PARKS, RECREATION, FESTIVAL ADVISORY COMMITTEE

REGULARLY SCHEDULED MEETING

APRIL 10, 2006

MINUTES

 

Members Present:    Tammy Brown, Tammy Wight, Wade Reece, Rick Mahoney, and Shirley Pinto (arrived at 3:46 p.m.)

Staff Present:            Manager Tim Barth and Town Clerk Vickie Best

Others Present:        Approximately 12 people

 

 

Meeting Called to Order

Chairman Brown called the meeting to order at 3:32 p.m.

 

 

Approval or Correction of Minutes: March 13, 2006

MR. REECE MADE A MOTION TO APPROVE THE MINUTES OF MARCH 13, 2006 AS PRESENTED.

MR. MAHONEY SECONDED THE MOTION.

MOTION CARRIED UNANIMOUSLY.

 

 

Business Owners’ Concerns Regarding Events at the Festival Grounds

Several business owners from Market Square Shopping Center and the owner of the Blue Butterfly Gift Shop were present to address the board. 

Their concerns were:  

8They have lost the family tourist business since the closing of Ghost Town.

8The Town should seek more family events

8Motorcycle Rallies should be limited to two per year

8Maggie Valley Gift Shops are providing entertainment for visitors

8Visitors coming to Events on the Festival Grounds take all available parking at Cabbage Rose and at Market Square Shopping Center

8 The front part of the Festival Grounds should be used for parking

8Signage should be installed showing people where to park.

8Craft Shows held on the Festival Grounds take business from the local merchants that pay Town tax and buy business licenses. Each vendor should be required to purchase a $25 business license. Sales tax collection should be enforced.

8Food concessions should be offered to local restaurants first.

 

Mr. Reece responded, stating that a poker walk is scheduled twice a day in order to entice visitors to go from store to store. The Committee will discuss the Town obtaining business licenses with the Town officials.

 

Several of the storeowners have complained to the Town about the craft shows for many years.  The merchants were promised that the shows would be juried, but the vendors continue to sell items that can be purchased in most of the shops within the Town. The merchants were also promised that the craft shows would not be held on prime weekends.

 

The merchants felt retail sales suffer the most during slow times in the economy. Visitors have to stay in motels and eat in restaurants but not necessarily have to purchase retail items.   

 

Different promoters sponsor each event, therefore the Town has little control other than renting the grounds and being assured that proper paperwork is turned into the front office i.e. ABC License, Insurance, etc.

 

PRFAC member Dan Massey asked that the following letter be read into the official minutes.  See Attachment Number 1

 

Ms. Pinto suggested that merchants interested in increasing traffic approach the promoters with coupons, information packets, etc.

 

Chamber Director Collins agreed and offered the Chambers’ assistance.

 

The Committee Members agreed that nothing could be accomplished at this meeting. Therefore, members of the community were appointed to meet to discuss the issues and come back to the PRFAC with recommendations and solutions.

 

Dan Massey, Shirley Pinto, Lynn Collins, Allison Carver, Barbara Davis, Bill Lees and Pat Palmiere will meet at 6:00 p.m. on April 19, 2006 to address the issues discussed.

 

 

Discussion on Contract Amendment Pertaining to Proof of Advertising Cost

Under Terms of Use Subsection M. the following wording is proposed:

30 days prior to getting keys applicant must submit an advertising plan showing a minimum of $4,000 or pay the difference within 30 days after the event. Complimentary tickets will not count toward the advertising cost.  Any expenses or legal fees occurred by the Town for the recovery of unpaid fees is solely the responsibility of the applicant.

 

MS. PINTO MADE A  MOTION TO RECOMMEND THE AMENDMENT TO THE RENTAL CONTRACT AS WRITTEN TO THE TOWN COUNCIL.

MS. WIGHT SECONDED THE MOTION.

MOTION CARRIED UNANIMOUSLY.

 

 

Discussion on Obtaining a Stage for the Festival Grounds

Budweiser Beer Company is out of advertising funding.  Mr. Gene Lummus may be willing to help with the cost of a stage. Mr. Reece has gotten half of the materials donated to construct a stage.

 

The committee discussed putting the monies that promoters are now paying for tent rentals toward building a stage.  It is still uncertain if there will be enough events to pay for a stage.  The approximate cost for a 38’ by 48’ would be around $30,000.

 

There are several things to consider such as location, size to accommodate a band, covering, siding, electric, etc.

 

Ms. Pinto will get information about Franklin’s Festival Grounds. Manager Barth will meet with Mr. Reece to discuss obtaining the materials.

 

 

Update on 2006 Fireworks Show

The fireworks will be launched from across Jonathan Creek behind CreekWood Village.  The Chamber would like to have an event on the Festival Grounds for July 4th.  The Chamber feels that since this is a Town Event, the Festival Grounds should be free of charge.  No events are scheduled on the grounds July 4.

 

The Town Board will discuss the issue within the week.  The PRFAC members felt the grounds should be free of charge for this one event.

 

Site distance will be different from when the fireworks were shot at Eaglenest Entertainment.  Due to location, the fireworks cannot be launched as high.  

 

MS. PINTO MADE A MOTION TO RECOMMEND TO TOWN COUNCIL THAT THE FIREWORKS  BE PAID FOR BY THE TOWN AND SHOULD BE INCLUDED IN THE UPCOMING BUDGET.

MR. REECE SECONDED THE MOTION.

MOTION CARRIED.

 

 

Donation of a Commercial Ice Maker for the Festival Grounds

Mr. Ray Hobby, co-owner of the Maggie Valley Club, donated a commercial icemaker to the Chamber of Commerce to be used at the Festival Grounds. The icemaker has two very large bens and requires two separate 220 circuits.

 

The Chamber would like to bag the ice and sell it to vendors as an additional avenue for income. If this idea comes to fruition, the Town should recoup the cost of electric and water.

 

The Committee directed Chairman Brown to write Mr. Hobby a letter expressing the Town and Chamber’s appreciation for the donation of the commercial icemaker.

 

Ms. Collins will bring the newly hired Events Coordinator to the April 18 Aldermen Meeting to introduce her to Council.

Other Business

Due to the extensive amount of mowing the Public Works Department does weekly; the Festival Grounds must be vacated in order to allow time for the Public Works Department to mow for the next event.

 

MS. BROWN MADE A MOTION TO CHARGE A $500 FEE FOR EACH DAY BEYOND MONDAY FOLLOWING THE EVENT THAT EQUIPMENT, TENTS, ETC REMAIN ON THE PROPERTY.

MR. REECE SECONDED THE MOTION.

MOTION CARRIED.

 

ON MOTION OF MR. REECE SECONDED BY MS. WIGHT, THE MEETING ADJOURNED AT 5:17 P.M.

 

 

 

 

_________________________________

  Chairman Tammy Brown

 

 

 

__________________________________

  Vickie Best, CMC, Town Clerk