TOWN OF
REGULARLY SCHEDULED PARKS, RECREATION,
FESTIVAL ADVISORY COMMITTEE
APRIL 9, 2007
MINUTES
Members Present: Chairman
Tammy Brown,
Members Absent: Tammy
Wight, Rich Mahoney, Carol Burrell and
Staff Present: Manager Tim Barth, Public Works Director Mike Mehaffey and Town Clerk Vickie Best
Others Present: Selena Keller, Lynn Collins,
Chairman Brown called the meeting to order at 3:50 p.m. in the Town Hall Boardroom.
You will receive an amended ordinance revising the PRFAC by-laws at the next regularly scheduled meeting.
Manager Barth reported that Mr. Massey was re-appointed by the Board of Aldermen for another term on April 3, 2007. During the same meeting, motion was made and adopted that Mr. Edwards and Ms. Burrell become full voting members. Ms. Michels will remain the one alternate member.
Excerpt from the April 3, 2007 Board of Aldermen Meeting:
Consideration of an appointment to the Parks, Recreation and
Festival Advisory Committee.
Alderman Price
suggested reappointing Mr. Dan Massey, but to change the bylaws to allow for a
seven-member board with one alternate member, rather than three. Mr.
Alderman DeMeola
agreed, adding that in the beginning stages of creating a Parks, Recreation,
Festival Advisory Committee, a seven-member board was discussed.
PRFAC Chairman Tammy
Brown concurred, adding that it makes a difference when everyone can vote. This makes the views more outreaching into
the community.
ALDERMAN PRICE MADE A MOTION TO
WRITE LETTERS TO MR. EDWARDS, MS BURRELL, AND MR. MASSEY EXPLAINING THE CHANGES
TO THE BYLAWS AND THAT MR. MASSEY BE REAPPOINTED.
Ms. Selena Keller,
Manager of Eaglenest Entertainment, asked if anyone had talked with Mr. Edwards
and Ms. Burrell to see if they want to serve as full-members.
MOTION CARRIED UNANIMOUSLY.
MR. EDWARDS MADE A MOTION TO APPROVE THE
MINUTES OF MARCH 12, 2007 AS PRESENTED.
MR. WILKINS SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
You will receive an amended application
packet with the fees, rules, and regulations at the next regularly schedule meeting
Chairman Brown reported that the Aldermen agreed to charge a flat rental fee of $1,500 for Friday, Saturday, and Sunday. There will be a charge of $500 per day every day thereafter excluding the day to set up and the day to clean up. Promoters always have the right to come before the Committee to negotiate the cost.
As for the electric, the poles can be turned on one at a time. The Committee suggested charging $200 per day for electric and use of the stage. This action will not take place until next year so more data can be collected prior to going to Council.
Excerpt form the Board of Aldermen Meeting held April 3, 2007
Consideration of changing the fee structure at the Festival Grounds.
PRFAC Chairman Tammy
Brown addressed Council requesting to change the rental fee for the Festival
Grounds from $1,000 with $4,000 in advertising expense, to a flat $1,500 for
the weekend. There will be a charge of
$500 per day for every day thereafter. The PRFAC would like to simplify the
application process. Now that the new
amenities are available, the grounds will be more attractive to event
promoters. In order to have a successful event, promoters will advertise
without the requirement.
Alderman Aldridge
stated that he had never been in favor of the required advertisement.
ALDERMAN ALDRIDGE MADE A MOTION
TO ELIMINATE THE ADVERTISING FEE AND CHARGE A FLAT $1,500 PER WEEKEND AND TO
MAKE THE FESTIVAL GROUNDS EVENT FRIENDLY.
MOTION CARRIED UNANIMOUSLY.
The Haywood Fire Marshal declares the festival grounds as currently gated will maintain a maximum of 4,320 people. Gates could be added to increase the number of permitted people in the future.
Due to the silo being unstable and the liability associated with pieces falling from the top, the Board of Aldermen decided to have the silo removed. By removing the silo an additional three parking spaces will be gained.
■ A copy of the current application will be sent out with the agenda packets for members to make suggestions on how to simplify the application process.
■ Ms. Collins, the Visitor’s Bureau Director reported that the website for the Festival Grounds is up and running. The brochures are in production. The marketing strategy will be to identify the event producers, campaign, and get photos on line. Ms. Collins asked that public works help measure the amenities on the festival grounds i.e. concession stand and stage.
The rules and regulations will be linked to the Festival Grounds website as well as the Town and Chamber’s site.
■ Chairman Brown asked about camping on the Festival Grounds. Manager Barth responded that the grounds do not have the room or facilities for camping.
Chairman Brown asked if the Town had received all of Mr. Anthony’s money.
Mr. Anthony has not submitted his rental fee of $1,000. Manager Barth reminded the Committee that he would not receive the keys to the gates until all monies due are kjfpaid in full.
Mr. Edwards stated that the Festival Grounds must be run like a business.
Mr. Massey suggested asking Mr. Anthony to come and meet with the Committee to discuss the issues of concern. The other members felt such a meeting would be unnecessary since there have been meetings in the past.
ON MOTION OF MR. WILKINS, SECONDED BY MR.
EDWARDS, THE MEETING ADJOURNED AT 4:31 P.M.
______________________________
Chairman Tammy Brown
_____________________________
Vickie Best, CMC, Town Clerk