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HomeMy WebLinkAboutMINUTES Community Development Committee 1999-02-25BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS /community Development Committee February 25, 1999 Committee: Attending: Also Attending: Chairman Barker, Trustees Doylen and Marshall All Assistant Town Administrator Repola, Directors Hinze, Kilsdonk, Pickering, and Stamey, Advertising Manager Marsh, Deputy Clerk van Deutekom Chairman Barker called the meeting to order at 8:00 a.m. 1. SPECIAL EVENTS a. Parade Permits - Request Approval. The Rooftop Rodeo Committee requested a parade permit for July 6th, 10:00 to 11:00 a.m. Floats, bands, walkers, horse drawn units, and horse groups will start at West Park Center on West Elkhorn Avenue, proceed east to Highway 36, to Fourth Street, concluding at the Fairgrounds. Special Events is requesting a parade permit for the Christmas Parade on November 26th, 5:30 to 6:45 p.m. Floats, walkers, and bands will start at West Elkhorn Avenue and Spruce Drive, proceed east and conclude at the Chamber Resort Building on Highway 34. The Committee recommends approval of both permits as presented. b Celebrate Estes Discussion. Director Hinze reported that this third-year event is co­ sponsored by the Town, Chamber Resort Association (CRA), and Business Advocates. The Celebrate Estes Committee discussed changes for 1999 to better accommodate businesses not located on the two closed blocks of Elkhorn Avenue. Suggestions included holding the event one weekend only (December 11th and 12 ) and additional signage for stores in the West Park Center area west of Spruce Drive. Street closures would Include Elkhorn Avenue from Riverside Drive to Moraine Avenue and Moraine Avenue to Spruce Drive. Moraine Avenue will rfma'n °P®" westbound traffic. The projected budget for the event is $J8’00° ^ns T°ark contributions, merchant contributions, and the balance from EPIC [E Improvement Contribution] Funds). Director Hinze presented a petition received from concerned merchants re9ar*n9 *® S cloru'es and a discussion followed regarding downtown support, location options, signage, event continuation, and funding. merchant VHowever,9ail events do enhance the community and, therefore, will benefit merchants overall. Pat Wanek, of Winona Knits, reported that even though her business Bond and Tregent Parks instead of only Elkhorn Avenue. ., _. £ PR A rii«sruss©d fund raising. He stated that local donations for event participants rate this event very favorably. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - February 25,1999 - Page 2 Dan Via, of Wild Spirits Gallery, stated that he would support a single weekend event and explained that the street closure is the heart of the event and makes this event special. He stated his support for closing Elkhorn Avenue and making every effort to expand the benefits to the outer areas, noting Estes Park does not end at Bob’s Amoco. The Board previously approved a three-year commitment to Celebrate Estes and all agreed that in order for this event to be successful, more financial support from local merchants is necessary. Director Hinze reported that a sponsorship notification letter, with a requested return date of April 15th, will be mailed to merchants to determine their level of commitment. The CRA can then decide if there is enough support to proceed with this event. Chairman Barker urged Director Hinze to increase activities outside the barricaded portion of Elkhorn Avenue. Following the conclusion of all discussion, the Committee recommended proceeding with the event for 1999, pending on update from staff on sponsorship. c. Fairgrounds Electrical Work Phase II - Approval Request. Director Hinze reported that Estes Valley Electric submitted a Scope of Work for Phase II of the electrical work for the Fairgrounds. The estimated cost of Phase II is $26,786.00 and will include the following upgrade of the current system; • Eliminate all overhead wiring, both primary and secondary in the maintenance, office, and arena grandstand areas. • New underground service to maintenance and office buildings. • Underground grandstand electrical distribution. • Underground main arena lighting. • New 400 amp electrical distribution located behind bull pens to service Hay Barn, RV spaces, north arenas and existing distribution located behind the seating north of the main arena. Director Hinze explained that the electrical service to the RV spaces will also be upgraded as part of Phase II. The Committee recommends approval of the Scope of Work from Estes Valley Electric, Inc. as presented. Chairman Barker noted that the difference between the budgeted amount of $30,000 and the estimated cost of $26,786.00 will remain as contingency funds for unforeseen project related expenses. d. Event Evaluations: (2/13 and 2/14) Winter Trail Days - Snowshoe Weekend. This first-year event was very successful and received significant support from Rocky Mountain National Park, merchants, and volunteers. An estimated 3,000 participants attended this event which was held February 13th and 14th. Local merchants reported increased merchandise sales and rentals and event organizers reported that an additional snowshoe weekend may be added next year due to the success of this year’s event. Dog Weight Pull. This event, held February 13th and 14th in Bond Park, was veiy successful. Warm weather drew good crowds to view over 65 dogs that participated in this annual event. e. New Special Event for the Fall of 1999 - Request Approval. Director Hinze reported on a new special event for the Fall of 1999: The Elk Fest (official name determined) would be centered around elk viewing and education. It would be held at the Fairgrounds October 16th and 17th and organized by the Special Events Department and Elk Fest Committee (consisting of the local residents). Activities would include seminars on photography, elk habitat, bugling, art shows, archery contests, bugling contests, and elk viewing tours. The concept is to educate visitors and encourage their BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - February 25,1999 - Page 3 return other weekends to enjoy the wildlife. The budget income is estimated at $13,495.00 and expenses at $11,050.00. The Committee recommends approval of the new special event as presented. f. Rooftop Rodeo Committee - Report. Gary O’Connor, President of the Rooftop Rodeo Committee, reported on upcoming rodeo-sponsored events. The Estes Park Antique and Collectibles Show will be held Memorial Day weekend in Barn W. This activity is very popular and it should be well received. Mr. O’Connor also reported that tickets are currently on sale for a trip for two to Las Vegas in December 1999. The trip drawing will be held July 11th. Mr. O’Connor noted that the Rodeo Committee is currently working to add Chuck Wagon races to this year’s Rodeo. CHAMBER RESORT ASSOCIATION fCRAI a. Market Advisory Council (MAC). Chamber Resort Assn. Director David Thomas reported that the MCA continues to meet monthly. A general outline of goals has been established and the creation of a marketing plan is currently underway and will be presented to the CRA Board in March. In 1998, the EPIC (Estes Park Improvement Contribution) Fund raised $162,000 and set a $200,000 fund raising goal for 2000. COMMUNITY DEVELOPMENT a. New Jeep for Building Department - Request Approval. Director Stamey reported that presently the Community Development Department (CDD) is using one vehicle for three personnel (two building officials and one planner/code enforcement person). Director Stamey noted that $23,000 was budgeted in 1999 for a new CDD vehicle. Bids were received from Rains Motor Company ($18,943) and Foothills Auto Plaza ($19,144). The Committee recommends approval to purchase one 1999 Jeep Wrangler from Rains Motor Company for the total price of $18,943.00. b. Web Page Information. Director Stamey explained the development of the Estes Park Community Development web page which currently includes agendas for the Estes Valley Planning Commission meetings and study sessions. In the future, the Comprehensive Plan, Development Code, area maps, the Community Profile, and other information will be made available. Director Stamey noted that they are attempting to coordinate with Larimer County to provide the draft Estes Valley Development Code on their web site as well. MARKETING a. Advertising Report: Manager Marsh reported that ads for Estes Park are currently running in 14 magazines including Travel, Sunset, Outside, Better Homes & Gardens, and Southern Living. A "geo-demographic" edition of Reader's Digest and Frommeds Budget Travel, a magazine in it's second year of publication, are currently being tested. Sally Anderson, of Market Reach, presented the 1998 clip report. She noted that the cost of a column inch in the Denver Post was $75 in 1992 compared to $147.50 in 1999. Copies of articles on Estes Park from calendar listings, supplementals, special event sections, and magazines from the Denver Post, The Gazette (a Colorado paper) Motorist, the Houston Chronicle, and the Boulder Camera were presented to the Committee. Ms. Anderson also reported that Wild Encounters, The Best AnirnaF Watching Ad^/f^ntiims in the U.S.. by Diane Bair and Pamela Wright contains a chapter on the elk of Estes Park. b. Conference Center Report: Director Pickering presented the 1999 Marketing Plan which included Market Analysis, Competition Analysis, Marketing Strategy & Goals, Marketing Action Plan by Quarters, Advertising Plan, and the Public Relations Plan. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - February 25,1999 - Page 4 Conference Center HVAC - Request Approval. Director Pickering reported that due to recurring problems with the Conference Center HVAC system, the Town hired Tolin Mechanical Systems to maintain the system for one year. After a number of major repairs to the furnace/heat exchanger unit located on the rooftop, Tolin recommended replacing the furnace/heat exchanger system with a boiler/hot water coil system. Tolin explained that the furnace was incompatible with the type of heat exchanger used and was a poor original design. They also explained that a boiler/coil type system should have been incorporated with the original HVAC design. The Town received two other opinions, one from the architect/designer of the building and one from Wyco Mechanical Services. Both opinions confirmed Tolin’s recommendation. The Town solicited bids for the HVAC replacement project from Wyco Mechanical Services ($46,990) and Tolin Mechanical Systems ($69,850). The low bid cost estimate included: HVAC (Wyco Bid) Boiler room modification per UBC: Contingencies @ 15%: $ 46,990 $ 2,000 $ 7.000 $ 55,990 Director Linnane explained funding options for the project. The 1999 budget includes $20,000 for routine maintenance and $35,990 is available from the Atrium budget line item (due to other circumstances, the Atrium project is indefinitely on hold). Director Linnane noted that an additional bid is expected and he requested that the Committee approve a not to exceed amount for this project in the event the third bid is lower than the Wyco bid. The Committee recommends approval of the replacement of the furnace/heat exchanger system with a boiler/hot water coil system at a not to exceed cost of $55,990. 5. MUSEUM a. Monthly Report: Director Kilsdonk reported that March 7th will be the last day of the Rocky Ridge Music Center, Then and Now exhibit. Admission is free. March 19th is the opening exhibit reception at the Museum for Power! The Story of the Fall River Hydroelectric Plant. The reception is sponsored by the Stanley Hotel, the Friends of the Museum, and the Town. Admission is free and open to the public. The exhibit will be on display through June 20th. Mike Mangelsen will lead a tour of the hydro plant on April 3rd. The last day for the Collectors’ Choice exhibit is April 4th. Admission is free. Members of the Museum’s Advisory and Friends Boards met February 17th to review the Museum’s strategic plan for 1999. A revised plan will be presented to the Committee at the March meeting. The collections re-housing project is proceeding according to schedule. A fire wall separating the collections from the workroom and kitchen will be constructed in March. Additional cabinets will be delivered March 9th. Re-housing of objects will begin once all new storage furniture is in place. The project will be completed by August, 1999. 6. SENIOR CENTER a. Monthly Report: Jody Thompson, Director, reported the seniors are establishing a Friends Board and Senior Advisory Board. Two resignations were received last month and steps are being taken to replace the vacated positions. The Middle School requested senior volunteers to assist students with their reading skills and the High School Social Studies Department requested senior volunteers well-versed in local community issues to speak to their classes. The sale of house number signs continues as an intergenerational activity with members of the Youth Center involved in BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Community Development Committee - February 25,1999 - Page 5 installation. The meal program continues with a commitment for improved networking by medical providers to advertise the program. Special Transit: Mr. Steve Blackshire, with Special Transit, reported that a public information meeting was held February 24th at the Senior Center. Approximately 50 people attended the meeting and they overwhelmingly supported a transit service. Mr. Blackshire stated Special Transit would provide accessible (including handicapped accessible) transportation to local residents and would not replace or duplicate existing services. Federal funds are available for the establishment of this service at a 50% match. Operating expenses are estimated at $29,000 to provide service 2 days a week for 52 weeks. Federal funding would cover $14,500, Special Transit would provide $7,250 and the Town would be responsible for the remaining $7,250. Discussion followed regarding a fee schedule. In order to receive funds in 2000, the Federal application must be submitted by April 1999. Mr. Blackshire reported that services for 1999 for anyone who has a need can also be provided utilizing existing Special Transit funding. All agreed that this would be extremely beneficial to local residents. The Committee supports the concept and recommends amending the year 2000 budget to fund the Town match of $7,250. There being no further business. Chairman Barker adjourned the meeting at 10:00 a.m. Rebecca van Deutekom, Deputy Town Clerk j k a u 'W i' ^ t; MAR 9 1595 ^ V f Of I