Town of
Regularly Scheduled Parks, Recreation, Festival, Advisory Committee
May 14, 2007
MINUTES
Members Present: Chairman
Tammy Brown,
Staff Present: Chief Scott Sutton, Manager Tim Barth, Public Works Director Mike Mehaffey, and Town Clerk Vickie Best
Others Present: Ashley Mullins, Lynn Collins, and Selena Keller
Meeting Called to Order
Chairman Brown called the meeting to order at 3:45 p.m. in the Town Hall Boardroom.
Approval or Correction of Minutes:
April 9, 2007
MR. BURRELL MADE A MOTION TO ACCEPT THE
MINUTES AS PRESENTED.
MR. EDWARDS SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
Review and Revise PRFAC Bylaws
Ms. Wight stated that more information about the Festival Grounds is needed on the website.
There will be a link on the Town’s website that will have the application with the rules and regulations. A website may be dedicated only to the Festival Grounds for marketing purposes.
The promoter should cover the cost of electricity. It would be advantageous to recoup some of the cost expended on amenities.
CHAIRMAN BROWN MADE A MOTION TO CHARGE A
FLAT FEE OF $250 PER DAY FOR WATER, ICE, ELECTRIC, AND USE OF THE STAGE.
MR. EDWARDS SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
Exceptions can be made for small events.
Review and Revise Application Contract
Lights lure people to an area. Therefore, it would be favorable to have the lights on during the evening hours. The amenities will not be used during the setup or clean up before or after the event.
Mr. Mehaffey stated that he would like to see the Town have the authority to restrict the amount of unnecessary traffic when promoters are setting up their event. The amount of damage to the field, especially during inclement weather, could be avoided.
The Committee agreed to add wording to the contract that states, “The Town reserves the right to restrict motor vehicle traffic during inclement weather”.
Mr. Massey felt it should be a suggestion rather than a rule.
MR. EDWARDS MADE A MOTION TO INCLUDE THE
WORDING “THE TOWN RESERVES THE RIGHT TO RESTRICT VEHICULAR TRAFFIC DURING
INCLEMENT WEATHER IN ORDER TO PRESERVE THE INTEGRITY OF THE FIELD AS A COURTESY
TO FUTURE EVENTS.
MR. WILKINS SECONDED THE MOTION.
MOTION CARRIED.
The PRAFC will proof the revised application prior to it going on the website.
Other Business
► Chairman Brown questioned the status of the sign with the rules and regulations that is to be placed at the entrance. In addition, doggie boxes should be placed around the grounds to provide people a place to put animal waste.
►
Maggie Valley Restaurant is advertising different events in
►
Ms Mullins reported that
►Mr. Mehaffey reported that Public Works Department would be grading gravel farther into the entrance. Sod will be placed in front of the stage where the field is damaged.
► Mr. Wilkins felt that with the new sign and the beautiful waterfalls, the beer banners look tacky. Mr. Mehaffey agreed going on to add that banners should not be used to cover the sign on the stage. The nails and tape are damaging the walls. This regulation will also be included in the revisions of the application.
► Ms. Burrell reported that the decorative lights would be arriving soon.
► Manager Barth reported that Mayor McElroy is working toward getting a ticket booth for the festival grounds.
► The monthly June PRFAC meeting will be rescheduled to June 18 rather than June 11 due to the 11th being Ghost Town media day.
Meeting Adjourned
ON MOTION OF MR. WILKINS, SECONDED BY MR.
EDWARDS, THE MEETING ADJOURNED AT 4:15 P.M.
_______________________________
Chairman Tammy Brown
_______________________________
Vickie Best, CMC, Town Clerk