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HomeMy WebLinkAboutPACKET Community Development Community Services 2016-02-25 Thursday, February 25, 2016 Community Development & 8:00 a.m. Community Services Committee Town Hall Board Room *Revised: 1. PUBLIC COMMENT 2. CULTURAL SERVICES a) RECOMMENDATIONS TO THE TOWN BOARD i. None. b) REPORTS i. 2015 Senior Services Annual Report Manager Mitchell ii. 2016 Senior Services 1st Quarter Programs Update Manager Mitchell iii. 2015 Museum Annual Report Director Fortini iv. Verbal Updates and Committee Questions. 3. COMMUNITY SERVICES a) RECOMMENDATIONS TO THE TOWN BOARD i. New Event Bond Park - Handmade in Colorado. Director Hinkle b) REPORTS i. March Event Report Coord. Jacobson & Mgr. Lynch ii. Visitor Services Annual Report Manager Salerno iii. Estes Park Event Complex Annual Report Coord. Jacobson & Mgr. 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 1 To: Community Development/Community Services Committee Town Administrator Lancaster From: Lori Mitchell, Senior Services Manager Date: February 25, 2016 RE: 2015 annual report – Senior Services Report: The big picture: overall visits to the Senior Center, programs, events and services. In 2015, Senior Services added a new part-time Program Coordinator position. Our staff roster now includes a full-time Manager, Lori Mitchell; a 32 hour per week Program Coordinator, Kelly Claypool; a 20 hour per week Program Coordinator, Beth Headley and three on-call van drivers. Adding a new staff person allowed the Senior Services team to build depth for coverage of the facility, staff vacations, staff development and meetings, and importantly, for the development of exciting and new much-requested programs. Key Outcome Area – Outstanding Community Services  The Senior Services Division assists the Town Board in achieving its goals by providing outstanding community services through its non -traditional government services and programs. Throughout 2015, Senior Services continued working with the Estes Valley recreation and Park District (EVRPD) on development and planning for the Estes Valley Community Center. Overall annual attendance 2011 2012 2013 (flood year) 2014 2015 Senior Services 34,228 31,590 29,668 34,272 42,585 Memo Cultural Services 2 Key attendance highlights Senior Services 2014 2015 Details Overall # visits to programs, services, rentals 34,272 42,585 An all-time high / 25% increase Attendance at programs 17,413 20,913 An all-time high / 20% increase Attendance at planned programs 97% capacity 95% capacity Each planned program has an ideal capacity or number of participants the event or space can accommodate and also provides the best customer experience. Over the past 5 years, planned programs are operating at an average of 98% full. It is a method of understanding use of programs. Attendance at 20 different weekly drop-in programs 12,000 14,194 18% increase Meals on Wheels delivered 5,095 6,742 An all-time high / 32% increase Meals on Wheels # clients 55 58 This is the number of unique individuals using the Meals on Wheels program annually. Fourth Street Café meals 6,518 7,184 10% increase Fourth Street Café # clients 540 788 This is the number of unique individuals using the dining room meal service annually. Total # meals 11,613 13,926 20% increase # of visits to fitness classes 4,030 7 weekly classes and 3 eight-week fall prevention classes 5,358 7 weekly classes and 4 eight-week fall prevention classes 33% increase # day trips / # riders 10 trips / 133 10 trips / 173 14 trips offered 3 Senior Services’ program focus areas included health and wellness, general adult education / lifelong learning, senior outreach and solutions, recreation and entertainment, community-wide events such as breakfasts, social/luncheon events and intergenerational events with Families for Estes. Within those program focus areas listed above there were: o 48 general education programs as compared to 30 in 2014; o 7 series classes ranging four to 12 weeks; the same as 2014; o 10 recurring classes ranging two to 12 sessions; the same as 2014; o 26 social, luncheon or special events as compared to 20 in 2014. Drop in! The Senior Center is a key community hub. Providing opportunity and space for drop-in social interaction, pursuit of recreational interests or hobbies and independent activity remains a primary function. Volunteers Volunteers assist with Meals on Wheels delivery, programs and special events, luncheons, committees, reception duties, outdoor garden, EPSCC, Inc. fundraising and advisory committees and so much more. In addition to the 151 volunteers listed here, we utilized 78 additional volunteers from service clubs, school groups or agencies to act as table servers at special luncheons at the Center. Use of the Senior Center – rental and non-rental Beginning in 2015, management of the Town’s rental sites was distributed to the staff of each facility. Previously, Senior Center staff managed the rental and non-rental of Museum meeting room and Hydro Plant Picnic Grounds as well as the Senior Center. Volunteers 2014 Volunteers 2014 Volunteer hours 2015 Volunteers 2015 Volunteer hours Senior Services 154 8,076 151 8,616 Senior Center NON-RENTALS 2014 2015 # of non-rental visitors 1,178 917 # of non-rental events 63 41 Senior Center RENTALS 2014 2015 2014 Rental revenue 2015 Rental revenue # of rental visitors 1,639 4,191 n/a n/a # of rental events 41 67 $9,970.50 $19,705 4 Collaborations Senior Services provided a wide-range of programming for a diverse array of interests and needs in a mission driven effort. …luncheons and celebrations, a Denver trip to feed the rhino, hosting community-wide events, outreach programs, information and referral, lifelong learning classes and educational programs, opportunity for adults to achieve fitness goals as well as space and time to connect quietly with others…. 2015 Health & Wellness - Lifelong Learning - Connecting with Others Volunteers and participants of all ages – a primary value includes utilizing skills and talent of Estes Park citizens 5 Senior Services relies on the power of effective collaboration to develop and provide programs and services. Collaborations include numerous individual instructors as well as agencies, businesses and organizations. Here are a few of our key partners:  Estes Park Senior Citizens Center, Inc.  Town of Estes Park staff – all departments  Estes Park Internet Computer Users Group  Families for Estes  Larimer County Health Department  Red Cross Mental Health  Mountain Outreach  Aspen Lodge  Park School District Adult Outreach  AARP  Aspen Club - University of Colorado Health  Family Medical Clinic/Estes Park Medical Center  Alzheimer’s Association  Good Samaritan Village  Ensight Skills Center  Estes Park Blue Santa  Estes Park Salvation Army  Larimer County Office on Aging  Colorado State University Extension  Estes Park Home Care and Hospice  Estes Valley Library  Via Mobility Services  Meditate in the Mountains Yoga  MedX of Estes  Estes Valley Sunrise Rotary  Lions Club  Middle School Student Council  Colorado Association of Senior Centers  National Council on Aging/National Institute of Senior Centers/Northern Colorado Senior Resource Network  Foundation on Aging for Larimer County/Partnership for Age-Friendly Communities  Catering for All Occasions  Quota Club and Quota Foundation  Community Thrift Shop  Senior Pro Charity Rodeo  Estes Valley Recreation and Park District Quota Club Foundation and Senior Pro Charity Rodeo donated funds to support Meals on Wheels. The Estes Park Medical Center sponsored four free luncheons for citizens, provided servers for the meals, sponsored lectures and also sponsored free coffee daily at the Senior Center. Diverse collaborations and partnerships remain key for success 6 2015 Senior Services revenue totals approximately $67,356 (Note: with books yet to close on 2015, these are estimated sub-totals) Estes Park Senior Citizens Center Inc. (EPSCC, INC. - 501c3)  $5,977 in program support. (In 2015, EPSCC, Inc. membership reached 621.) Estes Park Community Thrift Shop  $5,000 for Meals on Wheels operating supplies Larimer County Commissioners  $2,475 for general operating support Larimer County Office on Aging  $4,400 to purchase 200 blizzard boxes (funds ran through Loveland Meals on Wheels for purchasing)  $6,323 to conduct N’ Balance fall prevention classes Colorado Senior Pro Charity Rodeo Association  $575 for Meals on Wheels operating support Estes Park Quota Foundation  $500 for Meals on Wheels operating support Senior Services programs  $20,501 from charges for services for education and fitness classes Rental income  $19,705 from Senior Center rentals Sponsorships  $1,900 for sponsorship of coffee, Senior Learning Network programs and coffee hours  In addition, there was a direct sponsorship of approximately $1,000 for 4 free luncheons for citizens, paid directly to the food service contractor. Cultural Services Memo To: Community Development / Community Services Committee From: Lori Mitchell, Senior Services Manager Date: February 25, 2016 RE: Senior Services Programs Report Senior Services programs The next Senior Services quarterly report will occur in March 2016. Until that time, staff would like to take this opportunity to provide a listing of upcoming programs for the first quarter. Winter 2016 - planned programs • January 7 - March 3 and March 31 - May 26: Eight-week N’ Balance Fall Prevention classes Instructor Kelly Claypool, Program Coordinator and Instructor Diana Laughlin • January 7, February 4 and March 3: First Thursday Meditation – Instructor Mary Jo Heyen • January 11 - February 15 and April 4 - May 9: Chair Yoga series – Instructor Diana Laughlin • Mondays through January 11: Great Courses: How to Look at and Understand Great Art • Tuesdays, January 12 - February 16: Music of Mendelssohn – Instructor Dr. Derald De Young • Wednesdays in January: Mah Jongg lessons – Instructor Mike Lewis • January 12, February 9 and March 8: Art Spa – Instructor Beth Headley, Program Coordinator • January 12: EPSCC, Inc. annual membership meeting • January 13: EPMC sponsored free Luau luncheon for citizens • January 13: EPMC program – How to Select the Right Exercise Program • Mondays, January 18 - May 16: The Genius of Michelangelo – a Great Courses DVD series facilitated by Lois Sumey • January 28 and March 31: AARP Driver Safety Class – Instructor Catie Davis • January 29: Introduction to Self-Care Massage for Healthy Living – Instructor Kristina Naldijian • Fridays, February 5 - April 22: Sensation, Perception and the Aging Process – a new Great Courses series facilitated by Beth Headley, Program Coordinator • Fridays, February 12 - March 4: Self-Care Massage series – Instructor Kristina Naldijian • February 12: Valentine’s Day luncheon – table service by Sunrise Rotary • February 16: Mardi Gras luncheon • Wednesdays, February 17 - March 23: Writing Memoirs – Instructor Pat Nelson in collaboration with the Park School District • Mondays, February 22 - March 28 : Chi Kung Movement and Meditation for Stress Relief, Healing and Longevity – Instructor Janet Biasi • February 23: EPMC program – Diabetes – Dr. Guy Van der Werf • Thursdays, February 25 - March 24: Shakespeare’s Sonnets – Instructor Robert Burkhardt • March 2: “Who Are Those Guys: Dream Workshop” – Instructor Mary Jo Heyen • March 17: St. Patrick’s Day luncheon – table service by Estes Valley Library • Thursdays, March 3-24: American Civil War – Instructor Jeff Arnold in collaboration with the Park School District • Tuesdays, March 22 - April 26: Living Well with Cancer – in collaboration with UC Health and Timberline Medical • March 23: EPMC program – Hypertension • Fridays, April 1-15: Polymer Clay Beads Art Class – Instructor Gayle Stringer in collaboration with the Park School District Recurring programs - a sampling drop-in opportunities • 2nd and 3rd Thursdays: iPad and iPhone tutoring – Instructor Blake Robertson • Fourth Wednesdays: Medicare counseling – UC Health Aspen Club • Third Mondays: EPMC Blood pressure clinic • Tri Fit Fitness: weekly on M-W -F – MedX of Estes instructors • ZUMBA Fitness: weekly on T and Th – MedX of Estes instructors • Tai Chi: weekly on Wednesday – Aspen Lodge instructors • Community Bridge: weekly on Thursday – Chairman Lloyd Parker • Supreme Court Discussion: weekly on Tuesday – Instructor Eric Waples • Mah Jongg – weekly on Monday and Friday • Rocky Rollers Wii Bowling Group – weekly on Monday – volunteer Lo Anne Forschmiedt • Palette Pals Art Studio: weekly on Monday • Friday Flames Decorating Crew: weekly on Friday Budget: N/A Recommendation: N/A 2 Cultural Services Memo To: Community Development/Community Services Committee Town Administrator Lancaster From: Derek Fortini, Museum Director Date: February 25, 2016 RE: 2015 Museum Annual Report Report: 2015 Goals Met  The Museum changed it’s Vision and Mission Statement;  The Museum’s “Collections Management Policy” was revised to more accurately reflect current industry standards and best practices for deaccessioning artifacts;  Staff continues to work on deaccessioning artifacts from the collection ;  Increase in public programs offered: the Museum offered 110 programs and tours in 2015 as compared to 84 programs in 2014;  Completed strategic planning process to implement over the next 3-5 years General 2015 Highlights  The Hydroplant had the second highest attendance on record, which was attributed to hosting programs on location and is something staff will pursue in 2016;  Staff submitted the Anna Wolfrom Collection to a statewide competition run through “Connecting to Collections” where it was voted into the Top 10 Most Significant Artifacts for 2015;  Staff appeared in an interview with 9 News talking about the temporary exhibit Climb On! and the connection to the press related to local climber Tommy Caldwell’s free climb in Yosemite National Park;  Despite the setback of the Town not being able to contribute financially to the building of a new Collections and Research Facility, the Estes Park Museum Friends & Foundation, Inc. committed to continue fundraising efforts;  Staff took advantage of 19 professional development opportunities. Attendance Comparison Venue 2011 2012 2013 2014 2015 Cumulative 2011-2015 Museum Gallery 9,140 11,799 11,101 11,277 9,599 52,916 Meeting Room 3,538 3,010 3,115 3,415 3,220 16,298 Programs and Tours 8,382 6,408 4,821 2,609* 5,790 28,010 Hydroplant 1,599 1,663 1,919 1,377 1,703 8,261 Total 22,659 22,880 20,956 18,678 20,312 105,485 *The 2014 drop-in attendance at programs and tours can be directly linked to changes in two programs normally hosted by the Estes Park Museum Friends & Foundation, Inc. The Friends did not host the Historic Tour (with an attendance range between 500 – 600 participants) and the annual 4th of July Coolest Car Show moved from Bond Park to the Event Center at the Fairgrounds (attendance dropped from an average of 5,500 to 750 people). While the Historic Tour did not take place in 2015, attendance did increase for the Car Show. 2015 Collaborations/Outreach Highlights:  Estes Valley Library o Co-sponsored the “Pioneers of the Peaks” speaker series which included six different speakers and attracted an audience of 957 individuals.  Artifact Loans o Four objects were loaned to History, Colorado for their exhibit: “I Love Rocky Mountain National Park.”  Estes Park Mountain Shop o Museum partner for two interactive evenings about the mechanics and physicality of rock climbing.  Rocky Mountain National Park o In light of the Centennial Celebration, the Museum offered 22 programs throughout 2015 that supported the event and were endorsed by RMNP. Outside Funding Received in 2015:  Rotary Club of Estes Park Foundation Community Grant - $500  The Museum hosted a Denver based theater group to perform “Yesterado: Stories of Colorado from When it Was Young” for an audience comprised of local families and students. The grant paid for the performance and the fee to rent the High School Auditorium.  Digitized Film Reels (Private Donor) - $2,500  The Museum digitized 12,085 feet of eight and sixteen millimeter film from the collection leading to numerous program opportunities.  Oral Histories Fund - Estes Park Museum Friends & Foundation, Inc. - $2,000  Museum staff conducted six oral history interviews with Town employees in leadership roles and residents affected by the 2013 floods.  Acquisition Fund - Estes Park Museum Friends & Foundation, Inc. - $2,000  The Museum purchased an oil painting by Alfred Wands. Collections Comparison 2011 2012 2013 2014 2015 Acquisitions Donors 50 30 1* 42 28 Items 336 124 500* 4,798 769 Public Research Questions to Staff 50 44 47 77 58 Staff Hours 35 27 49.75 73 118 Researchers N/A N/A N/A 17 29 Researcher hours in collection N/A N/A N/A 49 50 *There was a hold in accepting any donations during 2013, with one exception being the former Estes Park Museum Director Mel Busch’s archives. Museum Meeting Room Use Comparison (excluding Museum Programs) 2011 2012 2013 2014 2015 Paid Non- paid Paid Non- paid Paid Non- paid Paid Non- paid Paid Non- paid Events 23 153 11 160 4 131 15 143 18 150 Attnd. 1,098 3,371 376 2,634 257 2,882 643 2,772 711 2,513 Rev. $4,200 $1,808 $885 $2,362 $2,529 Exp. (un- known)* (un- known)* (un- known)* $350** $2,730 *** Net N/A N/A N/A $2,012 -$201 *2009-2013: Direct expense costs of room not tracked. **2014 Expense: not true expense, but only expense recoded (for an extra cleaning due to an incident from renter). ***2015 Expense: Because of Town use, Public Works contribute to floor cleaning twice a year for $500 a piece and is included in total expense. Other Expenses include cleaning chairs, Wi-Fi, and maintenance of room. Volunteer Comparison Museum volunteers assist with tasks such as front desk and shop duties, tours, programs, collections care, exhibits, and fundraising. 2011 2012 2013 2014 2015 Volunteers 59 59 54 47 44 Hours 7,296 7,234 5,949 4,250 3,914 Goals for 2016  Update entire Museum policy  Continue Deaccessioning  Choose Accreditation program  Brand Museum (logo and slogan)  Museum staff to produce a tri-annual newsletter (formerly a task of the Estes Park Museum Friends & Foundation, Inc.)  Remodel Museum building  Continue fundraising for new Collections and Research Facility  Increase program offerings  Collaborate with MacGregor Ranch for a temporary exhibit  Remodel specific areas in permanent display “Tracks in Time”  Seek grant funding to feature the Museum Collection online  Transfer Estes Valley Library’s Local History Archives to Museum Collection To: Community Development/Community Services Committee Town Administrator Lancaster From: Rob Hinkle, Fairgrounds and Events Director Date: February 25, 2016 RE: New Event – Bond Park Objective: Receive approval for new Event Town Policy: Per Town Policy, all new events in Bond Park must be approved by Town Board. Event: “Handmade in Colorado Expo” in Bond Park on August 27 -28, 2016. This is the 8th year in Colorado, and the 2nd year in Estes Park. Last year this event was held at the Estes Park Events Complex. Organizer: Colorado Events is a Boulder, CO based non-profit organization that has been producing events since 2002. They have produced over 600 different event dates in several different cities throughout Colorado over the last 15 years. Their mission is to organize community events that increase public knowledge and appreciation for visual arts and fine crafts, by creating opportunities that connect artists and local businesses, with the community and the general public for their mutual benefit. All events are free to the public. Proposal: They are seeking to move the event from the Estes Park Event Complex to Bond Park in 2016, as they feel the event would be more successful outdoors and believe that the location will draw more visitors to the event. Their goal for the event is to create a high quality showcase of Colorado made arts and crafts that will draw people to Estes Park for an experience that is mutually beneficial for the attending public, participating exhibitors, and local business community. Memo Community Services This event is a multi-city event that is also scheduled to happen in Downtown Denver in Skyline Park and also in Boulder on the Pearl Street Mall. All merchandise displayed at this juried show is handmade in Colorado and sold direct by the artist or crafter. Artists are selected to participate through a jurying process, with criteria focused on craftsmanship, originality, diversity and artistic professionalism. There will be no exceptions to the artist criteria and we will not admit any commercial vendors or exhibitors that do not fit the theme of the event, as we will only allow merchandise to be sold that is handmade in Colorado. They would also like to schedule background live music performed by local musicians, pending approval. The Handmade in Colorado Expo also serves as a fundraiser for the Imagine! Foundation, which provides extensive support for the more than 2,600 people with developmental disabilities and their families in Colorado. Target Audience: Target audience will be families, art collectors, and individuals with an appreciation for visual arts and handcrafted items. Staff Recommendation: Staff recommends approval of the Handmade in Colorado Expo to the Town Board, to be included as an Action Item at the March 8, 2016 Town Board Meeting. Community Services Memo To: Community Development/ Community Services Committee Town Administrator Lancaster From: Lexy Jacobson, Event Coordinator Date: February 25, 2016 RE: Events Division- March Event Update Report: Highlight of Past Events: Quinceanera Rental- February 6, 2016  This was our first Quinceanera rental in the Pavilion that took place on February 6, 2016 from 5 p.m. to 2 a.m.  Following the event there were some red flags that we needed to address; attendance numbers, condition of the facility, staffing needs, etc  Staff continues to evaluate the event and has met with our partners as well as the PD to determine how we move forward with these types of events 29th Annual Estes Park Cup Dog Pull- February 13-14, 2016  This event has been with us for several years and is a unique activity for guests  The event takes place at the Visitors Center. As construction begins on the parking garage we will need to find an alternate location for future years  Throughout the weekend the event hosted 25 dogs and roughly 75 spectators Estes Park Wedding Association Bridal Show- February 21, 2016  Staff was pleased to host the Annual EPWA Bridal Show in the Event Center  The event traditionally has been spread out between two days. With the availability of the Event Center and its higher occupancy, the event was combined to just a one day to maximize attendance numbers.  52 local and out of town vendors were in attendance  Over 230 pre-registered guests Upcoming Events: Event Date Location Whiskey Warm Up March 12, 2016 George Hix Riverside Plaza Sunrise Service March 27, 2016 Grandstands Whiskey Warm Up- March 12, 2016  17 particiapting distilleries including our local Distillery, Dancing Pines  Over 60 pre-registered guests as of Feb. 21, 2016  2015 saw 150 guests with a revenue of over $5,000 in ticket sales  Currently partnering with five local businesses and four lodging properties Sunrise Service- March 27, 2016  This will be the 3rd year that we have hosted the event  A combined effort with five local churches within the Estes Valley  Attendance has been upwards of 300 people in previous years Additional Updates:  The Events team is excited to announce that we will be a host community for the 2016 Ride the Rockies tour on June 16th and 17th. Estes Park last hosted the tour in 2012. We look forward to collaborating with Carbondale, Aspen, Copper Mountain, Grand Lake and Fort Collins. Our staff has routine meetings with the tour and as the details unfold we will be sharing community updates. (Photo taken at the 2/6 Route Announcement Party in Denver, CO. Sharing the stage is “Elvis the Elk”) To: Community Development/Community Services Committee Town Administrator Lancaster From: Teri Salerno, Visitor Services Manager Date: February 25, 2016 RE: Visitor Services 2015 Annual Report Visitor Center foot traffic counts  The Estes Park Visitor Center (EPVC) had 414,441 visits as compared to 391,367 in 2014; this represents an increase of 5.9% for the year and 23,074 more visitors.  2015 was the busiest year at the EPVC, with 2011 being the second busiest since the center opened to the public in April 2006.  Except for May – August, all other months of 2015 were busier than the same months in 2014.  September 2015 was the busiest September in the EPVC and this statistic alone accounted for the third quarter 2015 being the busiest third quarter since opening in 2006.  The first quarter in 2015 was the busiest ever, and the fourth quarters in both 2014 and 2015 were the busiest; these statistics could indicate that Estes Park is moving toward a more stable, year-round economy.  The Centennial year for RMNP impacted visitation at the EPVC, with RMNP having the busiest year in their history, seeing over 4 million people. Community Services Memo Visitor Center foot traffic: 2010 – 2015 1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. Total 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 Month-by-month comparison of visitor counts: 2012 – 2015 The graph below illustrates similar visitation patterns when comparing the last four years, except for September and October 2013, where the dramatic impact of the September 12, 2013 flood is very apparent. Visitor Center telephone calls  Staff fielded 13,928 calls as compared to 13,601 in 2014, a slight increase of 2.4%, or 327 more calls.  Since 2009, this is the first year that calls have increased over the previous year.  In more recent years, calls had steadily declined due to the impact of cell phone internet searches visitors use to find travel information. Number of telephone calls: 2010 – 2015 1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. Total 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 Referrals made to local businesses via distribution of stakeholder documents  Staff began tracking the number of stakeholder documents (local business guides: Dining, Shopping, Things to Do, Services, Rentals, EP Camping, and Happenings) that were distributed from the EPVC in 2015.  Each of the seven business guides listed above are created and maintained by Visitor Services staff except for the Happenings document. It is created by Visit Estes Park staff.  These documents are “living”; they are updated as business information changes during the year: new businesses, closed businesses, moved businesses, business name changes, etc.  The Happenings document is created weekly and announces what is happening in Estes Park in the coming week or coming two weeks, depending on the time of year.  The Lodging Guide is not a living document, but goes to print each year in April; therefore, the number of guides distributed is simple to determine.  Lodging is the most popular business guide, with a stable distribution of 5,000 – 6,000 each year.  The Lodging Guide is a collaborative effort between staff at the EPVC and staff at Visit Estes Park.  The popularity of the other seven documents is illustrated in the bar chart below. 1) Happenings, 2) Dining, 3) *Things to Do, 4) Camping, 5) Services, 6) *Rentals, 7) Shopping. ( * = summer & winter versions are created)  The EPVC provides the Camping and Rentals guides electronically to RMNP to print and distribute to their guests; therefore, more of these documents are distributed to the public than indicated. Visitor Services team held second Open House  A second Open House was held on April 30 to demonstrate how Visitor Services supports the local businesses, economy, and the community.  Nearly 50 people attended two sessions (morning and afternoon/early evening);  Staff and volunteers assisted during the event while guests asked que stions, toured the building, explored the lobby, and reviewed displays of handouts available to the public.  Downtown Trolley rides in the “Elkhorn Express” gave participants the opportunity to learn about the 2015 shuttle season.  Feedback from attendees once again confirmed that providing an “inside” view of the Visitor Center was a success.  Visitor Services staff has decided against holding an annual Open House, due to declining participation in the second year; therefore, no Open House will be held in 2016. (Over 100 attended the inaugural Open House in 2014.)  The next Open House is planned for the spring of 2017, to coincide with the informational touchscreen kiosks targeted for installation that year.  Going forward, a Visitor Services Open House may be held every 2 or 3 years. Visitor Center volunteers: The Ambassadors  As of 12/31/15, five Ambassadors had retired, seven new members had joined the team, and there were 66 volunteers on the roster.  This roster includes eight part-time Estes Park residents who work summers only.  Ambassadors provide daily assistance at the front counter starting the week before Memorial Day in May, and weekend only assistance starting in early October.  Anyone is welcome to attend the monthly Ambassador meeting to learn more about becoming an Ambassador.  At each monthly meeting, updates are provide by Town staff, Visit Estes Park staff, and the Ambassador Officers.  Monthly meetings also include an educational program and an opportunity for ongoing training and fellowship.  A volunteer appreciation breakfast was held during the September monthly meeting, with 50 Ambassadors, three Visitor Services staff, two Visit Estes Park staff, and one guest attending, for a total of 56 attendees. EPVC Lobby: Spring EPVC Lobby: Summer Visitor Services annual training  Annual training helps to prepare the Visitor Services division in supporting the Town’s mission to provide an exceptional guest experience. The Visitor Services team strives at all times to provide current and accu rate information to the public; this is a primary goal at the Center.  The eighth annual Visitor Services training was held on May 12 for Ambassadors and Visitor Services staff.  During the training, presentations by personnel from RMNP, Special Events, Visitor Services, the EP Museum, EVRPD, and Town Shuttles provided an excellent foundation for the upcoming season.  There were 66 attendees: 50 Ambassadors, 11 Visitor Services staff, two Visit Estes Park staff, two town staff, and one guest.  Of the 35 evaluations received, 22 rated the training as excellent and 13 rated it as very good.  A mandatory make-up session was held in June for those Ambassadors who were unable to attend the May training. Additional training opportunities: lodging and shuttle route tours  During the first two weeks in May, Ambassadors and Visitor Services staff toured 44 lodging properties over three days with 20 – 30 staff and volunteers attending each tour;  Lodging tours are organized through an invitation process. Businesses are selected to participate 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 businesses never before on the tour are alway s given first priority.  During the June Ambassador meeting, Rocky Mountain Transit provided the fourth annual tour of the Town shuttle routes for the season. Feedback from participants once again confirmed the tour’s success as an integral part of seasonal training.  Visitor Center staff manages ever-changing information through frequent research, training and updates, in-turn, staff helps to keep the Ambassadors updated and well informed.  Ongoing training of staff and volunteers allows the Visitor Services team to provide accurate and current information to the public, making guests happy they came to Estes Park and wanting to return. This supports the Town’s mission to be the preferred Colorado mountain destination. Lodging tour at River Spruce Cabins Lodging Tour at Paradise RV Park Retail sales revenue  Visitor Center retail sales totaled $46,741, representing an 18.23% increase over total sales in 2014.  This is the highest retail sales total since moving into the EPVC in April 2006.  The second and third highest totals were in 2007 ($43,554) and 2009 ($42,582) respectively.  Retail items sold at the Visitor Center include: calendars, books, post cards, national forest maps, commemorative RMNP centennial coins, and DVDs that promote the area.  Revenue also includes commissions f rom the ATM and Pepsi machines. Visitor Center hours of operation  Summer hours in 2015 ran Monday, May 18 through Sunday, Sept. 27 from 8:00 a.m. to 8:00 p.m., Monday through Saturday and 8:00 a.m. to 6:00 p.m. on Sunday;  Winter hours began on Monday, September 28 and will continue through Sunday, May 22, 2016 from 9:00 a.m. to 5:00 p.m., Monday through Saturday and 10:00 a.m. to 4:00 p.m. on Sunday. Budget: N/A Recommendations: None 2015 $46,741 2014 $39,533 2013 $29,296 2012 $34,499 2011 $39,192 2010 $40,175 1 To: Community Development/Community Services/Cultural Services Committee Town Administrator Lancaster From: Brian Wells, Shuttle Coordinator Date: February 25, 2016 RE: 2015 Year End Review for the Estes Park FREE Shuttles 2015 Enhancements:  Shuttle logos and stop signs updated with new logos to assist with user recognition.  Town website and telephone # added to shuttles to facilitate information dissemination.  A second trolley with ADA access (clean diesel) leased from the contracted service provider.  A low floor bus with ADA access (clean diesel) leased for use on the Brown Route to meet ridership demands. 2015 Ridership Achievements:  Ridership in 2015 remained close to the previous two years and the ten year total eclipsed 500,000. Community Services Memo 2  Ridership by residents and summer workers remains steady at about one third of total ridership.  Both the Town’s trolley and the leased trolley broke down early on in the season and required engine replacement. We attribute the lack of trolleys on the assigned routes (Gold & Silver) as significant factors in the reduction of ridership in 2015. Engine work was completed on both and we project 2016 should be better. Ten Year Summer Ridership Total: 516,442 The Blue and Red Routes saw significant growth without any major changes to the routes. Gold Route ridership suffered from a lack of a trolley on the route for most of the season. Brown Route ridership was down for the first time in two years 3 and experienced service delays during peak traffic periods ; stop changes in 2016 should remedy the problem. 4 The Town provided transportation for guests and residents during several events outside of the summer shuttle season over the past three years and more people are taking advantage of the services offered: 5 Scot Fest shuttle usage rebounded in 2015: The Town set a third consecutive ridership record for July 4th in 2015. Most bus trips had standing room only throughout the late afternoon and evening and the post fireworks crowd needed 8 full-capacity buses to return passengers to their lodging property and residences. Shuttle Service Promotions: The Estes Park Free Shuttles celebrate the 500,000th rider, Megan Roberts, from Estes Park, as she rode the Blue Route on Saturday, Aug 29. Mayor Bill Pinkham and Rocky Mountain Transit driver Robert Hirning presented a ridership recognition certificate to the lucky rider. 6 Rider Appreciation Day was held, Wednesday, September 2nd at the Estes Park Visitor Center. Members of the Shuttle Committee visited with many passengers that day; even a few first time riders. Trolley Maintenance: In 2015 the Elkhorn Express received a new engine, dashboard, front brakes, A/C repairs, a new water pump, radiator, and other small adjustments/repairs. Prior to the 2016 season it will have the batteries and heater hose replaced, along with full A/C tune up. Shuttle Committee: The members of the Shuttle Committee continue to work on ways to improve service and increase passenger access. 2015 committee participants included; Ken Arnold, Janice Crow, Charley Dickey, Elizabeth Fogarty, John Hannon, Brooks Lloyd, Greg Muhonen, Sandy Osterman, Julie Pieper, Justin Kearney, Kate Rusch, Teri Salerno, and Bo Winslow. Sandy Osterman continued to act as the liaison from the Shuttle Committee to the Transportation Advisory Board in 2015, sharing information between the groups. To: Community Development/Community Services Committee Town Administrator Lancaster From: Lexy Jacobson, Event Coordinator Karen Lynch, Sales and Marketing Manager Date: February 25, 2016 RE: Estes Park Events Complex Annual Report Key Accomplishments from 2015 Events:  Celebrated the Grand Opening of the Event Center and Pavilion on May 8, 2015 by showcasing “Opening the Door to All Seasons”, illustrating the diversity of potential events.  Two signature events celebrated 25th year anniversaries, Wool Market and Jazz Festival  Rooftop Rodeo welcomed new stock contractor, Cervi Championship Rodeo, changing the overall look and feel of the 89th year of this signature event.  Expanded Performance Park Calendar by adding additional weekly entertainment, which resulted in welcoming over 7,493 guests. This was 2,500 more guests than 2014. Community Services Memo  Events Complex began hosting nationally recognized events such as USA Gymnastics, establishing a baseline in events that is steadily increasing for future years.  Hosted Destination Colorado’s Annual Meeting Planner Event which exposed Estes Park to 100 meeting planners from destinations throughout Colorado.  Designed and implemented professional marketing website, and created marketing collateral. Implemented a marketing strategy (see Event Center and Pavilion below).  Provided “A” level service while short-staffed in the absence of three members of the existing team: Director, Events Coordinator and Admin Assistant.  Partnered with Rocky Mountain National Park’s Centennial by collaborating on existing events. New or Refreshed Events in 2015: Winter Festival: The Town assumed ownership of managing the return of the 5 th annual Winter Festival:  Donated to over eight non profits  Welcomed over 2,100 people throughout the four day festival  Expanded the Event into the community by adding a Celtic Concert and an outdoor themed kid’s activities day in Downtown Estes. Jazzfest: Celebrated its 25th anniversary and this milestone by adding key f eatures:  Moved from May to June to optimize attendance and draw from Front Range.  Created a cultural experience by offering art vendors and wineries.  Attracted all age groups by adding music and art activities available in Bond Park for children. Wool Market: Celebrated its 25th anniversary and this milestone by adding key features:  Town teamed up with Face of Fiber to offer over eight locations where Fiber was featured making it a “Fiber Affair”.  Added a new Wooly Wonder Fashion Show at the Conference Center where over 20 vendors were featured. Movie in the Mountains: Implemented a refreshing, casual experience at Performance Park:  Featured live entertainment followed by classic movies at no charge.  As a fundraiser, the Town partnered with Families for Estes and Rotary by selling craft brews. All profits were returned to the organizations. Western Heritage: Town continues to partner with Western Heritage to attract and produce equestrian events.  Professional Bull Riding: o Expanded the length of performance to four nights, bringing the fastest growing sport in the nation to Estes Park. o 176 Cowboys o 185 Buckin’ Bulls!  89th Annual Rooftop Rodeo: o Under new management, Cervi Championship Rodeo brought new life to the Rodeo with Altitude: o Welcomed over 430 contestants o Redesigned the existing performance arena o Supported local organizations and donated $2,500 to both EPMC and Victims’ Advocates. Elk Fest: Expanded Elk Fest to be the best festival in 17 years by:  Partnered with EP Running Club to feature the first annual Rut Run, a 5K foot race which saw 219 runners and walkers. All funds benefited the EP Running Club.  Raised over $4,000 in Beer Sales for local Rotary Club.  Newly added features included a Cabela’s Archery Range, Short Film Series and a self-guided elk tour. Fall Back Beer Festival: Town continued the co-sponsorship of the 3rd Annual Fall Back Beer Fest:  Featured 28 Breweries  980 in attendance  This beer festival continues to grow and be a unique draw to Estes Park Holiday Events: As we transition into being a year round destination, the Events Team strives to create a winter wonderland holiday experience for both guests and local community.  Tree Lighting Ceremony  Santa’s Workshop  Catch the Glow Parade  Tinsel Tavern Tour Events Hosted By Location:  Bond Park (16)  Farmers Market (17)  Downtown (11)  Fairgrounds (24)  Event Center & Pavilion (19)  Performance Park (42)  Riverside Plaza (3) Volunteers:  104 volunteers for seven signature events; Winter Festival, Whiskey Warm Up, Wool Market, Rooftop Rodeo, Elk Fest, Tree Lighting and Catch the Glow Parade.  14,116 hours of volunteer hours in 2015. Partnerships: The events team is proud to support and partner with existing local organizations to identify new partnerships in an attempt to work together to create new events and present fundraising opportunities:  Families for Estes  Rotary Club of Estes Park  Estes Park Medical Center  Cultural Arts Council  Victims’ Advocates  Western Heritage  Estes Park Running Club  YMCA of the Rockies  Estes Park News  CO Parks and Wildlife  Cabela’s  Rocky Mountain National Park  EP Nonprofit Resource Center  Estes Valley Library  Estes Area Lodging Association  Estes Valley Recreation and Park District  Downtown Business Partners  Estes Valley Partners for Commerce  Estes Park Wedding Association  Visit Estes Park  Cycling Coalition  Eagle Rock School  Estes Park School District  Larimer County Workforce  University of Northern Colorado  Dodge Ram  Estes Park Blue Santa  Senior Pro Charity Rodeo  Friends of the Museum Event Center and Pavilion:  Construction was complete in May, 2015  The Pavilion was occupied with stables from May through the end of September to accommodate equestrian events.  The Event Center was unavailable for bookings as it was utilized by existin g equestrian events through early October.  We unfortunately faced the loss of major contracted events such as Bluegrass Festival, Peaks Flavor Fest and six sporting events. Although all cancellation fees were retained, the groups did not actualize.  The Catering and Concessionaire Agreement with Rocky Mountain Park Inn was evaluated and both parties mutually agreed to change from being in an exclusive partnership to allowing opportunities for other caterers and food trucks, offering more budget friendly options.  Marketing Highlights:  CO Meetings & Events publisher attended Grand Opening event resulting in media exposure  CO Meetings & Events online banner, and 1/2 page ad in four editions with editorial  12 week banner ad in National Association of Sports Symp osium newsletter  Attended eight trade shows, two of which were national level resulting in contracted events, as well as potential bookings for 2017 and beyond Event staff news: Did you know?  Events Complex team started the season with 15 seasonal work ers, eight full time employees, and ended the final quarter with just five full time workers.  The Pavilion was turned into horse stables and was home to high end show horses flown in from overseas with passports!  Events team maintains five show arenas, one of which is nominated for best footing by National Footing Academy.  We welcome over 12 equestrian events during the summer season, each show averaging five days.  Events team utilizes Larimer County Workenders, which are supplemental staff with crews ranging from 5 – 15 workers, 15 days throughout the year.  The team provides contracting, event coordination, set up, breakdown, and all administrative services for over 75 events per year.  Events team participates in over 10 local committees and organizatio ns and belongs to eight networking associations!