TOWN OF MAGGIE VALLEY

REGULARLY SCHEDULED PARKS, RECREATION, FESTIVAL ADVISORY COMMITTEE MEETING

JANUARY 8, 2007

 

Members Present:        Vice-chairman Tammy Wight, Sonja Michels, Larry Wilkins, Rick                           Mahoney, Carol Burrell, and Dan Massey

 

Members Absent:        Burton Edwards and Chairman Tammy Brown

 

Staff Present:              Manager Tim Barth and Town Clerk Vickie Best

 

Others Present:            Selena Keller & Lynn Collins

 

Meeting Called to Order

Vice-chairman Wight called the meeting to order at 3:38 p.m. in the Town Hall Boardroom.

 

Approval or Correction of Minutes

MS BURRELL MADE A MOTION TO APPROVE THE MINUTES OF NOVEMBER 13, 2006 AS PRESENTED.

MS. MICHELS SECONDED THE MOTION.

MOTION CARRIED UNANIMOUSLY.

 

A meeting was not held in December due to a lack of a quorum.

 

Continued Discussion Pertaining to Policy/Fees for Stage, Lighting, etc

This is the first year that the lighting and the stage will be available on the Festival Grounds. Promoters are not able to use the stage unless they rent it.

 

The Committee discussed reading the electric meters prior to and after an event and charge by the kilowatt.  Other members felt a flat fee, per day, would be the best option.

 

Mr. Mahoney felt that not enough information was available to make an informed decision.  Not only should the cost of the electric be recouped, but also the cost of installing the new amenities should be offset in some manner.

 

Mr. Massey agreed, after talking with others he found that festival/fair grounds are never profitable. These areas are used to benefit the merchants. 

 

MR. MASSEY MADE A MOTION TO CHARGE A FLAT FEE OF $200 PER DAY FOR THE ELECTRIC AND THE STAGE.

MS. BURRELL SECONDED THE MOTION.

MOTION CARRIED UNANIMOUSLY.

 

 

Formal Approval of Events

July 4th

July 7 & 8 Arts & Crafts Festival

September 1 Wade Stock

September 28 & 29 BBQ Festival

October 20 & 21 Fall Arts & Crafts Festival

December 1 Christmas Events

Moonlight Race

Fall Rally in the Valley

17 Annual All Chevy / GMC Truck Nats

Spring Thunder in the Smokies

 

Mr. Massey asked that the board be notified by the end of next week if the Chamber is going to do the fireworks display for July 4th, if not, the Town can rent the festival grounds to someone else.

 

Ms. Michels reported that the cost of the fireworks is cheaper if a deposit is made by January 31. 

 

Ms. Collins, the Chamber Director, reported that she had talked with a member of the Mountaineer Antique Car Club.  They have already booked the Agricultural Center in Asheville for the 2007 car show.  The member Ms. Collins spoke with; assured her he would take it to the Board of Directors for consideration in 2008.

 

MR. WILKINS MADE A MOTION TO APPROVE THE July 4th Chamber Event.

MR. MASSEY SECONDED THE MOTION.

MOTION CARRIED UNANIMOUSLY.

 

MS. BURRELL MADE A MOTION TO APPROVE THE REMAINING EVENTS.

MR. WILKINS SECONDED THE MOTION.

MOTION CARRIED UNANIMOUSLY.

 

Updated Report on the Status of the Moonlight Race

Some of the community leaders are discussing forming a board for local partners, set up a 501C3, and move forward with the Moonlight Race.

 

Review of 2006 Christmas Parade

The Committee had only positive remarks to say about the parade.  The only issue of concern is that every entry (truck, float, horses, etc.) should remain inside the Festival Grounds until the parade is over to reduce the confusion/congestion in traffic.

 

A Parade Committee has been appointed to plan the 2007 Christmas Parade.

 

Other Business

■Ms. Collins reported that the Mustang Car Show would like to return to Maggie Valley after being forced to come to Maggie Valley after water problems in Cherokee in 2006. 

Due to the water outage in Cherokee and the event being in such a bind, the Town allowed the car show to use the Festival Grounds for one day for $500.  The Mustang Car Club would like to have a long-standing contract with the Town to use the Festival Grounds annually in September. The problem arises when there are only four weekends in September rather than five.  This causes an overlap in events. 

 

Mr. David Osborn and John Garrett will be attending the February 12 PRFAC meeting to make the request on behalf of the Mustang Car Club.

 

The Aldermen were adamant about leaving the rental fees and advertising cost as currently stated in the rental policy.

 

Excerpt from the Board of Aldermen Meeting held October 24, 2006

Consideration of Certain Recommendations from the PRFAC Regarding Fees for Use of the Festival Grounds

The current fee for renting the Festival Grounds is $5,000.00, with up to $4,000.00 in credit if the promoter shows proof that they have spent that much in advertising that promotes Maggie Valley.  The PRFAC recommendation was to eliminate the advertising cost and to increase the charge to $500.00 per day with a $1,500.00 minimum for the three-day weekend, then $500.00 a day thereafter excluding cleanup and set up days. The fee for any event over five (5) working days would be negotiable.  Local non-profits will continue to be charged $500.00 and out-of-town non-profits will be charged $750.00, up from $500.00.

 

ALDERMAN EDWARDS MADE A MOTION TO TABLE THE ISSUE UNTIL THE FULL BOARD COULD BE PRESENT TO DISCUSS THE ISSUE.

MOTION CARRIED UNANIMOUSLY.

 End Excerpt

 

Excerpt from the Board of Aldermen Meeting held November 14, 2006

Consideration of recommendations from the PRFAC regarding rental fees for use of the Festival Grounds.

The Parks, Recreation, Festival Advisory Committee suggested the rental fee be changed to a flat $1,500 for the three-day weekend and no longer require the $4,000 in advertising.  Some promoters have complained about having to submit their advertising.

 

Council agreed that the festival grounds were purchased to bring people to Town and to advertise Maggie Valley as a vacation destination. Mayor McElroy felt that with the new amenities, the rental contract and fees should remain as they are.

 

Ms. Keller and Mr. Massey explained the thought behind the suggestion.  It is cumbersome to track and submit invoices and canceled checks. Some of the invoices are not event specific.  It also creates a lot of work for staff, as well as having to tell someone they cannot rent the festival grounds anymore if they do not advertise adequately. A successful event requires advertising. 

 

ALDERMAN DEMEOLA MADE A MOTION TO LEAVE THE CONTRACT AND FEE AS WRITTEN AND TO REVISIT THE ISSUE IN EARLY SPRING.

MOTION CARRIED UNANIMOUSLY.

 

End Excerpt.

 

Council will discuss the issue during their budget workshops for 2007/08.

 

Several members felt that promoters would advertise regardless of the requirements. Paperwork is increased for staff and often the advertising packet submitted is vague.

 

 ■ Charging promoters for business licenses will be delayed until 2008.  Council will discuss a rate during the 2007/08 budget workshops. The business license procedures will be developed and implemented by the 2008 season.

 

Ms. Collins stated that by now she normally has received approximately 50% of the applications from crafters. She has currently received only three applications due to the confusion and cost of purchasing a business license.  Another issue to address, will be how to charge all vendors, for all events, whether it be at the Festival Grounds, Eaglenest Entertainment, etc, fairly and consistently.

 

ON MOTION OF MS BURRELL, SECONDED BY MR. WILKINS, THE MEETING ADJOURNED AT 4:30 P.M.

 

 

 

________________________________

Vice-Chairman Tammy Wight

 

 

 

 

_________________________________

Vickie Best, CMC, Town Clerk