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Home My WebLink AboutMINUTES Community Development Committee 1997-09-04BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee September 4, 1997 Committee: Attending: Also Attending: Absent: Chairman Doylen, Trustees Barker and Marshall Trustees Barker and Marshall Town Administrator Klaphake, Directors Hinze, Kilsdonk and Stamey, Advertising Manager Marsh, Clerk O'Connor Chairman Doylen Trustee Marshall called the meeting to order at 8:01 a.m. SPECIAL EVENTS. Event Critique, events: Director Hinze reported on the following Westernaires (39th Year) - This is a worthwhile youth organization, and they produce income for the Park School District (school rental). This year's attendance was at all time high despite inclement weather. The Westernaires have signed a two-year contract this year. Barrel Racing Association (1st Year) - First-time event; most likely will not return as this show is moved every year. Participation was negligible, and staff would request a guaranteed minimum should they return. Rodeo Stock Contractor Agreement. The Committee reviewed said Agreement with Powder River Rodeo Productions, Inc. The Agreement is for 1998 and includes 1-year renewals through 2000. The fee is $30,200, an increase of $2,700 from the previous 3-yr. Agreement. The Rooftop Rodeo Committee has met with Powder River and both parties have agreed on a new 3-yr. contract. The Committee recommends approval of the Agreement as presented. Event Ranking. Director Hinze reported on the 1996 top 25 events/conventions as listed in the Northern Colorado Business Report: #7 Christmas Parade, #8 Scottish Festival, #12 Rooftop Rodeo, #20 Wool Market, #22 Fine Arts Guild Crafts Show, and #25 Art Walk/Jazz Fest. Christmas Holiday Event Weekend - Report. This event is scheduled December 12-14, 1997, and staff reported on the proposed events: begins 12/12 at 4:00 p.m., and concludes 12/14 at 4:00 p.m. Organizers are the Business Advocates, Chamber Resort Assn. (CRA) and Special Events Dept. CRA Director David Thomas presented a new poster for this event entitled "Celebrate Estes Park." The poster will be distributed across the Denver marketplace, and 100 corporate locations, as well as Northern Colorado. Organizers are working with Channel 4 for a live remote on either Friday or Saturday night. The poster was drawn by Seamus Berkeley, with assistance from Peter Marsh. Organizers will attempt to capture front range communities by producing a superior holiday event. Elkhorn Ave. will be closed from E. Elkhorn where it intersects with Riverside Dr. west to Spruce St. The street closure will be formally BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - September 4, 1997 - Page 2 presented at an upcoming Public Safety Committee meeting. Stores have been requested to stay open, and organizers are raising money for sponsorships. Entertainment includes: carriage and wagon rides, carolers, chestnuts roasting, bonfire, pony rides, bands, Santa and elves, and dance. A substantial fireworks display is planned on Friday evening, and on Saturday, the "USA Show Stoppers" (approx. 60 teenagers) , dressed in Dickens costumes, will appear in Bond Park. This group opened the show for the City/County Building Christmas Lighting Ceremony. Stanley Village, RMNP, and the Estes Park Brewery are also participating. A similar event is not being promoted, and organizers believe this weekend could become a premier holiday event for Estes Park. Package lodging and meals will be promoted in ads and on the poster. Mr. Thomas encouraged ideas/contacts, and commended the joint team effort from staff and the Business Associates. Sound System/Elkhorn Avenue - Authorization to Purchase. In a memorandum dated August 26, 1997, Administrator Klaphake reviewed past experience in the rental of a sound system to provide downtown Christmas music, including music for the Christmas Parade. Staff is proposing the Town lease purchase a wireless sound system at a cost of $38,631. Equipment would be purchased from MountainSong Music who provided the specifications. Four-year lease purchase bids were solicited from local financial institutions: Institution Interest Rate Annual Payment United Valley Bank Park National Bank 6.24% 6.653’ $11,220 $11,316 Staff is recommending the lease purchase of equipment from MountainSong for $38,631, financed by United Valley Bank. Administrator Klaphake noted that the lease purchase for the tents finalizes this year, thus funding is available beginning in 1998. The 1997 Budget must be amended to include the initial purchase as a first year revenue and expenditure, with the annual payment of $11,220 shown as an expenditure beginning with the 1998 Budget. Staff^ is planning on purchasing the equipment for the 1997 holiday season. Director Hinze reviewed the equipment specifications as prepared by MountainSong, including the proposed sites for receiver/speaker locations. Store owners have not yet been contacted; if they agree with placement, waivers will be obtained. The Master System would be installed on the Municipal Bldg., and receivers spread throughout this system. There will be three areas for wireless microphones: W. Elkhorn, mid-Elkhorn and East Elkhorn which will provide a significant service for all parades/events. Staff confirmed that the installation will not be performed in- house due to liability concerns. There could be minor expenses (electrical and ASCAP license), and these costs would be funded from the Stanley Park budget. Ownership would occur at the end of 4 years. The Committee recommends approval of staff's request to purchase the equipment from MountainSong Music for $38,631, financed by United Valley Bank, as presented. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - September 4, 1997 - Page 3 Upcoming Events: Scottish Festival is September 5-7; the Fine Arts Guild Craft Fair September 13-14; Autumn Gold September 20-21; and the Mini Railroaders Assn. are sponsoring a train show September 27-28 in Barn W, and over 1,000 are expected to participate. COMMUNITY DEVELOPMENT. 1997 Advertising Report. Manager Marsh reported on the Fall Television Campaign. The primary Target Market is young, affluent adults who use television news as their primary source of information rather than the News, Post, or other local daily newspaper. The secondary market is a broader age range of 21 - 54. The theme is the proximity to the Front Range resident for recreational activities, commercial activities, wildlife, scenics in and around Town and RMNP summarized with the tag "Estes Park - more than you can do in a day - such a short drive away" (so much to do, so close to you). Production is by Nick Molle', Marsh and the Advertising Policy Committee. Manager Marsh reviewed the time slot schedule which will air Thursdays through Sundays, ending 12/12-13. The Town last advertised on Channel 4 in 1989. Staff reported the television campaign is $15,000 plus production. Manager Marsh commented on the sponsorship program between Steamboat Springs and Channel 4. This campaign is a test, and staff will report the results in January. 1997 Magazine Conversion Study Agreement - Request Approval. Manager Marsh stated that the survey instrument is complete, and selection of names will be complete by mid-month, when the mailing will begin. RRC performed a similar study in 1993, and a different approach in the managing of data is being proposed to minimize costs. This study will establish a basis for annual mini-conversion studies. The Committee recommends approval of the Agreement with RRC Associates as presented. MUSEUM. Personnel. Following interviews of five candidates, staff has elected not to fill the Curator position until 1998. Michelle Zupan has agreed to work full-time as "Acting Curator" until November 14th. Negotiations are underway with one of the candidates to install the winter exhibit "The Prints of Lyman Byxbe", opening November 22n . Upcoming Events. A joint reception with the Art Center is planned September I91:h for the Images of the West: John Fielder Photographs Exhibit. John Fielder will do a book signing at the Museum on September 23r from 3:00-4:00 p.m. +• ViThe Friends Annual Meeting is scheduled September 28 at The Stanley Hotel. Featured Speaker is Susan Davis, Director of the Stanley Museum in Kingfield, Maine. Dinner is $25.50/person. The American Association for State and Local History and Colorado-Wyoming Association of Museums will have a Joint Annual Meeting October 1-4 in Denver. The Museum is hosting a reception for 46 attendees for a pre-conference tour of Estes Park on October 1. The new "Tracks in Time" video will be available for viewing at the conference, and the brochure is included in the conference packets. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - September 4, 1997 - Page 4 Collections Policy. The Advisory Board and staff are recommending a modification to the Museum's Collections Policy. Two changes would clarify who has access to the collections and under what circumstances, and adds staff, Friends and Advisory Board members and volunteers to the "Ethics" section. The Conuaittee recommends approval of the modifications as presented. Museum Attendance Statistics. Attendance is down this year due to renovation; however, July is comparable to 1995, including membership. There being no further business. Trustee Marshall adjourned the meeting at 9:00 a.m. Vickie O'Connor, CMC/AAE, Town Clerk IAPPROVED3e I i TGW'i OF tSTK I I BOARD Of |