Feb 27, 2017 - ... provide list of the 2017 concert dates and bands along with the site plan to include ... Special Even
TOWN BOARD WORK SESSION February 27, 2017 – 6:00 P.M. First Floor Conference Room 301 Walnut Street, Windsor, CO 80550 The Town of Windsor will make reasonable accommodations for access to Town services, programs, and activities and will make special communication arrangements for persons with disabilities. Please call (970) 674-2400 by noon on the Thursday prior to the meeting to make arrangements.
GOAL of this Work Session is to have the Town Board receive information on topics of Town business from the Town Manager, Town Attorney and Town staff in order to exchange ideas and opinions regarding these topics. Members of the Public in attendance are asked to be recognized by the Mayor before participating in any discussions of the Town Board. AGENDA 1. Special Event follow up 2. Future meetings agenda
MEMORANDUM Date: To: Via: From: Re:
February 27, 2017 Mayor and Town Board Kelly Arnold, Town Manager Eric Lucas, Director of Parks, Recreation & Culture Special Events Follow Up Discussion
Background/Discussion: During a work session on December 19, 2016, staff from the Parks, Recreation & Culture Department had a lengthy discussion on special events with Town Board. The meeting provided a re-cap of 2016 special events, identified improvement opportunities and proposed modifications that staff was considering. In the end, I felt that the meeting was very informative, heavy on information and provided some direction to staff. Additionally there were areas that the Board felt they wanted us to look into further and report back. Those key areas are listed below along with my understanding of a path forward. The intent of the upcoming work session is to address those areas that the Board requested additional information or action on so that staff can proceed with any changes for the 2017 event season.
• • • • •
Key Areas Event Process (Partnered / Profit) Event Review Committee New Fee Structure Harvest Festival Chamber / DDA Direction
Direction Provided (Proceed forward) (Proceed forward) (Further input needed) (Setup meeting with Mayor / Board) (Direction Provided)
Event Process / Review Committee Staff will provide a brief review to ensure everyone remains in agreement with the process of special events from application through event completion. Fee Structure In January, staff began working on the areas the Board requested some additional research or action taken. We researched fee structures from 8 communities along the Front Range and made decisions regarding what we believe our fee structure should be regarding special events here in Windsor given the investment the Town has made over the years in our park system. I have attached our current and proposed fee structure to this memo for your review and consideration. Staff will explain the rationale behind the proposed fees and seek board direction.
Memo Page 2
Harvest Festival On January 31st, the Mayor along with staff met with the Harvest Festival. As part of the work session, staff will provide a re-cap of the discussion and receive additional comments regarding staff involvement and direction for the future. Chamber / DDA Direction was quite clear from the Town Board last December on this topic so staff does not plan to discuss at the upcoming meeting unless the Town Board wishes to discuss. Direction from the December 16 meeting was for one of two options to occur with Chamber/DDA events. Option 1 being that the Chamber / DDA run their own events with minimal to no Town involvement. Option 2 was the Chamber / DDA pay the Town to run the event for them. Emphasis was placed on ensuring that the Christmas in Windsor event continue to succeed and grow and that most likely that would become a Town run event. 2017 Thursday Night Concert Setup & Bands Staff will provide list of the 2017 concert dates and bands along with the site plan to include weekly beer garden and vendor space. All of the above items have been discussed with the Parks, Recreation & Culture Advisory Board with the exception of the 2017 Thursday Night Concert Setup & Bands. The Advisory Board concurs with staff on the proposed changes.
Attachments: b. Special Event Fees Comparison
FUTURE TOWN BOARD MEETINGS Work Sessions & Regular Meetings will be held in the Board Chambers unless otherwise noted.
March 6, 2017 6:00 p.m.
Town Board Work Session Cartegraph and Your Gov Information Brands East Discussion
March 13, 2017
Town Board Meeting – Meeting Cancelled Town Board at Congressional City Conference
March 20, 2017 6:00 p.m.
Town Board Work Session
March 27, 2017 6:00 p.m.
Town Board Work Session Transportation update Metropolitan District Expansion update
March 27, 2017 7:00 p.m.
Town Board Meeting Kern Board Meeting
April 3, 2017 6:00 p.m.
Town Board Work Session Crosswalk Education/Discussion
April 10, 2017 Board/Manager/Attorney Monthly Meeting st 5:30 p.m. /1 floor conference room April 10, 2017 7:00 p.m.
Town Board Meeting
April 17, 2017 6:00 p.m.
Town Board Work Session Parks Master Plan Follow Up
April 24, 2017 6:00 p.m.
Town Board Work Session
April 24, 2017 7:00 p.m.
Town Board Meeting
May 1, 2017 6:00 p.m.
Town Board Work Session
May 8, 2017 Board/Manager/Attorney Monthly Meeting 5:30 p.m. /1st floor conference room May 8, 2017 7:00 p.m.
Town Board Meeting Kern Board Meeting
Future Meetings Agenda Page 2 of 2
May 15, 2017 6:00 p.m.
Town Board Work Session
May 22, 2017 6:00 p.m.
Town Board Work Session
May 22, 2017 7:00 p.m.
Town Board Meeting
May 29, 2017
Memorial Day
June 5, 2017 6:00 p.m.
Town Board Work Session
June 12, 2017 Board/Manager/Attorney Monthly Meeting 5:30 p.m. /1st floor conference room June 12, 2017 7:00 p.m.
Town Board Meeting
June 19, 2017 6:00 p.m.
Town Board Work Session
June 26, 2017 6:00 p.m.
Town Board Work Session
June 26, 2017 7:00 p.m.
Town Board Meeting
February 24, 2017; 2:00 pm March 1, 2017; 4:30 pm
March 11-15, 2017
Additional Events Quiet Zone Ribbon Cutting- Art & Heritage Center Upstate Colorado Annual Meeting Reception – Greeley Country Club; attending K. Melendez, I. Adams, K. Bennett, C. Morgan, P. Rennemeyer Congressional City Conference – Washington, DC; attending, K. Melendez, K. Bennett, C. Morgan, P. Rennemeyer Future Work Session Topics
Broadband Update 3.2% Beer in Parks Discussion
