HomeMy WebLinkAboutMINUTES Community Development Committee 2003-05-01RECORD OF PROCEEDINGS
Town of Estes Park, Larimer County, Colorado, May 1, 2003
Minutes of a Regular meeting of the COMMUNITY DEVELOPMENT
COMMITTEE of the Town of Estes Park, Larimer County, Colorado.
Meeting held in the Municipal Building in said Town of Estes Park on the 1st
day of May, 2003.
Committee:
Attending:
Also Attending:
Absent:
Chairman Doyien, Trustees Barker and Habecker
Chairman Doyien, Trustee Habecker
Assistant Town Administrator Repoia, Advertising Mgr.
Marsh, Business Development Director Pickering,
Conference Center Marketing Mgr. Larsen, Special Events
Mgr. Hinze, Clerk O’Connor
Trustee Barker
Chairman Doyien called the meeting to order at 8:00 a.m.
RIISINESS DEVELOPMENT DEPARTMENTS.
REPORTS:
Advertising Dept. Mgr. Marsh reviewed the Bi-Monthly Report:
■ Requests for Information - as of 3/31/03, requests are down
significantly (-36.8%) as compared to 3/31/02 due to the number of ad
placements that were moved out of March and into April and May this
year.
■ E-mailed requests were down an adjusted -4.29%. The adjustment is
due to conducting a broadcast e-mail campaign to previous requesters
of Vacation Planners during March. This trial witnessed a 17% return
and was efficient.
■ WATS line calls - down 28.56%.
■ Conversion Study 2002 - Highlights of the Executive Summary include
> 57% of respondents who requested information actually
visited Estes Park (higher than in past years)
> Overall expenditures averaged $940/party (higher than last
year)
> Average party size is 3.8 persons, up from 3.3 persons last
summer
> Average number of nights stayed in the Estes Park area was
4.0, up substantially from 2.9 last summer
> Overall, 58% said that Estes Park was their primary
destination on their trip, up substantially from 36% in the
summer of 2001.
■ Work in Progress;
Ad productions for Fall, Wool Market, and June Series Rodeo
'Z Jazz Fest Promotion
^ Crisis Communication Plan (public information system designed to
protect corporate image in a critical incident)
^ Start 2004 Media Planning
RECORD OF PROCEEDINGS
Community Development Committee - May 1, 2003 - Page 2
Conference Center. Conference Services Manager Larsen reported on the
following:
^ Destination Colorado Website, www.destinationcolorado.com. The
Conference Center is a member of this official statewide online meeting
planner guide that is fast becoming a powerful tool in marketing. The
website features “Major Announcements from Colorado”, and “Hot
Dates”: and a sample announcement was presented entitled “The Estes
Park Conference Center and adjoining Holiday Inn - Rocky mountain
Park Reveal Redesigned Guest Rooms”. Hot Dates are used to
enhance lagging bookings during a specific period of time. The
membership fee is $600/yr.
^ Estes Park Film Commission. Criteria for film commissions are
established by the State, and staff is working on establishing a resource
library. The March snowstorm proved very beneficial for commercials,
with ads filmed at MacGregor Ranch (Marlboro Adventure Team), Aspen
Lodge (Swiss Cell Phone Co.), and RMNP (Lexus). These commercials
generated 95 room nights and “location” fees for the properties. This
Commission is funded from PRPA economic development monies and
EPIC funds. Pursuant to a request. Mgr. Larsen will provide specific
information on the number of categories and subcategories for the
resource material.
ACTION:
Special Events Dept. Mgr. Hinze presented the following standard agreements for
approval:
1. Colorado Arabian Horse Club, July 1-7, 2003
2. Rocky Mountain Team Penning Association, September 13-14, zuuci.
Staff has advised Town Attorney White of a potential conflict with this 3-yr.
Agreement due to future planning efforts for the fairgrounds facility, thus Attorney
White is reviewing the Agreement. Thus, staff is requesting the final Agreement be
submitted directly to the Town Board May 13 for consideration/approval.
3 McW Management Group/Colorado Hunter-Jumper Association, 3-yr.
■ Agreement, July 23-August 10, 2003; July 21-August 8, 2004, and July
21-August 8, 2005.
The Committee recommends approval of Items 1 and 2, recommending
approval of Item 3, contingent upon review by Attorney White, presenting this
item directly to the Town Board, May 13 .
4 Special Events Policy Manual - Proposed Revision to Include New
Performance Park Regulations. Mgr. Hinze presented a new section
entitled “Performance Park Regulations” for insertion in the Policy
Manual. Performance Park is intended for community musical and
theatrical events, and is not designed for art shows or shows that seH
vendor spaces. All current regulations contained in the Park Use
Regulations and the Park Use Procedures shall apply to Performance
Park. This is the first time a fee is being proposed for the use of a Tow
park and a fee schedule was presented for (a) local non-Profit'/bJ, °^a
sporisored event, (c) private events, and (d) other events. With stage,
lighting and electrical. Performance Park offers a new outdoor theater
sitting for community use and entertainment. Stf C°o<^h?r
training sessions for local groups (4-5 people). Und%.
Regulations”, free-will offerings may be allowed for local, non-profit groups
if they obtain a Use Permit from the Special Events Dept. Discussion
RECORD OF PROCEEDINGS
Community Development Committee - May 1, 2003 - Page 3
followed on the free-will offering theory, damage deposit, and scheduled
evening entertainment. The Committee recommends approval of the
Performance Park Regulations, with the following amendments: (1)
further clarification of the damage deposit, particularly pertaining to
“...“discretion” of the Special Events/Parks Departments”, (2)
consultation with Town Attorney White to determine restrictive
parameters for private use requests, and (3) clarification that in order
to qualify for local non-profit status, an organization must be
recognized as tax exempt under IRS regulations, providing a copy of
said documentation.
REPORTS.
Sales Kit Presentation. Conference Services Mgr. Larsen presented
samples of three new promotional pieces for the Fairgrounds; the
packets will be presented to prospective users of the facility. There is no
funding for this project, thus all material was prepared in-house. The
sales kit provides a professional image of the fairgrounds and will be
provided “on-demand.” The Committee commended staff on the sales
kit.
There being no further business. Chairman Doylen adjourned the meeting at 9:28 a.m.
Vickie O’Connor, CMC, Town Clerk
APPROVED
MAY 1 3 2003
TOl’.TiJ OF ESTES PARK
BOARD OF TRUSTEES