HomeMy WebLinkAboutPACKET Community Development Community Services 2017-03-23Thursday, March 23, 2017
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.State Grant for Birch Ruins Construction Documents.Dir. Fortini
b)REPORTS
i.Verbal Updates and Committee Questions.
3.COMMUNITY SERVICES
a)RECOMMENDATIONS TO THE TOWN BOARD
i.Arena Footing Contract Approval.Dir. Hinkle
b)REPORTS
i. Sales Report.Mgr. Lynch
ii.Verbal Updates and Committee Questions.
4.COMMUNITY DEVELOPMENT
a)RECOMMENDATIONS TO THE TOWN BOARD
i.None.
b)REPORTS
i.2016 Annual Report. Item moved to April 27, 2017.
ii.Verbal Updates and Committee Questions.
5.MISCELLANEOUS
a)DISCUSSION OF STAFF REPORTS AND VERBAL UPDATES
6.ADJOURN
AGENDA
1
2
Cultural Services Memo
To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Derek Fortini, Museum Director
Date: March 23, 2017
RE: Acceptance of State Grant for Birch Ruins Construction Documents
Objective:
Obtain a recommendation for the Town Board regarding the acceptance of a State
Historical Fund grant and place the item onto the Consent Agenda at the March 28th
Town Board Meeting. This grant would pay for the necessary construction documents to
make improvements on the Birch Ruins. The documents will provide design elements
to extend the current viewing platform, install historic information signage related to the
site, and stabilize the rock walls with masonry work. The grant contract needs to be
signed by the Mayor.
Present Situation:
Since the Museum assumed responsibility of the Birch Ruins and Birch Cabin in 2001,
periodic efforts have been made to enhance the site based off of reso urces available.
With the Centennial Legacy project being focused on improvements to the Knoll -Willows
property in 2017, the Museum is attempting to make much needed improvements to the
experience, preservation, and understanding of the historic structures located there. In
October of 2016, the Museum applied for a grant through the State Historical Fund to
produce construction documents that would improve the Birch Ruins and Birch Cabin.
The grant has been awarded to the Museum, but the State Historical Fund has to go
under contract with the Town in order to distribute the funds. If the funds are accepted,
and upon completion of the construction documents, the next step of implementation
can be pursued. The construction documents will allow staff to produce a scope of work
and proceed with a public bid. Once completed, the Museum will apply for another
grant through the State Historical Fund in October 2017 to complete the improvements.
Proposal:
The State Historical Fund requires a 25% match from grant applicants. The match for
this project was budgeted as part of the Centennial budget item . The Centennial
Committee is already well on its way to having enough funds for a match for both
grants. The project will be managed by Museum Director Fortini along with the
assistance of Facility Manger Landkamer. Accepting this grant will lead towards
improvements for the site in the near future. As an unstaffed historic site, it is important
3
to provide a safe experience for visitors, inform them of the significance of the site, as
well as protect and preserve the structures.
Advantages:
Results from accepting this grant include:
• Financing of the construction documents to lead to improvements of the
interpretation, experience (including safety), and preservation of the historic
structures
• The ability to produce the documents that will be used for the implementation
plan
Disadvantages:
Disadvantages of implementing the acceptance of the grant include:
• Staff time to administer the grant
Budget:
The entire project is expected to cost $3,995. The grant request is for $2,995 with a
match of $1,000 (25.03%). The grant match is budgeted within the Centennial Project
revenue line 101-1300-343.40-00 and would be expensed through 101-1300-413.29-33.
Level of Public Interest
It is perceived that the acceptance of this grant would have a low public interest level. If
the grant is accepted there will be a press release issued . Once the construction
documents are produced, the next step of implementation will take place. It is
perceived that the next step would have a higher public interest level since a positive
change will be taking place at the historic site.
Recommended Motion:
I move to (recommend/not recommend) the acceptance of the State Historical Fund
grant for the Birch Ruins constructions documents to the Town Board, and to include
this item on the Consent Agenda at the March 28th Town Board meeting.
Attachments:
State Historical Fund Contract
4
5
6
7
8
9
10
11
12
13
14
15
16
To: Community Development/ Community Services Committee
Town Administrator Lancaster
From: Rob Hinkle, Director of Community Services
Date: March 23, 2017
RE: Event Division – Arena Renovation Project
___________________________________________________________________
Objective: Recommendation to place the Estes Park Events Complex Main Arena
Footing Renovation Project Contractor Selection on the Consent Agenda for the
April 11, 2017 Town Board Meeting.
Present Situation: The Main Arena not only has drainage problems and rocks
coming up from the base, it has safety issues which we encountered during the
2016 Rooftop Rodeo. An invitation for bids for proposals for this project closed
on Thursday March 16, 2017. We received two bids and both are under budget.
However, both bids are lacking historical information on relevant projects, and
information on the expertise and experience of personnel assigned to this
project. We sent the same follow-up questions regarding this issue to both
bidders with a due date of March 21, 2017. This additional information is critical
for staff to make the best decision for this project. However, by not making a
selection until next week, we will not be able submit the most qualified bid to
CDCS on March 23, 2017 for a recommendation prior to the Town Board
Meeting on April 11, 2017. If we then wait until the next CDCS meeting on April
27, 2017, the awarding of this project will be delayed until the May 9, 2017 Board
Meeting.
Proposal: Since both bids are under budget, staff proposes that the CDCS
committee recommend that this item be placed on the Consent Agenda for the
April 11, 2017 Town Board Meeting. Staff will provide a memo for this agenda
item detailing the outcome of the contractor selection process.
Advantages: This will allow a longer schedule to complete the project that is also
weather dependent.
Disadvantages: Because of condensed schedule and being weather dependent, it
may cause the project not to be completed before the first horse show on June 1,
2017.
17
Action Recommended by Staff: The Estes Park Events Complex Main Arena
Footing Renovation Project Contractor Selection be put on the Consent Agenda
for the April 11, 2017 Town Board Meeting.
Budget: The budgeted amount is $125,000, Account 101-5500-455-32-22.
Level of Public Interest: Medium. Being able to promote the renovation of the
Main Arena footing will increase the number of contestants for the Rooftop
Rodeo and for other shows.
Sample Motion: I move to (recommend/not recommend) the “Estes Park Events
Complex Main Arena Footing Renovation Project Contractor Selection” be put on
the Consent Agenda for the April 11, 2017 Town Board Meeting.
18
Community Services
Memo
To: Community Development/ Community Services Committee
Town Administrator Lancaster
From: Karen Lynch, Sales & Marketing Manager
Date: March 23, 2017
RE: Community Services – Sales and Marketing Update
Report:
Sales Update:
Projected Rental Forecast in 2017:
38 events, 14 of which are first time bookings, $135,160 projected revenue at all venues
at Events Complex
• 32 Events at Event Center/Pavilion $123,310
• 6 Events at Grandstands/barns/arenas $11,850
115 days of future Events
216 days of future events including load in and load out
Overall Projected Revenue Forecast in 2017
All locations and existing events:
134 events, $520,260 projected revenue
324 event days
464 with load in/out
Trade Shows and Networking:
Attended Meetings Industry Council’s Educational Conference and Tradeshow in
Denver at CO Convention Center on March 14 & 15, 2017. This is the first year that this
show has expanded to two days with 1,200 attendees, over 450 meeting planners for a
first time sell out of the show. This event is the largest networking event of the year in
Colorado, as it gathers all meetings and events industry associations, as follows:
19
• CO Society of Government & Meeting Professionals
• Destination Colorado
• CO Society of Association Executives
• Meetings Professionals Intl.
• CO Festivals & Events
• Global Business Travel
• Christian Meetings & Conventions Association
• Global Business Travel Association
• International Association of Exhibitions and Events
• International Live Events Association
• National Association for Catering and Events
• National Speakers Association Colorado
• Professional Convention Management Association
• Visit Denver
I also attended Colorado Meetings and Events Magazine’s 11th annual Best of Colorado
Reader’s Choice Awards was Monday, March 13th, which is the kickoff for MIC Trade
Show Event described above. Over 5,000 people vote on 25 categories, and over
1,000 meeting and event industry professionals attended the awards ceremony.
Rocky Mountain National Park was selected as one of three finalists in the category of
Best Attraction Outside Denver Metro. This is the second highly coveted category,
preceded only by Best Attraction Within Denver Metro, and Red Rocks Amphitheater
won. I was honored to accept the award on Rocky’s behalf for the second year in a
row! This is significant because this award receives special recognition in the Spring
magazine, the most anticipated edition to their readership. This recognition also gains
exposure with colleagues in mountain destination areas, and leverages Estes as a
premier group destination to all meeting planners. This award is placed at my trade
show booth.
20