:
1. Hours of operation shall be from 9 a.m. – 5:30 p.m.
2. The Sale Weekend is available to all Estes Park businesses.
3. The Sale Weekend will be held rain or shine.
4. Businesses will be allowed to sell merchandise in front of their stores only
during the hours specified above.
5. Sidewalk displays, including signage, shall provide a minimum clearance
of four feet for pedestrian ways and handicapped accessibility. Displays
and/or merchandise will not be allowed in any street.
6. Those merchants without sidewalk frontage may contact the Events
Division at 586-6104 to reserve a space in Parking Lot 2, the Children’s
Lot, if Bond Park is under construction (10x10 spaces only).
7. Advertising posters will be provided.
8. All participating businesses must possess a current Town Business
License.
BE IT FURTHER RESOLVED, that every business is urged to participate in this
Surprise Sidewalk Sale Days annual event.
DATED this day of , 2014.
TOWN OF ESTESPARK
Mayor
ATTEST:
Town Clerk
Community Services Memo
To: Community Development / Community Services Committee
From: Lori Mitchell, Senior Center Manager
Date: March 27, 2014
RE: Senior Services Quarterly Report
Quarterly report:
How do 2014 attendance numbers look?
January/February – all visits to the Senior Center and Senior Services programs:
Overall number of visits was 4,581 as compared to 4,768 in the same period in 2013.
January/February planned program attendance:
Planned programs are operating at 96% capacity with 985 visits as compared to 92%
and 999 visits in the same period in 2013.
January/February drop-in opportunities:
There were 1,692 visits to drop-in programs as compared to 1,788 visits in the same
period in 2013.
January/February meal programs
Meals on Wheels: 602 meals delivered as compared to 907 in the same period in 2013.
Dining room: 931 meals served as compared to 1,113 in the same period in 2013.
What’s new in planned programs - January through May?
The Civil War – the Worst is Yet to Come – the final class in a multi-year study
series with the Park School District Outreach program;
Getting the most out of your IPad or Getting the most out of your iPhone –
two classes in partnership with Estes Park Internet Computer Users Group;
additionally, IPad one-on-one tutoring has been added regularly;
The Music of Robert Schumann – a six-week series taught by Dr. Derald
DeYoung; held at the Estes Valley Library;
The Great Courses: Leonardo DaVinci and the Italian High Renaissance –
free DVD lectures held at the Senior Center;
A Trip Through Poland – a one-time travelogue by Vern and Jeanie Mertz;
The Great Courses: How to Look at and Understand Great Art – free DVD
lectures held at the Senior Center;
Shakespeare’s Hamlet – a five-week study series by Dr. Robert Burkhardt;
Truth in Fiction Writing – a six-week writing class by Pat Nelson;
Rich Reads to Make Kids Rich – a one-time program offered by the Estes
Valley Library; this program features great gift/book ideas with money lessons for
kids and grandchildren; presented by Marsha Yelick, Kerry Aiken and Melanie
Kozlowski;
2
Ensight Skills Center Onsite Rehabilitation Program – This free program
introduces services and support options for those with visual impairments;
A Delicate Subject - a one-time program offering advice for those with bowel
and bladder issues when they laugh, exercise, jump or cough! Offered by the
University of Colorado Health Aspen Club;
Beginner and Intermediate Balance Classes – offered in partnership with
Mountain Top Physical Therapy at the Senior Center;
Medicare Counseling – monthly - University of Colorado Health Aspen Club;
AARP Safe Driving Class – several times annually;
Community Coffee Hours – a new free community coffee hour offered monthly
to introduce citizens to Senior Services programs and events;
Passions Project – Staff is planning an Estes Park event for the Foundation on
Aging for Larimer County photography exhibit and reception featuring 20 artistic
works of Heidi Wagner. A date for May will be announced.
A wide variety of drop-in opportunities continue
Drop-in opportunities include: Religion & Philosophy study group, Supreme Court
discussion, Rocky Rollers Wii bowling, crafters group, mah-jongg, art studio, bridge
lessons, pool, games, puzzles, blood pressure clinics, coffee and Wi-Fi, six fitness
classes weekly including Tri Fit, Chair Yoga, Tai Chi and ZUMBA, and more.
Day trips resumed (March – April – May)
Trips have slightly higher fees due to added mileage for route changes related to
Highway 36 construction closures.
Black Hawk and Central City
Candlelight Dinner Theatre
White Fence Farm
Special luncheons - January through May
These popular events feature good food, prizes or favors and party décor:
Valentine’s Day (62 attending)
St. Patrick’s Day
Mardi gras (48 attending)
Easter Hat Parade – just for FUN
Mother’s Day
Father’s Day
Livable Communities / Partnership for Age-Friendly Communities
Manager Mitchell attended the February 20 Livable Communities workshop in Fort
Collins. The original Partnership was formed in May 2013 for the purpose of producing
a community education event around the current status and future well-being of Larimer
County seniors. In July 2013, the Partnership was awarded a technical assistance
grant from the National Association of Area Agencies on Aging (n4a) and as a result,
the Livable Communities workshop was convened to discuss county-wide issues related
to quality of life for seniors and how to further the concept of age-friendly communities.
The workshop, spearheaded by the Foundation on Aging for Larimer County, was
attended by approximately 40 representatives from cross sectors including city
governments, education, health providers, transportation providers, private and non-
3
profit organizations, senior centers and the Office on Aging among others. The
workshop was facilitated by Martin Carcasson, head of the CSU Center for Public
Deliberation and Stephanie Firestone from the National Association of Area Agencies
on Aging in Washington, DC.
The workshop focused on four basic livability issues: the culture of aging, mobility
access, housing and health and wellness. The Partnership will convene work groups to
advance these issues with the goal to make Larimer County a great place to live, work
and retire.
Although the primary geographic focus of this project has been Loveland and Fort
Collins, rural areas such as Estes Park are of great interest to the Partnership. Prior to
attending the workshop, Manager Mitchell sought input from key Estes Park
stakeholders who work with seniors or seniors themselves, in regards key issues. The
list is not exhaustive in nature but represents top of mind for those responding.
(NOTE: Issues are presented in no particular order, comparison or ranking). Some
services already exist in Estes Park while can be expanded or considered in future
strategic plans.
Top concerns/challenges Maximize independence
/improve life
What Estes Park
does well
Staying in one’s home – even after a
spouse passes away or moves to
long term care
Continue to create opportunities
to be social
Senior Center meals, wellness,
social activities, fitness,
education
Affordable food, groceries, meals Continue to create opportunities
for physical activity
Emergency response efforts by
all agencies including the
Senior Center
Affordable in-home care providers,
transportation helpers, handyman
helpers, personal care providers that
are not medical
Create a larger location to deliver
a greater number of services
(Community Center)
Supportive local government;
low crime rate and supportive
police
Transportation around town and to
the valley
Develop case management
services; guidance through
health care systems
Excellent services are available
via Good Samaritan, Estes Park
Medical Center, Prospect Park,
all the home-care agencies
Affordable shopping for personal
items, clothes, etc.
Provide support for grandparents
raising grandchildren
Affordable senior apartments;
Housing Authority
Isolation: social, physical and
psychological
Expand transportation, to the
valley and in the evening locally
Via transportation / free
seasonal shuttles
Weather challenges Grocery delivery Great private networks of
neighbors, friendships,
churches, clubs, agencies
Demographic shift to an older
community
Affordable programs for in-home
care, personal care helpers,
handyman services
Estes Park Senior Citizens
Center, Inc. and its dedication
to seniors
Concern for loss of age-diversity;
don’t become a strictly retirement
aged community
More local assistance programs
for low-income seniors
Interest of Larimer County
Office on Aging in helping rural
areas
Understanding the maze of services Expand Meals on Wheels
program
Successful plans to build a
Community Center
Affordable senior housing Anticipating seniors needs
Lack of opportunities for respite care
for caregivers
Establish an Adult Day Care and
a respite care site
Generous and interested
citizens
Geographic challenges to access
front range and County services
Establish an program to train
everyday workers on how to
interact with those with dementia
Willingness of front range
agencies to help
Budget: N/A Recommendation: N/A
0
100
200
300
400
500
600
700
800
900
1000
J F M A M J J A S O N D
2010 2014 2011 2012 2013
Senior Services 2.28.14 page 1
Meals on Wheels, dining room and take-out meals
Meals on Wheels Current month = February = 277
2010 Total = 4,493
2011 Total = 5,158
2012 Total = 5,551
2013 Total = 5,166
2014 YTD = 602
Dining room meals
Previous month, January = 433 = 41% capacity
Current month, February = 498 = 52% capacity
Includes take-out meals (13), member (473) & non-member meals (12)
2010 Total = 7,936
2011 Total = 7,674
2012 Total = 7,164
2013 Total = 6,412
2014 YTD = 931
0
100
200
300
400
500
600
J F M A M J J A S O N D
2010 2014 2011 2012 2013
Month to
month
comparison
February
2010
271
2011
388
2012
441
2013
435
2014
277
Month to
month
comparison
February
2010
584
2011
530
2012
550
2013
561
2014
498
Annual meal totals
Meals on Wheels and Fourth Street Café (dining room) -combined
Senior Services 2.28.14 page 2
Meals on Wheels, dining room and take-out meals
Month to
month
comparison
February
2010
855
2011
918
2012
991
2013
996
2014
775
2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014
11,356 13,937 14,730 13,926 16,644 13,001 12,555 12,429 12,832 12,715 11,578 1,533
0
200
400
600
800
1000
1200
1400
J F M A M J J A S O N D
2010 2014 2011 2012 2013
Combined meal totals –monthly comparison
0
500
1000
1500
2000
2500
J F M A M J J A S O N D
Attendance at activities and programs
Current month = February = 1,368
(number of visits, drop-in and planned programs combined)
2010 Total =16,722
2011 Total = 17,653
2012 Total = 15,927
2013 Total = 14,553
2014 YTD = 2,677
Senior Services / program attendance 2.28.14 page 3
Current month -February
“Planned programs” potential or ideal capacity 488
“Planned programs/% utilization” *510 or 105% capacity
*programs as a % of ideal capacity/actual
“Drop-in” programs utilization 834
Average programs capacity 2013 = 89%
Average programs capacity 2012 = 99%
Previous month -January
“Planned programs” potential or ideal capacity 555
“Planned programs/% utilization” *475 or 86% capacity
*programs as a % of ideal capacity/actual
“Drop-in” programs utilization 834
Month to
month
comparison
February
2010
1,277
2011
1,156
2012
1,255
2013
1,392
2014
1,368
Average programs capacity 2014 YTD = 96%
Average programs capacity 2011 = 108%
Average programs capacity 2010 = 104%
January
TOEP meetings (10)
County Commissioners (13 )
Sister Cities (6)
Eagle Rock Wisdom of
Elders class (26)
February
Mayor (25)
County Commissioner (17)
Eagle Rock Wisdom of
Elders class (36)
Rec District mtg. (27)
March
Mayor
TOEP meetings
County Commissioner
Sister Cities
April
Mayor
TOEP meetings
County Commissioner
Sister Cities
May
Mayor
TOEP meetings
County Commissioners
Sister Cities
June
Mayor
TOEP meetings
County Commissioner
Sister Cities
July
Mayor
TOEP meetings
County Commissioner
Sister Cities
August
Mayor
TOEP meetings
County Commissioner
Sister Cities
September
Mayor
TOEP meetings
County Commissioner
Sister Cities
October
Mayor
TOEP meetings
County Commissioner
Sister Cities
November
Mayor
TOEP meetings
County Commissioner
Sister Cities
December
Mayor
TOEP meetings
County Commissioner
Sister Cities
2014 non-rental users = 160
2008 non-rental users = 270
2009 non-rental users = 888
2010 non-rental users = 1040
2011 non-rental users = 939
2012 non-rental users = 864
2013 non-rental users = 1,009
0
500
1000
1500
2000
2500
3000
3500
4000
4500
2014
2010
2011
2012
2013
Year total =
31,590
Feb. = 2,093
Year total =
34,228
Feb. = 2,216
Year total =
29,776
Feb. = 1,755
Senior Services / overall attendance 2.28.14 page 4
2014 Senior Center rental users
January –Kaiser Perm. (3)
February –Kaiser Perm. (8)
Wedding party (65)
Church group (31)
March
April
May
June
July
August
September
October
November
December
2014 Senior Center rental users YTD = 107
2008 rental users = 599
2009 rental users = 191
2010 rental users = 374
2011 rental users= 308
2012 rental users = 254
2013 rental users = 290
----------------------------------------------------
2014 Hydroplant picnic grounds rental
/non-rental users
2014 Picnic grounds events YTD = 0
2008 = 23 events / 1,642 users
2009 = 21 events / 1,451 users
2010 = 17 events / 1,036 users
2011 = 20 events / 1,514 users
2012 = 26 events / 1,661 users
2013 = 25 events / 1,357 users
Year total =
29,668
Feb. = 2,123
YTD = 4,581
Feb. = 2,566
2014 Senior Center non-rental users
Overall attendance reflects all visits to the Senior Center, and to Senior Services
programs and services
Community Services Memo
To: Community Development/ Community Services Committee
Town Administrator Lancaster
From: Lexy Jacobson, Event Coordinator
Date: March 27, 2014
RE: Fairgrounds and Events Division- March Event Update
Report:
Staff is gearing up and is well underway in planning for another exciting event season!
This time of year is when our staff feels the most work is done. We are making the
necessary revisions to contracts, adding new features to established events, and
ensuring we have all the details in place for a successful guest experience.
We have added a couple new events to the calendar for this season. However, we
believe our focus this year is highlighting our established events with new and creative
features that are sure to keep the guest’s interest. You will see these additions to events
like Jazz Fest, Wool Market, and Rooftop Rodeo. Staff has also joined two event
committees to assist with logistics and overall event organization (please see below for
more information).
Estes Park Jazz Fest: Festival Director, Max Wagner, has prepared a stunning
line up for this year’s 24th annual festival. We are highlighting some of the finest
musicians across the nation, including our headliner, Sax Appeal: New York
Saxophone Legends. New to the festival this year is Estes Park’s own, Snowy
Peaks Winery. We hope to create a next level event complete with a great
venue, fine tunes, satisfying appetizers and aged wine.
Estes Park Wool Market: This has traditionally been an event that “taxes our
staff”. While there is still a lot to produce, our staff has done a great job of
implanting new processes to offset our work load. Heather Gooch has taken our
online ticketing system, Thundertix, to a new level. We are now offering online
registration for our workshops and RV sites. Operations Manager, Matt Lemke,
has been working with show superintendents on layouts to maximize our working
space and overall flow of the event. We are also adding live ente rtainment on
both days, expanding our children activities, offering a beer garden and
introducing a fresh vendor layout with the addition of our Event Center and
Pavilion.
Rooftop Rodeo: Western Heritage is incorporating a new event prior to Rodeo
that is sure to start the excitement early; Professional Bull Riding will be joining
us July 4th and 5th! Staff is working closely with the Western Heritage team on
ticket sales, arena layouts, and complimenting activities for guests. The Rooftop
Rodeo is always an anticipated event here in Estes Park. Their team is working
on some additional theme nights, expanding their vendor area, and offering
interactive activities. Stay tuned for more details.
Scandinavian Midsummer Festival: Our staff has taken an active role on this
event committee to ensure the festival has a presence in Estes Park. The event
was struggling with a lead contact and because we believe it to be such a draw
to Estes Park the event will now be recognized as a Town Sponsored Event. Our
staff will work with their committee on vendors, merchandise, entertainment and
day of set up. We are excited to have this festival back in full swing.
Heritage Festival: This event was held at the Fairgrounds last year, for the first
time, in conjunction with the Wild West Weekend! While the event struggled in
some areas, it has a lot of potential to be a unique draw to Estes Park. Our staff
has joined their event committee to offer organizational support and ensure the
event is being maximized to its highest potential! We are anxious to see what
comes of this new partnership.
In addition to our upcoming event season, staff is also leading an Events Focus
Committee. This group was created per the recommendation of Town Administrator
Lancaster, to understand and establish event criteria for both private and Town
Sponsored events throughout Estes Park. The group is composed of various
organizations throughout Town; EALA, Visit Estes Park, EVPC, EVPRD, Families for
Estes, Wedding Association, Restaurants, and private event planners. We are hosting
our 3rd meeting on March 27th, and will continue to meet until our summer season. I
have attached our previous meeting notes for reference.
The Event Center and Pavilion are both showing great progress! Our Sales an d
Marketing Manager, Karen Lynch, is working diligently to guarantee that we have the
right tools in place for success. She has contracted our event software, facility website
and has joined various groups, such as the Wedding Association, to ensure we hav e a
presence throughout the industry. We are anxious to see what events come our way
with the addition of the two new facilities.
Overall, the Fairgrounds and Events team is excited about the plans in place. We feel
confident that this is going to be another great year of events and new opportunities.
The team is working collectively to address all the specifics necessary for a successful
year and is excited to make it happen!
Attachments:
Please see the January 30th and February 27th meeting notes from the Events Focus
Committee.
Events Focus Meeting 1:
Attendees: Frank Lancaster, Brooke Burnham, Karen Lynch, Lynette Lott, Jill Schladweiler, Kellen
Toulouse, Kristen Berg, Elizabeth Fogarty, Diane Muno, Charley Dickey, Karen Nicholson, Bo Winslow,
Lexy Jacobson, Heather Gooch
Discussion Forum: Craft Shows in Bond Park, Impact on Community
Viewpoints:
Lodging-Offers a guest an activity (“something to do”), doesn’t increase occupancy but increases
return value
Downtown Business- 50/50 split, could be a competition to their business, but also enhances
their activity because of the draw to downtown. Gives them more things to do, keeps them in
town. More complaints for the businesses closest to Bond Park, but overall still brings people
and gives a long term impact for returning business. Stated that there was a ripple effect for the
downtown business owners. “My job to sell”…the marketing department and event brings the
guests to town, so it is up to the DBA to sell their product.
Family- Green Space/Open space in the park for kids to enjoy. Would recommend enhancing
with kid friendly activities to compliment (music in the event, etc.). Maybe to mimic the Pearl
Street atmosphere, ie balloons, face painters etc.
VEP/Marketing-Activities happening gives a vibrant feel, makes the park feel alive. Creates a
positive guest experience. Need to work on distributing annual calendar, broken up quarterly for
the summer to get people back. Add ambassador involvement to promote upcoming events
and educate on the upcoming events.
Rec District- would like to see a “package” communication so that everything happening in town
is promoted (for example the golf course, etc.).
General Comment- Overall a positive vibe, no one was directly against the Craft Fairs in Bond
Park. As a goal, need to identify which shops are in competition with the vendors and try to
address ahead of time.
Discussion Forum: Festivals in Bond Park
Viewpoints:
Downtown- Positive, overall brings guests to the downtown area, brings big numbers. Gives an
opportunity to encourage shopping and dining in the downtown area.
Lodging-minimal impact for overnight stays. Again just gives the guest another activity to do.
Adding an emphasis on packaging for events.
VEP/Marketing: Combining both demand generator and experience enhancement events to
increase the guest attendance numbers (ie, Elk Fest being a demand generator, and Heritage
Festival etc is an experience enhancement, so bringing them together creates an overall win).
Expand on Estes Park Happenings with event descriptions, highlights and use to distribute to
restaurants, lodging establishments etc. to better sell and promote the events.
Rec District- Connect the established events with the local community recreation, ie the parks,
pools, marina and play structures.
Family-Make their joint calendar public, collaborate all entities calendars onto one master
“Events Calendar”.
General-Establish criteria to selecting Bond Park festivals (Good fit?). Looking closer at overall
guest experience, smaller events during peak season, and larger events during the off season.
Potential Events in Bond Park:
Bike In Movies Summer Series
Small Carnival (Bouncy Castles, etc.)
Geocaching
Competitive Events
Interactive Events (providing draw to other town areas)
Compliment Race/Marathon Events
Music Played throughout Downtown
Traveling Kids Museum
Group Yoga and Tai Chi
Romantic Event
Demonstration Events
Mardi Gras/ Parade
Christmas Light Show
Oktoberfest
Extend Elk Fest
Homebrew Competitions
Ice/Snow Sculpting
Made in Estes Event
Hot Air Balloons
Butterfly Pavilion
Fall Festival/Pumpkin Patch
Kite Building/Flying
Music evening Events (with alcohol)
Wine and Cheese
Community Block Party
Discussion Forum: Performance Park
Viewpoints:
Downtown Business and Lodging: Same comment, no change for either entity in sales or
occupancy, just an added thing to do for the guest.
Sponsor or host a beer garden to offset the cost of the Wednesday night concert series.
Create complimenting events between Bond Park and Performance Park to create a flow for
downtown participation (for example, guests would walk from one to the other encouraging
shopping along the way)
JAZZFEST:
o Extend Hours into Restaurants (create Jazz menus and pairings, special guests from
events)
o Two locations of music, Bond Park and Performance Park. Have your headliners at
Performance Park for a fee, and free Jazz in Bond Park.
o Event enhancers like wine, vendors, exhibit etc.
o Increase signage
Events for Performance Park:
Storytelling/Poetry
Shakespeare in the Park
Interactive Programs
Local productions/plays and theater
Next Meeting Notes:
Fairgrounds & Events Complex: What do these mean to you, what impact will these venues have
on the involved entities.
Think about “Good Fit”. What criteria are we looking for to benefit everyone for these events?
Events Focus Meeting 2- February 27, 2014:
Attendees: Brooke Burnham, Karen Lynch, Kellen Toulouse, Kristen Berg, Elizabeth Fogarty, Diane
Muno, Charley Dickey, Bo Winslow, Lexy Jacobson, Heather Gooch, Paul Fishman, Keelee Doan, Peggy
Campbell, Julie Peiper, Kris Hazelton
Discussion Forum: Fairgrounds Events- Hunter Jumper Show- Impact on Community
Viewpoints:
Lodging- The majority of guests stay in more upscale establishments. They are looking to spend
their dollars in Town and on accommodations.
Downtown Business- There is an increase in revenue and dollars spent downtown. There needs
to be improvement on how the DBA ties this event to the Downtown area. “You gave us the
crowds, now it’s our job to sell”!
Family- This event gives families another reason to be out and about! There is not a huge draw,
especially in relation to younger kids, but it is a plus.
VEP/Marketing- It is difficult to promote this event based on lack of knowledge of what the
event entails. There is not a welcoming factor to this event to encourage guests to participate;
providing information ahead of time would hopefully solve this problem. “Ag Events” do not
receive a lot of social media feedback and are not demand generators.
Restaurants- There is an increase in revenue. This event not only brings the participants but
their followers as well.
General Comment- Add complimenting events surrounding the Hunter Jumper Show; includes
incorporating events happening in Bond Park with those at the Fairgrounds. Engage the show
announcers to educate about the event while announcing. EDUCATION!!
Discussion Forum: Fairgrounds Events- Westernaires- Impact on Community
Viewpoints:
Family- A “negative” to the event is understanding the value of the event. Because there is an
admission, for a family of 4, this could be a gamble to make sure it is going to be worth it.
Incorporate all age friendly activities like the Rodeo.
VEP/Marketing: Need to expand on the title of events; add a tagline after the event title that
offers more of a description. Incorporate complimenting events around the Westernaires;
example of this is the Wild West Weekend that happened August 2013.
Media- Try to deliver media contracts prior to the event; 1 month in advance? This will help to
promote the event to local community, social media, etc.
General- Information booth at Bond Park with Ambassadors or event volunteers to educate
about the event and other happenings in Town.
Discussion Forum: Fairgrounds Events- Rooftop Rodeo- Impact on Community
Viewpoints:
Family- A unique event to those living in Estes Park. An idea is to create a seating area just for
families, expand the Mutton Bustin and host a savenger hunt downtown!
VEP/Marketing: Guests already know what this event is, which makes it easy to promote! To
capitalize on marketing and understand our demographic, it would be beneficial to gather
participant survey research. Overall positive guest experience.
Restaurants- This is a slower time in the restaurants. An idea to show support would be to dress
staff in Rodeo garb, decorate store fronts, etc.
Downtown- Make the downtown sector a reflection of the Rodeo to show Town wide support.
Examples include horns and tails on the shuttles, Rodeo flags, and dress western.
Wedding Association- Rodeo gives us an opportunity to help promote and support a mid-week
event. Weekends spanning from April-September are already booked, which makes it difficult to
partner.
General- Find a creative way to keep guests downtown after the Rodeo parade; Bond Park
events, lunch and shopping specials? Continue to educate the “nay sayers” of the Rodeo by
highlighting our fair treatment of animals, presenting PRCA animal welfare information and
consistent talking points; it is important to have a united front!
Discussion Forum: Fairgrounds Events- Wool Market- Impact on Community
Viewpoints:
VEP/Marketing: This event does a great job of the welcoming factor by incorporating hands on
activities, demonstrations and education! Pictures are key when marketing this event to
accurately show what guests will experience.
Lodging- There is not an increase during this time. Have heard feedback of guests staying in
Loveland and commuting throughout the weekend activities.
General- NAMING! This is a scare for a lot of potential guests, as the name does not to the event
justice. Utilize the shuttle transportation during the event as an additional education
component. Encourage the shuttle drivers to make announcements and have event snap shots
on repeat!
Discussion Forum: Estes Park Event Center and Pavilion- Potential Impact on Community
Viewpoints:
VEP/Marketing: More opportunity for shuttle use during key weekends! Offering the option to
travel between the Event Center and downtown.
Lodging- Complimenting events and activities to “round out” weekends during trade shows.
Restaurant- It is difficult to generate revenues when self-contained events take place at the
Complex. Events with food and entertainment do not encourage folks to visit the downtown
area.
Downtown- Responsible for product deliverables! There is a need for consistency in store hours
and operating days to promote to the guest.
General- October to May is the season to SELL!! An idea to host events later in the day that
transition into dinner and promote the overnight visitation.
Potential Events at the Estes Park Events Complex:
Snow Mobile
Dirt Bikes
Monster Trucks
Sportsman Show
Community Sporting
Lumberjack Festival
Circus/Carnival
Kids Sale
Harvest Festival
State Tours (sporting)
Brew Fest
Food Festivals/Cook-Off’s
Chocolate Festival/Signature Sweet
Christmas Tree Decorating
Extend Catch the Glow Parade
o Sneak Peak Sponsorship Event
o Saturday Parade vs. Friday
o Community/Guest decorated float
Ethnic Events (Scottish Festival, Cinco de Mayo)
Mardi Gras
Indoor Sports (ice skating, hockey, soccer)
Pizza Festival
Compliment Community Events (ex. Stanley Film Festival, include a haunted house)
New Year’s Event Bash (the lowering of the “Elk Dud”)!
4th of July Parade
Mountain Sporting Expo/Activities
Signature “Wacky” Event (ex. Frozen Dead Man Days)
100th RMNP Event
Winter Events
o Kite Flying
o Winter Survival
o Winter Wonderland
Outdoor Education- Students
Outdoor Outfitters- “Fashion Week”
Wellness
October- NEED TO CAPITALIZE!!
Thanksgiving “Lost Holiday”?
o Expand weekend
o Package with local highlights
o “Laid Back Friday”
Discussion Forum: Conference Center- Impact on Community
Viewpoints:
VEP/Marketing: Include a splash page, for free wireless internet, to highlight activities,
promotions, etc.
Next Meeting Notes:
Thursday, March 27th from 10-12pm, at the Estes Park Museum
Director of The Ranch Events Complex, Bob Herrfeldt, to speak to hosting large events in Estes
Park ( USA Pro Challenge)
Think about “Good Fit”. What criteria are we looking for to benefit everyone for these events?