HomeMy WebLinkAboutPACKET Community Development Community Services 2017-02-23
Thursday, February 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. None.
b) REPORTS
i. 2016 Museum Annual Report. Dir. Fortini
ii. Museum Meeting Room Update. Dir. Fortini
iii. 2016 Senior Services Annual Report. Mgr. Mitchell
iv. Verbal Updates and Committee Questions.
3. COMMUNITY SERVICES
a) RECOMMENDATIONS TO THE TOWN BOARD
i. None.
b) REPORTS
i. 2016 Visitor Center Annual Report. Mgr. Salerno
ii. 2016 Events Annual Report. Dir. Hinkle/Benes
iii. 2016 Transportation Annual Report. Mgr. Wells
iv. Verbal Updates and Committee Questions.
4. COMMUNITY DEVELOPMENT
a) RECOMMENDATIONS TO THE TOWN BOARD
i. Housing Authority Memorandum of Understanding (MOU). ATA Machalek
b) REPORTS
i. Verbal Updates and Committee Questions.
5. ADJOURN
AGENDA
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Cultural Services Memo
To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Derek Fortini, Museum Director
Date: February 23, 2017
RE: 2016 Museum Annual Report
Report:
2016 Goals Met
Chose Accreditation program (American Association for State and Local History’s
Standards and Excellence Program, also known as StEPs)
Hosted Capital Campaign Kick-off for Collections and Research Facility
Continued Deaccessioning (in 2016, staff deaccessioned 381 items from the
Museum’s collection)
Branded Museum (new logo and slogan)
Museum staff produced a tri-annual newsletter (formerly a task of the Estes Park
Museum Friends & Foundation, Inc.)
Increased program offerings (from 106 Tours and Programs in 2015 to 118 in
2016)
Collaborated with MacGregor Ranch for a temporary exhibit
Remodeled specific areas in permanent display “Tracks in Time”
Awarded grant funding to feature the Museum Collection online
Transferred Estes Valley Library’s Local History Archives to Museum Collection
Headed Town Centennial planning with implementation in 2017
Established a Facebook page (with 407 followers)
Attendance Comparison
Venue 2012 2013 2014 2015 2016 Cumulative
2012-2016
Museum Gallery 11,799 11,101 11,277 9,599 9,552 53,328
Meeting Room 3,010 3,115 3,415 3,220 3,140 15,900
Programs and Tours 6,408 4,821 2,6091 5,790 5,894 25,522
Hydroplant 1,663 1,919 1,377 1,703 1,247 7,909
Total 22,880 20,956 18,678 20,312 19,833 102,659
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1. 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.
About Museum Gallery Attendance:
Museum Gallery attendance has a number of variables that can make impacts on
statistics; some of which are in the Museum’s control and others that are not.
Some variables, as simple as weather, create an influx either way. When the
weather is bad, people come to the Museum, when it is good, they stay outside.
Even something as simple as having a herd of elk that consistently stays on the
property for a summer will drive numbers up.
The most controlled factor that has a direct impact on visitation and re-peat
visitation is the number of temporary exhibits offered and the subject matter of
the temporary exhibits. Even the factor of not having as many openings creates
an impact on the numbers since an opening usually draws between 75 and 100
people in a single evening. In 2012, the Museum finished three exhibits and
offered two new ones within the year utilizing two temporary exhibit spaces. In
2013, the temporary exhibit space within the main building was eliminated due to
a lack of resources to keep up with the schedule. It was replaced with the
addition of “Stories Under the Stars.” However, the Museum hosted a very well
received temporary art exhibit featuring Birger Sanzdén in the back white
building. This was the only temporary exhibit running from September 2013 until
September of 2014. The next exhibit was just as well received by a new
audience interested in the history of climbing in Estes Park, but not as well
received by our typical visitors. “Climb On!” (with an accompanying publicly
submitted photography exhibit) was on display from September of 2014 until
October of 2015. The temporary exhibit space then stood vacant until the
premier of the 2016 “Drawn to Black Canyon: The Art and History of MacGregor
Ranch” exhibit. While visitors enjoyed this exhibit, it did not draw as large of a
crowd and was displayed from April until October 2016.
Attendance is expected to drop even further in 2017 with the Museum shutting
down for some time for a remodel and the fact that there is no temporary exhibit
scheduled for 2017 due to lack of staffing.
2016 Collaborations/Outreach Highlights:
MacGregor Ranch
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 seven programs tha t featured the temporary
exhibit that was on display from April 8 through October 31, 2016.
Artifact Loans
Four objects were loaned to History Colorado for their 2015 exhibit: “I Love
Rocky Mountain National Park.” This loan was renewed in 2016 for an additional
year.
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Estes Valley Library
The Museum partnered with other cultural and science-based learning
organizations (headed by the Library) to host the "Whole Child Camp" which
offered area youth with exposure to different learning environments. The
Museum facilitated camp for two groups in June and August. As a result, 34
children from Estes Park had fun and more exposure to the Museum and learned
about local history through games and activities.
Completed the transfer of the Library’s local history archives into the Estes Park
Museum’s collection.
Estes Park Museum Friends & Foundation, Inc.
Worked with the Estes Park Museum Friends & Foundation to transfer existing
membership database into the Museum’s PastPerfect Database system.
Successfully kicked-off a public capital campaign for the Collections and
Research Facility.
In an attempt to revitalize membership Museum staff resurrected the newsletter
with a function to serve members of the Museum (run through the Museum
Friends & Foundation). Staff works with a hired professional designer to produce
three newsletters each year.
Outside Funding Received in 2016:
Rotary Club of Estes Park Foundation Community Grant - $225
o Paid for local historical character actor Kurtis Kelly to perform programs as
F.O. Stanley at the Historic Fall River Hydroplant and Al Birch at the Birch
Ruins on the Knoll-Willows Open Space.
First Colorado Realty Historic Home Tour Sponsor - $500
o Museum staff was able to revive this tour (the Estes Park Museum Friends
& Foundation, Inc. used to host it until 2013)
o Sold out with 60 participants
o Generated $2,000 revenue
Statewide Internet Portal Authority (SIPA) – $1,000
o Provided the funding to place the Museum’s collection database online
(with over 30,000 artifacts) and is fully searchable by the public.
Private Donor for permanent exhibit updates - $2,000
o A number of changes were made to the permanent exhibit Tracks In Time:
Painting of back wall for panorama section as well as the addition
of a large television for oral histories focused on the changes of
downtown and a “then and now” flip book
Addition of a new Artists Inspirations section
Addition of a new Photography section
Changes and expansion of Natural Disasters section which is now
more inclusive of all types of natural disaster (as opposed to only
floods) and includes various newspaper headlines and oral
histories talking about the 2013 flood
Addition of a new exhibit on the changes of Downtown Estes Park
Addition of a new exhibit on the changes of recreation in Estes Park
Oral History Fund – Estes Park Museum Friends & Foundation - $400
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o Museum staff conducted two oral histories with long-time residents
Collections Comparison
2012 2013 2014 2015 2016
Acquisitions Donors 30 11 42 28 23
Items 124 5001 4,7982 769 8963
Public
Research
Questions to Staff 44 47 77 58 49
Staff Hours spent researching 27 49.75 73 118 56
Researchers in collection N/A N/A 17 29 12
Researcher hours in collection N/A N/A 49 50 35
PastPerfect Online searches
conducted
N/A N/A N/A N/A 2,081
1. There was a hold in accepting any donations du ring 2013, with one exception
being the former Estes Park Museum Director Mel Busch’s archives.
2. Large donation of historic newspapers from the Trail Gazette.
3. This number will increase in the future as the Estes Valley Library’s Local History
Archive continues to be processed and accounted for as a 2016 donation.
Museum Meeting Room Use Comparison (excluding Museum Programs)
2012 2013 2014 2015 2016
Paid Non-
paid
Paid Non-
paid
Paid Non-
paid
Paid Non-
paid
Paid Non-
paid
Events 11 160 4 131 15 143 18 150 27 125
Attnd. 376 2,63
4
247 2,868 643 2,772 707 2,513 993 2,147
Rev. $1,808 $885 $2,362 $2,529 $2,9024
Exp. (un-
known)1
(un-
known)1
$3502 $2,7303 $1,500
6
Net N/A N/A $2,012 -$201 $1,402
1. 2009-2013: Direct expense costs of room not tracked.
2. 2014 Expense: not true expense, but only expense recoded (for an extra cleaning
due to an incident from renter).
3. 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.
4. 2016 Revenue: There was a week-long rental for a Wilderness Responder Class
that paid a flat fee of $1,400 for the use of the room for 1 week.
Volunteer Comparison
Museum volunteers assist with tasks such as front desk and shop duties, tours,
programs, collections care, exhibits, and fundraising.
2012 2013 2014 2015 2016
Volunteers 59 54 47 44 47
Hours 7,234 5,949 4,250 3,914 4,423
Goals for 2017
Develop long range marketing plan
Begin accreditation process with “Pledge of Excellence” and “StEPS” program
Museum remodel
Grant funding to stabilize, preserve, and interpret Birch Ruins
Work with EPMF&F to revitalize membership program
Continue fundraising for Collections and Research Facility
Implement Centennial Committee plans
Seek programming outreach opportunities in light of remodel
Develop Museum Month May into a signature event
Continue Deaccessioning
Refine Online Collection Metadata
Process Library Collection
Partner with non-profits to host oral history interviews
Begin to digitize newspaper collection with Library and Colorado Historic
Newspapers
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CULTURAL SERVICES Memo
To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Derek Fortini, Estes Park Museum Director
Date: February 23, 2017
RE: Cessation of Public Rentals of Museum Meeting Room
Objective:
Inform the Community Development/Community Services Committee of the Museum’s
intention to no longer offer the Museum Meeting Room for public rentals.
Present Situation:
The Museum Meeting Room was a 2004 addition to the Museum building funded
through a collaboration with the Town and the Estes Park Museum Friends &
Foundation, Inc. Its primary role is to be used for programming space for the Museum
with a secondary role of meeting room space for the Museum and other Town
Departments. It was also decided at the time of construction to offer public rental s of
the space to generate revenue. The rental coordination was operated by the Senior
Center from 2004 through 2014. In 2015, Museum staff took over the role of rental
coordination.
Of all of the purposes of the Museum Meeting Room, public rentals cause the most
problems for Museum operations. With the policy revisions regarding on-call
employees, the Museum no longer offers public rentals after gallery hours. Even
though this has impacted the number of rental possibilities, public rentals continue to be
a burden on staff and are outside of the primary scope of Museum services, especially
with current staffing resources. The amount of time it takes to have initial contact with
renters, draft and execute a contract, take payment, oversee the rental, finalize contact
and issue a reimbursement of deposit for each rental is extremely time consuming.
Rental parties can also impact exhibit visitors because rental attendees can fill a
number of parking spaces in an already limited parking lot and the activity of some
renters (such as wedding parties) can negatively impact gallery experiences of visitors.
The Museum has conducted a financial/use analysis of the Meeting Room (attached)
reviewing the previous 13 years and noted the meeting room revenue is minimal
(averaging from $1,700 to $1,850 at best), if not at a loss (which occurred one out of
three years in which both revenue and expenses were tracked). Higher maintenance
costs are incurred to public rentals, which diminishes the net revenue impact to the
Museum. In an attempt to continue to offer the Museum Meeting Room to the public but
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relieve the burden of rental coordination on Museum staff, administration offered the
rental program opportunity to Marketing and Sales Manager Lynch. After consideration
and analysis, it was determined that the Museum Meeting Room would not be profitable
enough for the Community Services Department to justify the time and expense of
administering the program.
Solution:
Staff intends to cease public rentals of the Museum Meeting Room starting March 1st,
2017. This will allow staff to focus more time and resources on furthering the missions
of the Town and the Museum. The Museum Meeting Room has been “offline” since
December of 2016 due to the planned 2017 Museum remodel. The rentals scheduled
during 2017 before this decision was made will be honored. By March 1st, 2017 staff
will be pulling any materials highlighting the Meeting Room Rental service (website and
a brochure). The Meeting Room will continue to be available for Town use and
managed by Museum staff after the Museum remodel is complete.
Advantages:
Benefits will include:
Reprioritization of staff time from coordination of Meeting Room Rentals to more
mission-critical tasks. Town Departments will still be able to use the room
through booking on a “Museum Meeting Room” calendar accessible on the
Town’s Gmail account.
The Museum Meeting Room will be used less and for a smaller variety of events
(public rentals included everything from wedding rehearsal dinners, to
graduations, to HOA meetings) creating much easier and lower-cost
maintenance.
The Museum Meeting Room will be more available for use by the Museum and
other Town Departments.
Disadvantages:
Some disadvantages include:
The Town will not be able to offer the service of public rentals through the
Museum department, however, with current resources and staffing at the
Museum, the cessation of this service will not impact the overall purpose/mission
of the Museum. Public facility rentals are also offered by other entities within
Estes Park.
The possibility of future expenses of maintenance of the room being offset by
revenue will not be an option (not that this always happened). Current expected
expenses are $1,500 (Public Works pays to have the floor cleaned twice a year
totaling $1,000 and the Museum pays to have the chairs cleaned twice a year for
$500). With only Town use, it is possible this cost would be cut in half. Also of
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note, honoring the current scheduled rentals for 2017 will generate $1,500 which
will cover the cost of 2017 maintenance expenses.
Action Recommended by Staff:
There is no action required. This is an informational memo to the CDCS committee.
Budget:
Meeting Room Revenue: 101-5700-363.20-00, average: $1,700
Meeting Room Expenses: 101-5700-457.26-05 (Museum) & 101-1700-417.25-01
(Public Works), average: $1,500
Level of Public Interest
Level of public interest is expected to be medium. This change in service will mostly
affect those who have rented the Museum Meeting Room in the past and those aware
of the opportunity. There will probably be some disappointed about the cut in services
because of the affordable rate, but there are other options within Estes Park users can
explore including private businesses or public entities such as Fairgrounds/Events
Complex and the Estes Valley Library.
Attachments:
Museum Meeting Room Use Numbers.PDF
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Town of Estes Park - Estes Park Museum Meeting Room Use
YEAR Events Attendance Events %Attendance %Revenue
Expense (for
Town)Net
2004 Rentals 1 60 8%18%
Non-Paid Town Use 11 278 92%82%
2004 Totals 12 338 250.00$ (unknown)N/A
2005 Rentals 5 247 9%18%
Non-Paid Town Use 52 1107 91%82%
Museum Program Use (for comparison)30 2071
2005 Totals 57 1354 811.00$ (unknown)N/A
2006 Rentals 11 307 16%18%
Non-Paid Town Use 59 1365 84%82%
Museum Program Use (for comparison)45 3375
2006 Totals 70 1672 1,173.00$ (unknown)N/A
2007 Rentals 12 597 30%49%
Non-Paid Town Use 28 626 70%51%
Museum Program Use (for comparison)35 1922
2007 Totals 40 1223 1,175.00$ (unknown)N/A
2008 Rentals 23 1067 22%31%
Non-Paid Town Use 82 2386 78%69%
Museum Program Use (for comparison)30 1461
2008 Totals 105 3453 3,669.00$ (unknown)N/A
2009 Rentals 20 773 17%24%
Non-Paid Town Use 101 2461 83%76%
Museum Program Use (for comparison)34 2088
2009 Totals 121 3234 2,877.00$ (unknown)N/A
2010 Rentals 8 357 6%12%
Non-Paid Town Use 125 2562 94%88%
Museum Program Use (for comparison)22 1196
2010 Totals 133 2919 1,670.00$ (unknown)N/A
2011 Rentals 23 1098 13%25%
Non-Paid Town Use 153 3371 87%75%
Museum Program Use (for comparison)13 532
2011 Totals 176 4469 4,200.00$ (unknown)N/A
2012 Rentals 11 376 6%12%
Non-Paid Town Use 160 2634 94%88%
Museum Program Use (for comparison)6 257
2012 Totals 171 3010 1,808.00$ (unknown)N/A
2013 Rentals 4 247 3%8%
Non-Paid Town Use 131 2868 97%92%
Museum Program Use (for comparison)13 330
2013 Totals 135 3115 885.00$ (unknown)N/A
2014 Rentals 15 643 9%19%
Non-Paid Town Use 143 2772 91%81%
Museum Program Use (for comparison)28 813
2014 Totals 158 3415 2,362.00$ 350.00$ 2,012.00$
2015 Rentals 18 707 11%22%
Non-Paid Town Use 150 2513 89%78%
Museum Program Use (for comparison)41 2025
2015 Totals 168 3220 1,900.00$ 2,250.00$ (350.00)$
2016 Rentals 27 993 18%32%
Non-Paid Town Use 125 2147 82%68%
Museum Program Use (for comparison)59 2503
2016 Totals 152 3140 2,902.00$ 1,500.00$ 1,402.00$
Notes:2009-2013: Direct expense costs of room not tracked. Staff time, copy paper or office supplies, utilities, etc. not factored into any expenses.
2014 Costs: Wedding Party Extra Cleaning ($350)
2015 Costs: Because of Town use, Pub Works cleans floor 2x year ($500/time), fixed window treatments
2016 Costs: Floors x 2, chairs X 2
2016 Revenue: There was a week long rental for a Wilderness First Responder Class that paid a flat fee of $1,400 for the week. This amount skews the revenue of 2016.
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1
To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Lori Mitchell, Senior Services Manager
Date: February 23, 2017
RE: 2016 annual report – Senior Services
Report:
The big picture: overall visits to the Senior Center, programs, events and services.
2016 Highlights
• Staff continued work with the Estes Valley Recreation and Park District on the Estes
Valley Community Center (EVCC);
• The Town of Estes Park conducted a thorough search via the Town’s Request for
Proposal (RFP) process for 2017-2018 food services contractor(s) to operate the
noon dining room and Meals on Wheels programs. Only one response was received
for 2017 Senior Center meal services and no responses were received for 2018
potential meal services at the EVCC;
• The Town of Estes Park and the Estes Valley Recreation and Park District (EVRPD)
entered into an Intergovernmental Agreement (IGA) on August 23 transitioning the
management and operation of senior services to the EVRPD upon opening of the
EVCC;
• Staff facilitated Meals on Wheels transition discussions and committee work with
Crossroads Ministry of Estes Park and Estes Park Good Samaritan Society to
ensure the continued operation of the Meals on Wheels program beyond 2017;
• Staff worked closely with EVRPD to begin formal development of a thorough
transition plan outlining all aspects of senior services operations;
• Throughout the challenging work of transition planning, we’re proud that our staff
continued to provide excellent same-level services for citizens.
Overall annual
attendance
2012 2013
(flood year)
2014 2015 2016
Senior Services 31,590 29,668 34,272 42,585 40,828
Memo
Cultural Services
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2
Key attendance highlights
Senior Services 2015 2016 Details
Overall # visits to
programs,
services, rentals
42,585
40,828
A 4% decrease / minor decreases in number of rental
users, EPSCC Inc. special event attendance, decrease in
summer resident use; this averages less than 146 fewer
people per month or fewer than 8 people per day.
Attendance at
programs
20,913
19,101
A 9% decrease / in addition to the above, there was
minor decrease in attendance to fitness classes and
general programs. In response to citizen requests for
specific content via some of our series programs, we
shifted some planning to add more series type drop-in
classes vs. one time special programs.
Attendance at
planned
programs
95%
capacity
89%
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 94% full. It is a method of understanding use
of programs. Attendance can be influenced by subject
matter, weather, illness, day of the week and more.
Attendance at 20
different weekly
drop-in programs
14,194
12,680
An 11% decrease / with perspective, this is less than 7
fewer people per day on average.
Meals on Wheels
delivered
6,742
7,412
An all-time high / a 10% increase / the trend continues
with increased use of this service.
Meals on Wheels
# clients
58
60
This is the number of unique individuals using the Meals
on Wheels program annually.
Fourth Street
Café
Dining room
meals
7,184
6,517
We continue to see a trend reflecting a decreasing
number of dining room meals and a decreasing number
of unique individuals using the dining room. This follows
a national and Front Range trend. That said, we
recognize the social value for those who continue to
attend noon meals.
Fourth Street
Café
Dining room
# clients
788
547
This is the number of unique individuals using the dining
room meal service annually. We’re seeing some of our
older citizens’ transition to Meals on Wheels, assisted
living settings or they’ve passed away. The younger
folks are not back-filling by using the meal program.
# day trips /
# riders
13 trips /
173
9 trips /
118
12 trips were offered (two trips didn’t meet the minimum
enrollment of 10 - only 6 signed up; one trip we didn’t
have a driver to cover a driver illness.
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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 28 general education programs as compared to 48 in 2015; we shifted
focus to increasing the number of series classes in 2016;
o 17 series classes ranging four to 12 weeks; as compared to 7 in 2015;
o 12 recurring classes ranging two to 12 sessions; as compared to 10 in
2015;
o 30 social, luncheon or special events as compared to 26 in 2015.
The Senior Center has continued to fill an important role as a key community gathering
place with adults of all ages welcome at programs and events. 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, special events, luncheons,
reception, garden and EPSCC, Inc. committees. The slight decrease can be attributed to
EPSCC, Inc. reducing its breakfasts from four to three events; and fewer committee hours
were spent on master planning efforts as compared to 2015.
Use of the Senior Center – rental and non-rental
The Senior Center derives revenue from building rental and the site is used regularly for
non-rental meetings for agencies or projects affiliated with the Town of Estes Park.
Volunteers
2015
Volunteers
2015
Volunteer
hours
2016
Volunteers
2016
Volunteer
Hours
Senior Services 151 8,616 126 7,371
Senior Center
NON-RENTALS
2015
2016
# of non-rental
visitors
917
967
# of non-rental
events
41
55
Senior Center
RENTALS
2015 2016
2015
Rental revenue
2016
Rental revenue
# of rental
visitors
4,191
4,258
n/a
n/a
# of rental
events
67
73
$19,705.00
>$16,000.00
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Collaborations
Senior Services relies on community support and collaboration to develop and provide
effective programs and services. Below is a listing of our key partners for 2016. One of the
great things about Estes Park is the talent of our citizens; we are fortunate to be able to
work with many private instructors, presenters and individuals, too numerous to mention.
AARP
Alzheimer’s Association
Aspen Club - University of Colorado Health
Aspen Lodge
Catering for All Occasions
Colorado Parks and Recreation Assn.
Colorado Senior Pro Charity Rodeo
Colorado State University Extension
Community Thrift Shop
Ensight Skills Center
Estes Park Blue Santa
Estes Park Home Care and Hospice
Estes Park Medical Center
Estes Park Police Department
Estes Park Salvation Army
Estes Park Senior Citizens Center, Inc.
Estes Valley Fire Protection District
Estes Valley Library
Estes Valley Recreation and Park District
Estes Valley Sunrise Rotary
Families for Estes
Good Samaritan Village
Larimer County Office on Aging
Lions Club
MedX of Estes
Middle School Student Council
National Council on Aging/National
Institute of Senior Centers
Park School District Adult Outreach
Partnership for Age-Friendly Communities
Quota Club and Quota Foundation
Town of Estes Park staff – all departments
Via Mobility Services
Building a strong future through citizen involvement and community collaboration…
…and a little fun along the way!
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5
2016 Senior Services revenue totals approximately $53,000
(Note: with books yet to close on 2016, these are estimated sub-totals)
Estes Park Senior Citizens Center Inc. (EPSCC, INC. - 501c3)
• $4,731 in program support;
Estes Park Senior Citizens Center, Inc.
• $5,000 for Meals on Wheels operating supplies;
Larimer County Commissioners
• $2,475 for general operating support;
Larimer County Office on Aging
• $3,822 to purchase 200 blizzard boxes (funds ran through Loveland Meals on
Wheels for purchasing);
• $3,383 to conduct N’ Balance fall prevention classes and send Program
Coordinator Beth Headley for teaching certification in N’ Balance;
Colorado Senior Pro Charity Rodeo Association
• $1,075 for Meals on Wheels operating support;
Estes Park Quota Foundation
• $600 for Meals on Wheels operating support;
Private donors
• $1,941 for Meals on Wheels operating support;
Estes Park Community Thrift Shop
• $841 for Meals on Wheels operating support;
Senior Services programs
• $15,080 from charges for services for education and fitness classes;
• Private donor: $1,200 donation specifically to underwrite Arts and Culture trips;
• $83 from ticket sales: Estes Park Events Complex da Vinci event;
Rental income
• $16,000 from Senior Center rentals;
Sponsorships
• Direct sponsorship of approximately $1,000 for 4 free luncheons for citizens, paid
directly to the food service contractor.
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0
100
200
300
400
500
600
700
800
900
J F M A M J J A S O N D
2015 2014 2016 2012 2013
-9% or 667 fewer meals as compared to last year,
same 12 month period
Jan. through December 2015 = 7,184
Jan. through December 2016 = 6,517
Senior Services 12.31.16 page 1
Meals on Wheels, dining room and take-out meals
Meals on Wheels Current month = December = 624
2016 Total = 7,412
2015 Total = 6,742
2014 Total = 5,095
2013 Total = 5,166
2012 Total = 5,551
Dining room meals
Previous month, November = 489 = 46% capacity
Current month, December = 466 = 49% capacity
Includes take-out meals (18), member (440) & non-member meals (8)
2016 Total =6,517
2015 Total = 7,184
2014 Total = 6,518
2013 Total = 6,412
2012 Total = 7,164
0
100
200
300
400
500
600
700
800
900
J F M A M J J A S O N D
2015 2014 2016 2012 2013
Month to
month
comparison
December
2016
624
2015
630
2014
381
2013
302
2012
341
Month to
month
Comparison
December
2016
466
2015
602
2014
476
2013
431
2012
503
+ 10% or 670 more meals as compared to last year, same 12 month period
Jan. through December 2015 = 6,742
Jan. through December 2016 = 7,412
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Annual meal totals
Meals on Wheels and Fourth Street Café (dining room) -combined
Senior Services 12.31.16 page 2
Meals on Wheels, dining room and take-out meals
Month to
month
comparison
December
2016
1090
2015
1232
2014
857
2013
733
2012
844
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 11,613
2015 2016
13,926 13,915
0
200
400
600
800
1000
1200
1400
1600
1800
J F M A M J J A S O N D
2015 2014 2016 2012 2013
Combined meal totals –monthly comparison
+/-0% or 11 fewer meals as compared to last year, same 12 month period
Jan. through December 2015 = 13,926
Jan. through December 2016 = 13,915
19
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 = December = 1,164
(number of visits, drop-in and planned programs combined)
2016 Total = 19,101
2015 Total = 20,913
2014 Total = 17,413
2013 Total = 14,553
2012 Total = 15,927
-9% or 1,812 fewer visits as compared to last year, same 12 month period
Jan. through December 2015 = 20,913
Jan. through December 2016 = 19,101
Senior Services / program attendance 12.31.16 page 3
Current month –December
“Planned programs” potential or ideal capacity 438
“Planned programs/% utilization” *403 or 92% capacity
*programs as a % of ideal capacity/actual
“Drop-in” programs utilization 761
Average programs capacity 2016 = 89%
Average programs capacity 2015 = 95%
Average programs capacity 2014 = 97%
Average programs capacity 2013 = 89%
Average programs capacity 2012 = 99%
Previous month -November
“Planned programs” potential or ideal capacity 587
“Planned programs/% utilization” *456 or 77% capacity
*programs as a % of ideal capacity/actual
“Drop-in” programs utilization 811
Month to
month
comparison
December
2016
1164
2015
1239
2014
1134
2013
866
2012
883
20
0
500
1000
1500
2000
2500
3000
3500
4000
4500
5000
2014
2015
2016
2012
2013
-4% or 1,757 fewer visits as compared to last year, same 12 month period
Jan. through December 2015 = 42,585
Jan. through December 2016 = 40,828
Year total =
31,590
Dec.=1796
Year total =
40,828
Dec.=2517
Year total =
42,585
Dec.=2917
Senior Services / overall attendance 12.31.16 page 4
Year total = 29,668
Dec.=1588
Year total =
34,272
Dec. = 2510
Overall attendance reflects all visits to the Senior Center
and to Senior Services programs and services
29776
34228
31590
29668
34272
42585
40828
0
5000
10000
15000
20000
25000
30000
35000
40000
45000
Overall annual attendance trends
2010 2011 2012 2013 2014 2015 2016
21
2016 Senior Center rental users
January Latter Day Saints (313)
The Fellowship (50)
February Latter Day Saints (238)
The Fellowship (59)
March Latter Day Saints (256)
The Fellowship (68)
April Latter Day Saints (213)
The Fellowship (63)
May Latter Day Saints (303)
The Fellowship (31)
June Latter Day Saints (245)
The Fellowship (33)
Trail Ridge Quilters (86)
Goat Club (21)
Birthday party (54)
July Latter Day Saints (439)
The Fellowship (80)
Anniversary party (75)
Aug. Latter Day Saints (411)
The Fellowship (77)
Sept. Latter Day Saints (271)
The Fellowship (40)
Social event (73)
Oct. Latter Day Saints (161)
The Fellowship (76)
Nov. Latter Day Saints (202)
The Fellowship (70)
Humana (0)
Dec.Latter Day Saints (170)
The Fellowship (80)
2016 Totals:
73 events / 4258 rental users
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 rental users = 1,639
2015 rental users = 4,191
January
Mayor (50)
County Comm. (27)
February
Mayor (48)
County Comm. (30)
TOEP meetings (4)
EVCC meetings (137)
Land Stewardship (4)
Rodeo (40)
March
Mayor (40)
County Comm. (11)
TOEP meetings (19)
EVCC meetings (20)
Land Stewardship (9)
Restorative Justice (5)
April
Mayor (70)
County Comm. (20)
EVCC meetings (40)
Land Stewardship (7)
Restorative Justice (6)
Museum Friends (16)
Museum program (30)
Disabled Resources (6)
May
TOEP meetings (4)
County Comm. (12)
EVCC meetings (35)
Land Stewardship (2)
Rodeo (47)
June
TOEP meetings (4)
County Comm. (18)
AARL Ham Radio (20)
VIA open house (9)
2016 Senior Center
non-rentals
July
TOEP meetings (21)
County Comm. (18)
August
County Comm. (23)
Disabled Resources (7)
September
County Comm. (8)
TOEP meetings (35)
October
County Comm. ( 12 )
Land Stewardship ( 3 )
November
TOEP meetings (16)
December
County.Comm.(31)
Disabled Resources (3)
2016 Totals:
55 events/ 967 users
2008 non-rental users = 270
2009 non-rental users = 888
2010 non-rental users = 1,040
2011 non-rental users = 939
2012 non-rental users = 864
2013 non-rental users = 1,009
2014 non-rental users = 1,178
2015 non-rental users = 917
Senior Services / overall attendance 12.31.16 page 5
22
To: Community Development/Community Services Committee
Town Administrator Lancaster
From: Teri Salerno, Visitor Services Manager
Date: February 23, 2017
RE: Visitor Services 2016 Annual Report
New Vision, Mission and Values for the Visitor Services Division
• The Visitor Services team (staff and volunteer Ambassadors), under the
guidance of ATA Travis Machalek, worked together to update the mission for
Visitor Services.
o Vision: Visitor Services will enhance the guest experience of our premier
mountain community. o Mission: The mission of Visitor Services is to provide friendly service and
accurate information to our guests.
o Values: Integrity, Knowledge, Responsiveness, Positivity and Patience
National Citizen Survey (NCS) 2016
• The Visitor Center received the highest ratings of all services (87% rated it either
excellent or good) when citizens were asked about the Quality of Estes Park
Services.
• Visitor Services staff and
volunteers are proud of
this rating and will
continue to work to keep
satisfaction and
confidence high among
our community
members.
• Keeping our vision and
attaining our mission will
be key to our success
going forward.
Community Services Memo
23
Visitor Center foot traffic
• The Estes Park Visitor
Center had 477,023 visits
as compared to 414,441 in
2015; this represents an
increase of 12.1% for the
year and 62,582 more
visitors.
• 2016 was the busiest year
at the EPVC, with 2015
being the second busiest
since the center opened to
the public in April 2006.
• May – December were all
busier than the same
months in 2015; the second, third, and fourth quarters were all the busiest
quarters ever at the Visitor Center.
• The public restroom remodel occurred in the first quarter; this likely led to the
lower visitation January – March.
• RMNP surpassed their 4.1 million 2015 record year, with another banner year in
2016. The national park set a new record with 4,517,584 visitors; this represents
an 8.7% increase and 361,667 more people.
Visitor Center foot traffic: 2010 – 2016
1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. Total
2016 24,419* 119,495 259,349 73,760 477,023
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
* This number was reported earlier in error as 24,331
Month-by-month comparison of visitor counts: 2012 – 2016
The graph below illustrates similar visitation patterns when comparing the last five
years, except for September and October 2013, where the dramatic impact of the
September 2013 flood is very apparent.
24
Visitor Center telephone calls
• Staff fielded 13,564 calls as compared to 13,928 in 2015, a slight decrease of
2.61%, or 364 less calls.
• As illustrated below, calls have declined due to the impact of cell phone and
other internet searches visitors use to find travel information, yet in more recent
years, the number of calls received annually has become more stable.
Visitor Center telephone calls: 2010 - 2016
1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. Total
2016 2,144 3,619 5,441 2,360 13,564
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
25
Distribution of Guest Information Documents & the Estes Park Visitor Guide
• Guest Information Documents have been distributed from the EPVC for years,
but their distribution was not tracked until 2015; therefore, 2016 was the second
year statistics were collected.
• Guest Information Documents (local business guides) include: Dining, EP
Campgrounds, Happenings, Lodging, Rentals, Services, Shopping, and Things
to Do.
• All of the eight business guides listed above are created, updated and
maintained by Visitor Services staff except for the Happenings document and the
Lodging Guide. They are created by Visit Estes Park staff.
• The six documents created by Visitor Services staff are “living” and updated as
business information changes throughout the year: new businesses, closed
businesses, moved businesses, business name changes, etc.
• The 2015 and 2016 distribution of seven of the Guest Information documents is
illustrated in the bar graph below. 1) EP Campgrounds, 2) * Dining, 3)
Happenings, 4) ^ Rentals, 5) Services, 6) * Shopping, 7) * Things to Do,. (Those
with an asterisk * indicate that summer & winter versions are created to accurately reflect open
businesses to guests; The ^ symbol for Rentals indicates that this document is created
seasonally to reflect the various rental items available at different times of the year.)
• The Visitor Services Division shares the EP Campgrounds and the Rentals
seasonal documents electronically to Rocky Mountain National Park to share
with their guests; therefore, more of these two documents are distributed to the
public than is indicated by the graph.
• The Happenings document describes activities and events in Estes Park in the
coming week or coming two weeks, depending on the time of year.
26
• The Lodging Guide is the one guide that is not a living document; it goes to print
in May each year after it is created by Visit Estes Park.
• Lodging is the most popular guide, with a stable distribution of approximately
6,000 each year, except in 2016 when just 2,000 Lodging Guides were
distributed.
• The decrease in distribution of the Lodging Guide was due to a change in the
document format that inadvertently affected is usability. In 2017 a more
traditional Lodging Guide will be created once again by Visit Estes Park, so
distribution of this document should resume to its original 6,000 copies per year.
• Dining, EP Campgrounds, Rentals, Services, Shopping, and Things to Do, are
available for guests to view and print at: www.estes.org by selecting: Visitor
Services then: Guest Information Guides.
• It is interesting to note that the distribution of the Dining and Things to Do Guides
increased significantly in 2016 while the other guides remained relatively stable.
• The EPVC distributed approximately 43,000 of the Estes Park Visitor Guide to
individuals and to groups.
Visitor Center volunteers: The Ambassadors
• In 2016, twelve Ambassadors retired, three went on leave of absence (and hope
to return), seven new members joined the team, and there were 62 volunteers on
the roster at the end of the year.
• This roster includes seven part-time Estes Park residents who work summers
only at the Visitor Center.
• Ambassadors have traditionally provided daily assistance at the front counter
starting the week before Memorial Day in May through September, and
weekend-only assistance starting in early October into May.
• With visitation growing in both the Spring and Fall seasons, for the first time,
Ambassadors in 2016 filled a daily Fall Schedule that extended well into October
(until the weather changed and visitation decreased).
The very busy Visitor Center in October 2016
27
• In 2017, a new, daily Spring Schedule is being implemented starting on Monday,
April 17; staff is greatly appreciative of the volunteer Ambassadors stepping up to
provide this additional daily assistance at the front counter.
• Ambassadors hold two monthly meetings: Ambassador Officers (first Monday)
and all Ambassador members (second Tuesday).
• Anyone is welcome to attend the monthly Ambassador meeting to learn more
about what it means to become an Ambassador at the Visitor Center.
• At each monthly meeting, updates are provided by Town staff, Visit Estes Park
staff, and the Ambassador Officers.
• Monthly meetings also include an educational program and the opportunity for
ongoing training and fellowship.
• A volunteer appreciation breakfast was held during the September monthly
meeting, with 45 Ambassadors and four Town staff attending, for a total of 49.
Ambassador Appreciation Breakfast at the EP Museum 9-13-2016
Visitor Services annual training
• Annual training helps to prepare the Visitor Services division in supporting the
Town’s mission “…to provide high-quality, reliable services for the benefit of our
citizens, guests and employees....” The Visitor Services team’s goal at all times is
to provide current and accurate information to the public; this goal is now clarified
in the new mission statement for Visitor Services.
• The ninth annual Visitor Services training was held on May 10 for Ambassadors
and Visitor Services staff.
• During the training, presentations by
personnel from RMNP, Special Events,
the Town’s Free Shuttles, the EP Arts
District, EVRPD, the National Forest,
and Visit Estes Park provided an
excellent foundation for the upcoming
season.
• There were 67 attendees: 49
Ambassadors, 9 Visitor Services staff,
and 9 guests.
28
• Of the 30 evaluations received, 20 rated the training as excellent and 10 rated it
as very good.
• A mandatory annual training make-up session was held in June for those
Ambassadors who were unable to attend the May training session.
Additional training opportunities: lodging and Town shuttle route tours
• During the first two weeks in May, Ambassadors and Visitor Services staff toured
26 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 always given
first priority.
• During the June Ambassador meeting, Brian Wells coordinated with Rocky
Mountain Transit to provide the fifth annual tour of the Town shuttle routes.
• Visitor Services staff manages ever-changing information through frequent
research, training and updates; then in-turn, staff help 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, with the goal of keeping
guests happy so that they will want to return again to Estes Park. This supports
the Town’s vision “…to enhance our position as a premier mountain community.”
Lodging tour at Rockmount Cottages 5-12-16 Lodging Tour at the Baldpate Inn 5-12-16
Visitor Center retail sales revenue
• Visitor Center retail sales totaled $47,045, representing a slight .65% increase
over total sales in 2015, or $304 more in sales.
• This is the highest retail sales total since moving into the EPVC in April 2006.
29
• 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.
Total retail sales revenue by year
2016 $47,045
2015 $46,741
2014 $39,533
2013 $29,296
2012 $34,499
2011 $39,192
2010 $40,175
Yearly totals include miscellaneous revenue (ATM & soda commissions) and collected sales tax
Visitor Services updates Rocky Mountain National Park Map in lobby
• With changes to the roads in RMNP over
the past several years, it was time to
update the large format RMNP map in the
Visitor Center lobby.
• RMNP provided an updated file of the
map and it was newly created for Visitor
Services by a local business.
• The new map was hung in the lobby for
guest reference beginning in December.
Visitor Center hours of operation
• Summer hours in 2016 ran Monday, May
23 through Sunday, Sept. 25, 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 26 and will continue through
Sunday, May 21, 2017 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
30
To: Community Development/Community Services Committee
Town Administrator Lancaster, Asst. Town Admin. Machalek
From: Rob Hinkle, Community Services Director
Date: February 23, 2017
RE: 2016 Year End Review for the Events Division
The Events Division of the Community Services Department experienced changes in 2016,
including six new personnel. The Division had a successful year producing eleven Town events
and handling nearly two-hundred events in a variety of locations. This was highlighted by an
increase of events in the Events Center/Pavilion by fifty-eight percent. Below is a summary of
2016.
Town-Sponsored Events
● Winter Festival
○ Revenue: $44,633
○ Expenses: $47,632
○ Net: $(2,999)
○ Attendance: 2,600
● Whiskey Warm-up
○ Highlight: Attendance was up over 2015 and had more
participating distilleries than in any previous year.
○ Revenue: $9,968
○ Expenses: $5,621
○ Net: $4,347
○ Attendance: 320
● Movies In the Mountains
○ Highlight: The highlight of this series was a bicycle
parade comprised of children and their parents in
costume riding from the Visitor Center to Performance
Park to attend the movie.
31
○ Revenue: $0
○ Expenses: $3,716
○ Net: $(3,716)
○ Attendance: 660
Jazz Fest
○ Highlight: Event was standing room only both days
during featured acts. All nearby hotels were fully booked
months in advance with their patrons citing the Jazz Fest
as the main reason for staying that weekend.
○ Revenue: $0
○ Expenses: $21,134
○ Net: $(21,134)
○ Attendance: 1,500
● Wool Market
○ Highlight: This was the 26th year of the event and
revenue increased by more than $7900.
○ Revenue: $75,453
○ Expenses: $45,690
○ Net: $29,763
○ Attendance: 5,500
● Ride the Rockies
○ Highlight: Survey results ranked Estes Park as the 2nd
best overnight town with just one point below Aspen.
Survey of downtown restaurants were very positive. We
are hoping to book again in 2019.
○ Revenue: $6,620
○ Expenses: $6,071
○ Net: $548
○ Attendance: 3,500
● Cowboy Brad Singalongs
○ Highlight: This event in Bond Park throughout the summer is a
unique activity that is a “wild west” highlight for summer guests.
Cowboy Brad performed a total of 30 shows in 2016.
○ Revenue: $0
○ Expenses: $1,950
○ Net: $(1,950)
32
● Rooftop Rodeo
○ Highlight: Highest attended rodeo with sellout crowd on
Saturday night. Live music after on Saturday was very
popular. National award winning participants included
cowboys, the event announcer and the rodeo clown.
○ Revenue: $176,192
○ Expenses: $188,791
○ Net: $(12,598)
○ Attendance: 10,818
● Elk Fest
○ Highlight: 2016 was the first Elk Fest to turn a profit
within the past several years. It also had one of the
highest attendance numbers in the festival's history.
○ Revenue: $18,114
○ Expenses: $12,996
○ Net: $5,117
○ Attendance: 15,000
● Tree Lighting
○ Highlight: A standing room only crowd enjoyed
entertainment by Cowboy Brad Fitch, children’s craft
activities, cookies and hot drinks. Local businesses
participated as event sponsors by staying open later than
usual and providing treats for shoppers.
○ Revenue: $0
○ Expenses: $2,827
○ Net: $(2,827)
○ Attendance: 1,500
● Catch the Glow
○ Highlight: The addition of free professional photos
with Santa was a large hit. Out of the 300 families
who participated only 2 were from the Estes area. A
new float with 15 giant sized nutcrackers was a crowd
favorite.
○ Revenue: $5,150
○ Expenses: $26,723
○ Net: ($21,573)
○ Attendance: 15,000
33
● All Events
○ Revenue: $555,208
○ Expenses: $403,915
○ Net: $151,292
○ Attendance: 191,524
Events by Location:
● Bond Park
○ 70 Events
○ 80 Event Days
● Performance Park
○ 55 Events
○ 56 Event Days
● Event Center/Pavilion
○ 35 Events
○ 108 Event Days
● George Hix Riverside Plaza
○ 22 Events
○ 22 Event Days
● Fairgrounds
○ 11 Events
○ 52 Event Days
● Other Venues
○ 6 Events
○ 8 Event Days
● All Venues
○ 199 Events
○ 326 Event Days
Event Center Usage (and increases from 2015)
● Events Using the Event Center/Pavilion
○ 2016: 38
○ 2015: 24
○ Increase: 58%
● Days the Event Center/Pavilion were in use
○ 2016: 170
○ 2015: 82
○ Increase: 107%
● Rental Revenue from the Event Center/Pavilion
○ 2016: $64,109
○ 2015: $44,990
○ Increase: 42%
34
Event Center/Pavilion Projections for 2017:
● Bookings: 45
● Usage Days: 260
● Rental Revenue: $110,000
All Events, Already Scheduled for 2017:
● Events: 125
● Event Days: 323
● Usage Days: 453
Key Rentals:
● Vintage Market Days (2 shows and 2 “meet and greets” for a total of $24,903 in rental
revenue)
● Varsity Cheer (over $5,000 in rental revenue)
● Fall Back Beer Fest ($5,000 in rental revenue)
Walking
● Beginning in November, the Event Center has been open to the public for walking from
9am-noon on weekdays.
● In 2016, it was open a total of 28 days.
● Total attendance was 450, for an average of 16 walkers per day
Key Accomplishments
● The new events team worked together to review and update policies/contracts, organize
existing and new events, and ensure that events were a positive experience for
participants.
New Staff
● The Events Division successfully navigated a year in which a majority of key personnel
were involved in Town events for the first time. This team was able to quickly become a
cohesive team and produce high quality events. New in 2016 were the:
○ Community Services Director
○ Special Events Coordinators (2)
○ Administrative Assistant
○ Operations Manager
○ Events Maintenance Worker
Johnson Report Update
● The gap between The Johnson Report’s projected and actual net operating income was
closed considerably in 2016.
● Specifically, the Johnson Report projected that the MPEC would operate at a net loss of
$100,000 in 2016. In actuality, it operated at a net loss of $188,000.
● This gap of $88,000 is projected to close by an additional $68,000 in 2017, putting the
MPEC within $20,000 of the Johnson Report’s 2017 projections for net operating
income.
35
36
To: Community Development/Community Services Committee
Town Administrator Lancaster, Asst. Town Admin. Machalek
From: Brian Wells, Transit Program Manager
Date: February 23, 2017
RE: 2016 Year End Review for the Estes Park FREE Shuttles
2016 was a tremendous success on many levels for the Estes Park Free Shuttles:
• Ridership set a new record as more guests and residents left their cars behind
and utilized the five routes to get to their destination of choice.
• The new sponsorship program attracted 23 sponsors from within the Estes
valley.
• Both of the previous achievements assisted in bringing us the lowest riders-per-
dollar.
• The approval of the forthcoming parking structure, at the Estes Park Visitor
Center, bodes well for additional ridership in the years ahead.
• The approval for the addition of the Green Route in 2017, offering express
service from the Estes Park Events Complex Park-n-Ride to the Estes Park
Visitor Center, and Bond Park (downtown) should help ease traffic congestion
issues and improve the passenger experience.
Just a few of the 26,980 Gold Route passengers.
Community Services Memo
37
2016 Ridership Achievements:
• Ridership in 2016 increased by 15.1% or 13,338 riders for a total of 101,626. The
eleven-year total is now 627,430.
• Ridership by residents and summer workers remains steady at about one third of
total ridership.
Ridership grew in both service categories.
Summer ridership grew significantly in 2016
38
Ridership by route is relatively proportionate over the past few years.
The Blue Route had limited service hours at the four stops in the Dry Gulch Road
area for most of the summer due to road re-construction on Dry Gulch Road. Also on
the Blue Route, many of the summer workers who rode in 2015 did not use the
same accomodations in 2016. The new Dry Gulch Road will improve passenger
experience on the route. The Red Route once again saw growth. The Gold Route
ridership improved due to the trolley’s return to service following total engine
replacement in 2015. The Brown Route ridership rebounded in part due to improved
service time reliability (because of changes made to the shuttle stops).
The Elkhorn Express is a favorite with all ages.
39
Riders per day echoes overall ridership.
Note: July 4th shows about a 3,000 passenger increase over the normal daily average.
Passengers boarding the Blue Route shuttle outside the EPVC.
40
The following table compares ridership by route, month and year. We keep a close
tab on all passenger trends so that resources and services are allocated as
judiciously as possible.
Note that the number of service days offered in June and September fluctuate
based on each year’s calendar and that is reflected in the ridership counts.
The Parks Division has provided
benches at this stop at the west
end of the Gold Route and at the
east side of the Estes Park Visitor
Center. Individual businesses
located at various shuttle stops
have also offered passengers a
nice place to wait for the shuttles.
41
The Town provided transportation for guests and residents during several events
outside of the summer shuttle season over the past four years and more people are
taking advantage of the services offered:
2016 Scot Fest shuttle usage maintained an upward trend:
42
July 4th ridership remained strong in 2016 (the 4th on a Monday) when compared to
2015 (the 4th on a Saturday):
We utilize the Town’s social media outlets to help promote special services and
other information related to the shuttles.
43
Similar graphics are utilized at the shuttle stops and in the Estes Park Visitor
Center to provide easy recognition by passengers.
Labor Day weekend ridership was much higher in 2016. Traffic on Hwy 34 was the
busiest that we have witnessed in the past few years.
44
Hwy 34 – Big Thompson Ave. looking east from the Estes Park Visitor Center
(EPVC) on Sunday, September 4, 2016. For at least 2 hours, traffic was backed
up past the top of the hill entering the intersection of Hwys 34 & 36. The parking
lot at the EPVC was at capacity for an even longer period of time. There were
similar traffic and parking patterns on Saturday and Monday of Labor Day
weekend.
With the cancellation of service for Santa’s Workshop and Tinsel Tavern Tour, we
reallocated the money to test using two trolleys on the Gold Route. The second
trolley operated from about Noon to 5 p.m. each day. This was particularly helpful in
negotiating the traffic approaching the EVFPD boot-block at Bond Park. We
anticipate that the Green Route shuttle will be of similar assistance in 2017.
Trolley drivers used radio communications to maintain equidistant departure
times from the Estes Park Visitor Center (EPVC), resulting in a trolley leaving the
EPVC every 15-20 minutes. The increased service resulted in much higher
ridership and happier passengers.
45
Dollars per Rider:
Record ridership and sponsorship contributions helped achieve lowest dollars per rider
in 2016.
2016 Sponsorship Program:
Twenty-three sponsors contributed $5,700 in 2016. Each sponsor received a
recognition listing on the 2016 shuttle map/schedule and at estes.org/sponsorshuttles
Contributors included:
Quality Inn Sombrero Stables Good Samaritan Estes Park
Village
Salud Family Health Center Bank of Colorado Rocky Mountain Chocolate
Factory
Rocky Mountain Park Inn Rooftop Rodeo River Stone & Bear Paw
Resorts
Rocky Mountain Gateway Estes Park Condos Rocky Mountain
Conservancy
StoneBrook Resort Saddle & Surrey Motel Tavern 1929 at Marys Lake
Lodge
Sweet Basilico Wear Me Out T’s Lazy B Chuckwagon Supper
Show
Old Fashion Candy Store Awesome Shirtworks Mike Richardson, Realtor
First Colorado Realty Estes Park News
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Thank you also to these organizations for their support:
• The Estes Area Lodging Association (EALA) paid for the distribution of several thousand
shuttle maps/schedules through Eve Brochure Rack Services at locations throughout the
Estes valley.
• The following organizations included the 2016 shuttle map/schedule in their visitor guide
publications:
o Vacationland
o Visit Estes Park
Sponsor contributions helped offset the Estes Park Free Shuttles’ operating expenses.
Trolley (Elkhorn Express) Maintenance:
The Town’s trolley performed admirably this year following total engine replacement.
Maintenance fixed a faulty power steering pressure hose (in-season), replacement of
the heater hose system (post-season), and overhaul of the A/C system in both units
(pre-season).
Shuttle Committee:
The members of the Shuttle Committee continue to work on ways to improve service
and increase passenger access.
2016 committee participants included; Ken Arnold, Janice Crow, Charley Dickey,
Elizabeth Fogarty, John Hannon, Brooks Lloyd, Tom Moore, Greg Muhonen, Sandy
Osterman, Julie Pieper, Justin Kearney, Kate Rusch, Teri Salerno, and Rob Hinkle.
Sandy Osterman continued to act as the liaison from the Shuttle Committee to the
Transportation Advisory Board in 2016, sharing information between the groups.
Current shuttle information is always available at: estes.org/shuttles
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ADMINISTRATION Memo
To: Community Development/Community Services Committee
Frank Lancaster, Town Administrator
From: Travis Machalek, Assistant Town Administrator
Date: February 23, 2017
RE: Memorandum of Understanding with Estes Park Housing Authority
Objective:
To review minor changes to the memorandum of understanding (MOU) between the
Town of Estes Park and the Estes Park Housing Authority (EPHA) and make a
recommendation to the Town Board.
Present Situation:
Staff from the both Town and the EPHA have been working on two minor changes to
the MOU between the two organizations. The changes pertain to billing for information
technology services and the mechanism by which the Town provides funding to the
EPHA.
The EPHA has been paying for the cost of information technology (IT) services provided
by the Town for the last two years. This is not reflected in the current version of the
MOU and an update is needed for accuracy. The Town’s Information Technology
division determines the cost for these services and bills the EPHA on a monthly basis to
cover these costs.
The change in funding mechanism would allow the Town greater flexibility in choosing
the manner in which it provides financial support to the EPHA. At this time, the MOU
stipulates that the EPHA must use the Town’s Community Services Grant funding
program to make any funding requests.
The EPHA Board approved the changes to the MOU on February 8, 2017.
Advantages:
• Ensures adequate coverage of the Town’s costs to provide IT support to the
Housing Authority
• Allows greater flexibility for the Town in choosing how to fund the EPHA
Disadvantages:
• None
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Budget:
There is no direct budget impact to the Town from this item.
Level of Public Interest:
Low
Sample Motion:
I move to recommend the Town Board of Trustees approve/deny the changes to the
memorandum of understanding between the Town of Estes Park and the Estes Park
Housing Authority and authorize the Mayor to sign, to be included as a consent item at
the February 28, 2017 Town Board meeting.
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1
MEMORANDUM OF UNDERSTANDING BETWEEN THE TOWN OF ESTES PARK
AND
THE ESTES PARK HOUSING AUTHORITY
THIS MEMORANDUM OF UNDERSTANDING (“MOU”), is effective this 28th day of
May, 2013, and revised on February 14, 2017 by and between the ESTES PARK
HOUSING AUTHORITY (“EPHA”) and the TOWN OF ESTES PARK (the “TOWN”), a
municipal corporation.
RECITALS
THE ESTES PARK HOUSING AUTHORITY was formed by the Town of Estes
Park on April 7, 1993 through resolution #15-93.
THE ESTES PARK HOUSING AUTHORITY’S mission Statement is:
‘ In order to create a balanced and sustainable community, the Estes Park Housing
Authority creates and facilitates housing opportunities for low to moderate income
households.’
THE ESTES PARK HOUSING AUTHORITY having been formed by the Town of
Estes Park, is charged to regularly investigate, research and monitor on an ongoing
basis the local housing market conditions, needs and gaps: to make recommendations,
offer solutions and fill the housing needs as they arise in order to meet the housing
needs of the Estes Park community. The EPHA, develops and manages housing
projects and programs for the residents of the Park R3 school district.
The TOWN has provided continual financial and administrative support to assist
EPHA in providing affordable housing services to area residents.
EPHA and the TOWN wish to clarify and document the level of anticipated
support given to EPHA by the TOWN.
IN CONSIDERATION OF THE FOREGOING RECITALS, WHICH ARE
INCORPORATED HEREIN, the TOWN and EPHA agree as follows:
1. Office Space. The TOWN agrees to provide, free of charge, office space to
EPHA. The location and size shall be determined by the TOWN after
consultation with EPHA. The TOWN will make reasonable efforts to
accommodate EPHA, but offers no guarantee of its ability to provide office space.
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2
The TOWN agrees to furnish, at no cost to EPHA, electric, heat, water, and
telephone services and telephone for the office space. EPHA is responsible for
its office furniture, supplies, equipment and computers. In the event office space
is not available in Town facilities due to Town needs, EPHA shall be responsible
for its own office space, including utilities.
2. IT (Information Technology) Services. The TOWN agrees to furnish, free of
charge, networking connectivity services for the use by the EPHA at the office
space provided by the TOWN. The cost for these services will be determined by
the IT Department on an annual basis and billed monthly to the EPHA.
3. Mail Services. The TOWN agrees to permit the EPHA to utilize the PO Box of
the TOWN (PO Box 1200) and to receive and send mail from the Town Hall
location or other location as the TOWN designates.
4. Legal Services. The TOWN agrees to pay for legal services provided by the
Town Attorney up to an annual maximum amount of $10,000. EPHA agrees to
only use the Town Attorney on a limited basis and not for any legal matters
regarding tenants, evictions, and regulatory issues. EPHA has utilized, and will
continue to utilize, outside attorneys for these listed issues. EPHA is solely
responsible for all fees charged by said outside counsel. EPHA agrees to refer
any matter to outside counsel which the Town Attorney, in his sole discretion,
determines that it is not appropriate for the Town Attorney to provide legal advice
to EPHA.
5. Copier and Fax Services. The TOWN agrees to allow EPHA to utilize copier and
fax services. EPHA agrees to pay for copies and paper.
6. Annual Funding. The TOWN agrees to consider an annual funding request
through whichever method/funding mechanism is appropriate. its Community
Services Grant. . The Town agrees to inform the EPHA on how they wish to
receive their funding requests. EPHA agrees to continue to attempt to reduce its
annual request for funding. The TOWN makes no guarantee that any funds will
be allocated to EPHA.
7. EPHA Employees Benefits Plan. To the extent permitted by law and the terms of
third party provider agreements, the TOWN shall allow EPHA employees to be
covered for all current Town benefits (medical, dental, vision, EAP, health club,
flex plans, etc.). EPHA shall reimburse the TOWN for all costs of the benefits for
EPHA employees plus an administrative fee equal to 3% of the medical benefits
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3
for the management and administration of those services. EPHA understands
and agrees that the TOWN shall not be responsible for any human
resource/personnel matters as part of its provision of the benefits. Neither EPHA
nor its employees shall seek advice or counsel from the TOWN with regard to
any human resource/personnel issues concerning EPHA employees. EPHA
specifically waives any claim against the TOWN and any individual employee,
consultant, agent, or volunteer of the TOWN for any act or omission in the
performance or non-performance of its benefit processing and administrative
services for EPHA employees.
8. Annual Appropriation. EPHA acknowledges and agrees that any requirements
for future appropriations by the Town to provide funding and/or services to EPHA
shall constitute only currently budgeted expenditures of the Town. No provision
of this MOU shall constitute a mandatory charge or requirement in any ensuing
fiscal year beyond the then current fiscal year of the Town. No provision of this
MOU shall be construed or interpreted as creating a multiple fiscal year direct or
indirect debt or other financial obligation of the Town within the meaning of any
constitutional or statutory debt limitation. This MOU shall not directly or indirectly
obligate the Town to appropriate funds beyond the Town’s then current fiscal
year.
9. Notice. Any notice required or permitted by this MOU will be deemed effective
when personally delivered in writing or three (3) days after notice is deposited
with the U.S. Postal Service, postage prepaid, certified, and return receipt
requested, and addressed as follows:
Estes Park Housing Authority Town of Estes Park
Attn: Executive Director Attn: Town Administrator
P O Box 1200 P O Box 1200
Estes Park, CO 80517 Estes Park, CO 80517
10. Annual Review. The Parties agree to meet, through their administrative staffs,
to discuss the terms and conditions of this MOU, any future issues, any other
issues needed to be addressed in this MOU, and make recommendations to the
Board of Trustees and the Housing Authority Commissioners for any appropriate
amendment to this MOU.
11. Entire Agreement. This MOU embodies the entire agreement of the Parties.
There are no promises, terms, conditions, or obligations other than those
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4
contained herein, and this MOU supersedes all previous communications,
representations, or agreements, either verbal or written, between the Parties.
This MOU may not be modified or amended except by written agreement of the
parties.
12. Termination. Either party may terminate this MOU upon one hundred eighty
(180) days written notice prior to the end of any calendar year. Said termination
shall be effective as of the last day of the applicable calendar year.
13. Governmental Immunity. The Parties understand and agree that each party is
relying on and does not waive, by any provision of this MOU, the monetary
limitations, terms or any other rights, immunities, and protections provided by the
Colorado Governmental Immunity Act, Section 24-10-101, C.R.S., as from time
to time amended, or otherwise available to the Parties or any of their officers,
agents or employees.
ESTES PARK HOUSING AUTHORITY TOWN OF ESTES PARK
By: ____________________________ By: _________________
ATTEST:
_____________________
Town Clerk
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