Town of
Regularly Scheduled Parks, Recreation, Festival Advisory Committee
October 9, 2006
Minutes
Members Present: Chairman Tammy Brown, Dan Massey, Tammy Wight, and Rich Mahoney
Staff Present: Manager Tim Barth, Chief Scott Sutton, and Town Clerk Vickie Best
Others Present: Lynn Collins and Selena Keller
Meeting Called to
Order
Chairman Brown called the meeting to order at 3:36 p.m. in the Town Hall Boardroom.
Approval or
Correction of Minutes: September 11, 2006
MS. WIGHT MADE A MOTION TO APPROVE THE MINUTES OF SEPTEMBER 11, 2006
AFTER MAKING A CORRECTION THAT MR. MAHONEY WAS NOT PRESENT.
MR. MASSEY SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
Continued
Discussion on Rental Rates for Festival Grounds
Ms. Collins, the Visitor Bureau’s Director, will talk with Mr. Charlie Cobble to see if he plans to have the 2007 Truck Show.
At the October meeting, the members in attendance felt the
rental rate should be $1,500 for the three-day weekend without the $5,000
advertising requirement. Chairman Brown and Mr. Mahoney had concerns because
the premise of requiring the advertising was to promote
Mr. Massey contends that the promoters are going to advertise regardless of the requirements. The paperwork is increased, and in the event that $5,000 worth of advertising is not expended, the Town would not kick the event out of the festival grounds.
Ms. Wight agreed adding that now that Ghost Town is reopening, it is uncertain if the promoters need to show proof of advertising. .
MR. MASSEY MADE A MOTION TO CHARGE $500 PER DAY WITH A $1,500 MINIMUM
FOR THE THREE-DAY WEEKEND AND THEN $500 FOR EVERY DAY THEREAFTER EXCLUDING THE
SET UP AND CLEAN UP DAYS, AND THAT ANY EVENT LASTING OVER FIVE WORKING DAYS WOULD
HAVE THE RENTAL FEE NEGOTIABLE.
MS. WIGHT SECONDED THE MOTION.
Mr. Mahoney still had concerns adding that the fee seemed low now that additional amenities are in place.
There was discussion on what promoters now have available such as the stage, lighting, access to water, and electric outlets. There should be a separate application for promoters using the newly installed conveniences.
Chief Sutton felt a policy should be developed. The Police Department could turn the lights on and off at designated times.
Mr. Massey stated that he was under the impression that the meters would be read before and after each event and then the promoter would be charged for electricity used.
Ms. Collins spoke from the floor informing the Board that now that infrastructure is in place, the Town should be prepared for weeklong events.
A policy should be developed for promoters wanting to use the stage.
MOTION CARRIED.
Continued Discussion
on Ice Cream Freezer to Store Ice to Sell
The Civic Association has offered to donate an Ice Cream Freezer to the Festival Grounds. The existing freezer in the concession stand holds approximately 30 bags of ice. If suitable, the freezer could be used to store additional ice or the Visitor’s Center could sell ice cream. Mr. Mehaffey will look at the freezer and then report back to the committee.
Due to a lack of space in the concession stand, Ms. Collins questioned if a grill would be better utilized than an additional freezer.
Manager Barth felt it would be a number of years before promoters would start using a grill regularly as opposed to using food vendors. Mr. Mahoney agreed adding that someone needed to take inventory of what is currently at the festival grounds.
Continued
Discussion on Getting the Antique Care Show to
The Committee recognizes the loss to
The Committee discussed several options to try to get the
car show to come to
Chief Sutton will investigate closing a lane on
Other Business
Manager Barth asked that the 2007 July 4th Fireworks be put on the November Agenda for discussion. If the fireworks are shot from the festival grounds, activities cannot be held on the grounds.
Meeting Adjourned
ON MOTION BY MS. WIGHT, SECONDED BY MR. MASSEY, WITH ALL IN FAVOR, THE
MEETING ADJOURNED AT 4:35 P.M.
_____________________________
Chairman Tammy Brown
____________________________
Vickie Best, CMC, Town Clerk