Town of Maggie Valley

Regularly Scheduled Parks, Recreation, Festival Advisory Committee Meeting

March 12, 2007

3:30 p.m.

M I N U T E S

Members Present: Chairman Tammy Brown, Tammy Wight, Burton Edwards, Larry Wilkins, Dan Massey, Sonja Michels and Carol Burrell

Members Absent: Rick Mahoney

Staff Present: Manager Tim Barth, Chief Scott Sutton, and Town Clerk Vickie Best

Others Present: Marketing Director Ashley Mullis and Mayor Roger McElroy, and Chamber Director Lynn Collins

1. Meeting Called to Order

Chairman Brown called the meeting to order at 3:30 p.m. in the Town Hall Boardroom.

2. Approval of Minutes: February 12, 2007

CHAIRMAN BROWN MADE A MOTION TO ACCEPT THE MINUTES AS PRESENTED.

MS. MICHELS SECONDED THE MOTION.

MOTION CARRIED UNANIMOUSLY.

3. Proposed Event: World’s Largest Human Flag Assembly

Mr. Peter Smith, President of Studio M, is requesting the use the Festival Grounds (free of charge) on July 4 to create the largest human flag and obtain first place in the Guinness Book of World Records. Mr. Smith will need between 20,000 and 25,000 people to break the current world record.

Chief Sutton had concerns about that many people coming into the Valley on July 4 with Ghost Town open. Chairman Brown agreed, adding that it would take at least 250 buses to move that many people onto the Festival Grounds.

Ms. Burrell had concerns about the liability of trying to get so many people on the Festival Grounds with no shade from the sun, and an impossible route for EMS to get to people in need of help.

Ms. Mullis reminded the Committee that the world record held in Portugal for the largest human flag was formed with people already parked and in place for another event.

Ms. Wight questioned how many bathrooms would be needed for 20,000 people.

MR. MASSEY MADE A MOTION TO DENY THE EVENT.

MR. WILKINS SECONDED THE MOTION.

Ms. Michels asked that the response not make Maggie Valley look as though we do not want to go along with the plan. The reasons for denying the event will be clearly defined.

The firework show in Maggie Valley is the most visited firework display in Haywood County. Traffic is congested without adding additional people trying to get to the Festival Grounds.

Chief Sutton felt that Maggie Valley does not have the resources to handle that many people.

MR. EDWARDS MADE A MOTION TO AMEND THE MOTION TO ADD THE REASONS FOR DENIAL, SUCH AS FACILITIES, INFRASTRUCTURE, BATHROOMS, PARKING, AND OTHER EVENTS GOING ON DURING

JULY 4.

MS. BURRELL SECONDED THE AMENDMENT.

MOTION CARRIED UNANIMOUSLY ON FIRST MOTION AND AMENDMENT.

In keeping with Ms. Michels’ statement, Ms. Burrell suggested having the County Fire Marshal designate how many people can be on the Festival Grounds at one time.

4. Other Business

*Ms. Wight asked that the committee members and the applicants receive a packet with all the fees, and rules included.

*The Committee directed the clerk to send Mr. Anthony a certified letter stating that if the fees are not received by March 23, 2007 at 5:00 p.m. the contract will be considered null and void. If a new application is required, an additional $100 application fee will be charged.

Ms. Wight stressed the need to send the letter return receipt needed.

The Chamber of Commerce has been receiving telephone calls from disgruntled people that cannot reach Mr. Anthony. Accurate active information is important when trying to have rally or a festival.

Chief Sutton stated that the General Statues provide 14 days to review ABC permits. In the past, this promoter brings the ABC permit request just before the event.

*The Committee discussed the fee schedule. The majority of the members feel that the fee should be $1500 for Friday, Saturday, and Sunday with no proof of advertising cost needed. Chairman Brown will address Council on April 3 about changing the fee schedule.

The rental fee for the stage and electric is $200 per day

Excerpt from January 8, 2007 PRFAC meeting:

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.

Excerpt from the February 6, 2007 Council meeting:

7. Consideration of a recommendation from the PRFAC (Parks, Recreation and Festival Advisory Commission) to charge $200.00 for use of the stage and electricity.

The PRFAC attempted to come up with a fee that would be reasonable but cover the cost to the Town for electricity. After the first year of use, staff will review the electric bills and make plans accordingly.

ALDERMAN EDWARDS MADE A MOTION TO BEGIN CHARGING $200 PER DAY FOR THE USE OF ELECTRICITY AND THE STAGE BY ALL NEW APPLICANTS. THE APPLICANTS ALREADY APPROVED FOR 2007 WILL NOT BEGIN PAYING THE FEE UNTIL THEIR NEXT EVENT.

MOTION CARRIED UNANIMOUSLY.

*An updated roster will be included in the next agenda packet.

5. Meeting Adjourned

ON MOTION OF MR. EDWARDS, SECONDED BY CHAIRMAN BROWN, WITH ALL IN FAVOR THE MEETING ADJOURNED AT 4:23 P.M.

__________________________

Chairman Tammy Brown

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Vickie Best, CMC, Town Clerk