HomeMy WebLinkAboutPACKET Community Development Community Services 2016-07-28
Thursday, July 28, 2016
Community Development & 8:00 a.m.
Community Services Committee Town Hall Board Room
1. PUBLIC COMMENT
2. CULTURAL SERVICES
a) RECOMMENDATIONS TO THE TOWN BOARD
i. None.
b) REPORTS
i. Museum Quarterly Report Fortini
ii. Verbal Updates and Committee Questions.
3. COMMUNITY SERVICES
a) RECOMMENDATIONS TO THE TOWN BOARD
i. None.
b) REPORTS
i. Visitor Center Quarterly Report Salerno
ii. Event Report Johnson/Benes
iii. Sales and Marketing Report Lynch
iv. Verbal Updates and Committee Questions.
4. COMMUNITY DEVELOPMENT
a) RECOMMENDATIONS TO THE TOWN BOARD
i. None.
b) REPORTS
i. Verbal Updates and Committee Questions.
5. ADJOURN
AGENDA
Cultural Services Memo
To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Derek Fortini, Museum Director
Date: July 28, 2016
RE: Museum Quarterly Report
Background:
Attendance Highlights
The "Drawn to Black Canyon" exhibit opening was a collaborative celebration
with staff, volunteers, and board members from MacGregor Ranch. In addition to
that event, the Museum hosted six programs that feature the temporary exhibit.
Curator of Education Rochambeau facilitated a local history unit with the Estes
Park Elementary 3rd grade classes. This entailed a field trip to the main museum
building and the Historic Fall River Hydroplant for all four classes.
The Museum partnered with the Estes Valley Library to host a day of "Whole
Child Camp" an affordable summer camp that featured both cultural institutions.
There were 17 children including one scholarship.
At the Membership Appreciation Event, long-time Owner of Macdonald Book
Shop and past Town Trustee Paula Steige was honored with the Estes Park
Museum Friends & Foundation, Inc. Pioneer Award. It was presented by Town
Administrator Lancaster and Museum Friends President Nancy Thomas.
Collection Highlights
Curator of Collections Mucci has been working weekly to transfer the local history
archive from the Estes Valley Library to the Estes Park Museum . This requires
transporting, processing, and storing each item. While time consuming, it will be
of great benefit to have local history integrated to one institution. The largest
task was to rearranged the current collections storage area to maximize space.
The PastPerfect catalog has been uploaded and is now available for public
research through the Museum website. This was made possible through the
funds of a Statewide Internet Portal Authority (SIPA). Staff will continue to work
on the metadata and search terms with volunteers in order to make the website
even better for research. Currently there are four volunteers working to update
the catalog.
Collection refinement continues with deaccessioning (ethically transferring or
disposing of artifacts that no longer meet the Museum mission) objects from the
collection. This is a long process but staff has moved forward with disposing of
items that can be immediately deaccessioned, i.e. greeting cards, magazines,
etc. and creating lists of objects that will be offered to other institutions.
The collection was used to responded to nine research requests that took a total
of 9 hours of staff time in the second quarter of 2016.
Exhibits
Ongoing Temporary Exhibit
Drawn to Black Canyon: The Beauty and History of MacGregor Ranch opened
on April 8 and will be on display through October 30, 2016. This is a
collaboration with MacGregor Ranch exploring art inspired by the rugged and
enchanting environment of the Ranch, while interpreted through the inspirational
history of this local landmark. There were 85 people in attendance at the
opening.
Permanent Exhibit Tracks in Time Update
Remodels to the Museum’s permanent exhibit are near completion. This was
funded by a private donor. The art section moved locations and now highlights
the history of photography in Estes Park. There is a new section that interprets
the changes of downtown into a more commercial area during the 1950s through
the 1970s. The final addition expanded the interpretation of the history of natural
disasters in Estes Park. While a new panel compares the 1976, 1982, and 2013
floods (and there is also an accompanying oral history film about the 2013 flood),
text panels highlight other natural disasters and the history of first responders
(fire department, police department, and hospital/ambulance services). Staff
took a number of facsimile headlines from the local newspaper from the 1920s
through the 1970s that feature articles covering disasters from high winds,
structural fires, forest fires, floods, rock slides and snow storms to accentuate
that there are more natural disasters than just those of recent memory.
Upcoming Programs
July 31 from 3:00 - 4:00 p.m. – Remembrances on the Fortieth Anniversary of the
Big Thompson Flood
August 1 from 1:30 - 2:30 p.m. - Meet Me @ The Museum with the Curator of
Education
August 7 from 7:00 - 8:00 p.m. - Breaking the Female Ascent Record on Longs
Peak: A Presentation by Lisa Foster
August 10 from 10:30 – 11:30 a.m. – F.O. Stanley: A Life Well-Lived
(Reenactment will take place at the Historic Fall River Hydroplant located at 1754
Fish Hatchery Road)
August 29 from 2:00 – 3:00 p.m. – Discussion with an Artist: Donna Krizek
August 31 from 7:00 – 8:00 p.m. – Artistic Pathways of the Past:
Dave Tanton presenting on Lyman Byxbe (Co-sponsored by the Estes Valley
Library)
September 12 from 1:30 - 2:30 p.m. - Meet Me @ The Museum with the Curator
of Collections
September 10 from 1:30 – 2:30 p.m. – Guided tour of “Drawn to Black Canyon:
The History and Beauty of MacGregor Ranch”
September 15 from 3:00 – 4:00 p.m. – Pioneers’ Wild Animal Encounters
September 28 from 7:00 – 8:00 p.m. – Artistic Pathways of the Past: Linda Baitlin
as Isabella Bird (Co-sponsored by the Estes Valley Library)
October 3 from 1:30 - 2:30 p.m. - Meet Me @ The Museum with the Museum
Director
October 6 from 7:00 – 8:00 p.m. – Historian Laureate James Pickering Lecture
on the History of MacGregor Ranch
October 21 through October 23 from 8:00 a.m. – 5:00 p.m. – High Country
Celebrations: Past and Present (a table-setting competition) Estes Park Museum
Friends & Foundation, Inc. Fundraiser
Other Highlights:
In the second quarter of 2016, the following professional development was
completed:
Director Fortini participated in a webinar by the American Alliance of Museums
titled Attracting the Tourist Audience: Local, Regional, Global.
In April, staff visited the Littleton History Museum. This is a widely respected and
revered mid-size museum. Staff was able to tour the entire facility and meet with
a number of staff members to gain insight on operations.
A federal grant that was applied for as a collaboration between the Estes Valley
Library District and the Estes Park Museum to digitize the Trail Gazette
newspaper was denied. The organization decided not to fund newspaper
digitization with the monies allowed. Attempts for another grant will be made in
2017.
As of June 1, the Museum no longer offers after hour private rentals of the
Museum Meeting room. This has to do with the acceptance of the new Town
Policy regarding overtime/on-call pay.
To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Teri Salerno, Visitor Services Manager
Date: July 28, 2016
RE: Visitor Services Quarterly Report: April - June 2016
Second Quarter Visitor Center Traffic:
April – June visitor counts increased by 25.04% over last year; this increase is
23,930 more people in 2016.
This year’s increase represents a total of 119,495 visitors in the second quarter
of 2016, the most people ever seen in the second quarter.
The second quarter daily visitation average in 2015 was 1,062 people per day;
the daily average in 2016 was 1,313 per day, 251 more people each day.
April was down by 1,799 people, with May and June up by 10,147 and 15,582
people respectively.
The EPVC has not seen this large of an increase in the second quarter from one
year to the next since 2011. That year saw an increase of 24,478 people in the
second quarter, a 32% increase over 2010.
In spite of a slower first quarter, visitor counts are up 9.35% YTD over last year
through June; this equals 12,293 more people.
YTD through June 2015 totaled 132,187 people; YTD in 2016 = 143,826.
Ambassadors normally volunteer on weekends only at the center until around
mid-May, but the season is getting busier each spring. Once again staff asked
the volunteer Ambassadors to help cover the Visitor Center Monday – Friday
weeks before the start of their normal daily schedule.
With the changing visitation patterns being seen at the Visitor Center, and
without an increase in staffing, the Visitor Center volunteers are being asked to
help us daily for more weeks out of the year.
In the future, staff will attempt to fill a daily volunteer schedule that begins in mid-
March, rather than mid-May, to coincide with when Spring breaks begin across
the country.
Community Services Memo
Visitor Center Lobby May 24, 2016 Visitor Center Lobby June 28, 2016
Visitor Services staff experience similar patterns in the fall, and will ask the
volunteers to extend their daily schedule through October. Normally, the
Ambassador daily schedule ends around the end of September.
Rocky Mountain National Park’s visitation is up 12.9% YTD over a banner year of
over 4.1 million in 2015; this percentage represents an increase of 92,194
visitors.
The increase in visitation to RMNP is being significantly felt at the EP Visitor
Center.
RMNP estimates that approximately 80% of all visitors to RMNP enter on the
east side of the park, in or near Estes Park.
Visitor Center foot traffic: 2010 – 2016
1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. Total
2016 24,331 119,495 143,826
2015 36,622 95,565 217,849 64,405 414,441
2014 27,953 95,887 210,509 57,018 391,367
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
Second Quarter Telephone Calls:
During the second quarter, 3,619 calls were answered, 225 less than the same
time period in 2015, representing a decrease of 5.8%.
YTD equals a total of 99 less calls over 2015, a decrease of only 1.68%.
The trend of decreasing calls has been steady over the past several years (with
the exception of 4th quarter 2013 and 1st quarter 2014 due to flood inquiries).
This trend could be leveling out, but more time is needed to determine if it is true.
Visitor Center telephone calls: 2010 - 2016
1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. Total
2016 2,144 3,619 5,763
2015 2,018 3,844 5,822 2,244 13,928
2014 2,090 3,866 5,532 2,057 13,601
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
Retail Sales
Retail sales through the end of June total $14,955; last year at this time, sales
totaled $11,935. This is an increase of 25.3%, totaling $3,020.
Last year produced the highest retail sales revenue ever, and coincided with the
busiest year in the Visitor Center.
If visitation continues to be over that of 2015, retail sales could increase to over
$50,000 for the first time.
Third quarter sales are the highest of the year and are the best indicator of how
sales will end for the year.
Total Retail Sales Revenue by year
2016 through June $14,955
2015 $46,741
2014 $39,533
2013 $29,296
2012 $34,499
2011 $39,192
2010 $40,175
Volunteer Ambassadors:
As of June 30, the number of volunteer Ambassadors totaled 64.
Six new Ambassadors completed training over the winter / spring and joined the
Visitor Services team.
To date, six Ambassadors have retired from the group for various reasons; one
retired to become a staff member of the Visitor Services team.
This time last year, there were also 64 Ambassadors on the roster.
One new application was received late June, and training dates have not yet
been determined.
Visitor Services Annual Training
Annual Visitor Services training was held Tuesday, May 10, in the Town Hall
Boardroom.
The session was well attended by 67 people: 49 Ambassadors, nine Visitor
Services staff and nine guests.
Presentations were provided by representatives from Rocky Mountain National
Park, Estes Valley Recreation & Park District, the Estes Arts District, Visit Estes
Park, the National Forest: Boulder and Canyon Lakes Ranger Districts, plus
Town staff from the Estes Park Events Complex and Town Shuttles.
Participants once again rated the training very highly: the majority gave the
highest rating of excellent, and the remainder rated the training as very good.
Eleven volunteers unable to attend the May 10 training attended a make-up
training session held on June 9.
All but four volunteers attended either the May or June training session.
All Visitor Services staff (except for two who covered the Visitor Center during
training) attended May 10.
Full House at Town Hall Boardroom May 10 Mr. Soderberg (Estes Arts District) May 10
More Training Opportunities: Lodging Tours and Town of EP Shuttle Route Tours
Visitor Services staff and volunteers toured a total of 25 lodging businesses over
three days in the first half of May.
Going clockwise, pictured are
lodging tour participants inside
the Baldpate Inn, outside
Skyline Cottages, and on the
bridge at Rockmount Cottages.
There were no retail tours this
year due to a new opportunity,
“Explore Our Store” events, that
are being organized by Charley
Dickey with Estes Valley
Partners for Commerce.
During the June Ambassador
meeting, volunteers had the opportunity to tour the Town’s gold, silver, brown,
blue and red routes. This training, led by Brian Wells, provided a great overview
of the Town’s shuttle system.
Every Kid in a Park campaign
The Visitor Center has partnered with Visit Estes Park to distribute backpacks to
fourth grade students who are participating in the national park system’s “Every
Kid in a Park” campaign.
Fourth graders who have received their free America the Beautiful pass from any
national park may bring it to the Visitor Center to receive their backpack,
provided by Visit Estes Park.
Visitor Services staff have given away approximately 30 backpacks to fourth
graders, with more to distribute.
Visitor Center Hours of Operation
On Monday, May 18, the hours changed; the VC is now open Monday –
Saturday, 8:00 a.m. to 8:00 p.m. and Sunday, 8:00 a.m. – 6:00 p.m.
These hours will extend through Sunday, September 25.
Budget: N/A
Recommendations: None
To: Community Development/ Community Services Committee
Town Administrator Lancaster
From: Kevin Benes & Barbara Johnson, Event Coordinators
Date: July 28, 2016
RE: Event Division – July Event Update
Highlights of Recent Events
Jazz Fest – June 45
●Attendance at 1,750 guests with standing room only on Saturday, June 4
●Max Wagner returned with top level talent for the 26th year
●Sponsors for 2016 include: Poppy’s, Mama Rose’s, Snowy Peaks Winery,
Turquoise Mesa Winery, KUVO, Visit Estes Park, & Town of Estes Park
●2017 Planned improvements – Possible beer vendor (in addition to wine), Tents
for sun protection
26th Annual Estes Park Wool Market & Workshops June 9 12
●5,500 attended the event
●71 Merchandise Vendors in the Event Center
●17 Workshops with 158 workshop participants
●National Angora Goat Show
●Sponsored by Los Vigiles Living Traditions, Clemes & Clemes & Loveland Steam
Laundry
Ride the Rockies – June 16th
●2,750 riders came through Estes Park to stay at the Event Complex
●Party in Bond Park utilizing our shuttle service to transport cyclists
o Beer Garden provided by Western Heritage
o Dinner provided by Long’s Peak Rotary, Lunch by Poppy’s, and breakfast
by The Board of Realtors
o Live Music provided by Town of Estes Park
o Free Photo booth provided by Visit Estes Park & Via Bicycle Café
●All post ride comments from riders complimented the town as being friendly,
accommodating and having excellent restaurant choices so close to the
entertainment (downtown)
Rooftop Rodeo July 6 11
●10,818 attendees over 6 days
●800 cowboys competing with several being national champions
●2016 featured the top ranked clown and announcer in U.S.
Movies in the Mountains
June 3 & 17, July 1 & 15, August 5 & 19
●The costume bike parade partnered with the Estes Park Cycling Coalition saw an
attendance of 200.
●Beer garden provided by Families for Estes
●Wood Fired Pizza provided by Antonio’s
Additional Events:
Westernaires Jursevics Blue Line Cruise
June 2425 July 16
●Safety Expo Event Center May 21
●Dressage Events Complex May 27 29
●Estes Park High School Graduation Event Center May 27
●Art Market Bond Park May 28 30
●Fine Arts Guild Summer Music Series Performance Park June October
●Estes Arts District Performance Park Tuesdays June August
●Cultural Arts Council Performance Park Wednesdays/Thursdays June
August
●Cowboy Brad Singalongs Bond Park Sunday Tuesday, June August
●Estes Valley Farmers Market Bond Park Thursdays June September
●Artisan Market George Hix Plaza Mondays June August
●Bike to Work June 22
●Varsity Cheer June 21 24 Event Center
●Scandinavian MidSummer Festival Bond Park June 2526
●Arabian Horse Show Events Complex July 23
●Coolest Car Show Event Center July 4
●Taste of Shakespeare Performance Park July 17
●Hunter Jumper Show July 20 August 7 Events Complex
●30 meetings in the Event Center Boardrooms (May, June, & July)
Upcoming Events:
●Reimagine Science Meeting July 29 31 Event Center Silo Meeting Room &
Executive Board Room
●Davinci & Michelangelo: Titans Side By Side Event Center July 30
●Rocky Mountain Half Marathon July 30
●Movies in the Mountains July 30 & August 5
●Estes Park Wine Festival August 1314
●Dressage August 1921
●Senior Pro Rodeo August 27
●Handmade in Colorado August 2728
Hunter Jumper
July 20 August 7
●300 competing riders
●Fairgrounds stalls at full capacity for event
●Grand Prix competition will be each Sunday
●Feature 20 Colorado wineries
●Live music all weekend with 50 additional shopping vendors
●2015 event saw 1,700 attendees over 2 days
Event Focus Group
Meetings held in March & May to resume in September
Committee Members:
Amy Hamrick Downtown Business Partners
Monica Myers EALA
Julie Pieper Restaurant Group
Jill Lancaster Non Profit Resource Center
Lawrence Sage Estes Arts District
Craig Soderberg Estes Arts District
Nick Smith Estes Valley Partners for Commerce
Elizabeth Fogerty Visit Estes Park
Rob Hinkle
Community Services
Memo
To: Community Development/ Community Services Committee
Town Administrator Lancaster
From: Karen Lynch, Sales & Marketing Manager
Date: July 28, 2016
RE: Community Services – Sales and Marketing Update
Report:
Sales Update:
Contracts signed year to date, 2016:
$51,530 Rental Fee Revenue contracted, with 31 contracts signed
This Rental Revenue consists of the following amounts per venue location:
21 Contracts with rental revenue of $40,630 were booked at the Event Center, Silo
and Pavilion.
4 Contracts with rental revenue of $3,450 were booked in the Grandstands/Barn W.
6 Contracts with rental revenue of $7,450 were booked at the Conference Center
Bookings at the same time last year (end of second quarter, 2015)
$22,625 Rental Fee Revenue contracted, with 18 signed contracts
To summarize, my booking pace as of July, 2016 is far surpassing ytd last year at this
time.
Highlight bookings include The Vape, Varsity Cheer, Mercedes-Benz, and Rotary 2018
Marketing Update:
I have attended four major trade shows: one national and three CO based, created and
placed two ads in a major planner publication, Mountain Meetings, created three
national custom email blasts reach 10,000 planners each, written editorial for The
Bugle, and maintain all online listings and conduct website reviews.
A video was created to attract meeting planners and is being utilized on our website and
as a sales tool, along with new photography.
These comprehensive networking and marketing efforts have generated bookings in
target key markets:
Expos and Trade Shows
Sports
Creative Entertainment – Concerts, circus and Museum theatrical performances
Corporate/Association and small meetings market
Automobile Fleet and Ride
Local community events including Quinceaneras