Town of
Parks, Recreation, Festival Advisory Committee
June 12, 2006
MINUTES
Members Present: Chairman
Tammy Brown, Dan Massey, Tammy Wight, Rick Mahoney, and
Staff Present: Manager
Others Present: Four People
Meeting Called to
Order
Chairman Brown called the meeting to order at 3:35 p.m. in the Town Hall Boardroom.
Approval or
Correction of Minutes
Ms. Wight asked that the minutes of April 21, 2006 under the heading Duplication of Events vs Compensation reflect that Mr. Anthony was not aware of the duplication of events when the permits were issued.
MR. MASSEY MADE A MOTION TO APPROVE THE MINUTES OF APRIL 21, 2006, MAY
2 AND MAY 8, 2006 WITH THE CORRECTION NOTED.
MS. WIGHT SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
Discussion on
Issuing Special Events Permits i.e. Eaglenest Entertainment
The Committee has always had concerns about promoters
“riding on the coattails” of other events. The goal is to bring people to
The Committee felt it best to establish guidelines for Eaglenest Entertainment and other facilities to be able to have events while an event is being held on the Festival Grounds.
Potential Reasons for Town Board to grant a Special Events Permit to
Allow for Outdoor Sales at Someplace other than Festival Grounds:
ð There are no events scheduled for the Festival Grounds for that week;
No outdoor sales
ðThere is an event scheduled for the Festival Ground, but the events are different. (like a Craft Fair at the Festival Grounds and a Concert at EagleNest or the Stompin Grounds);
ðThe facility requesting the permit booked the event at least six months prior to the Town knowing the schedule for the Festival Grounds;
ðThe potential benefits of the event, (attracting people to come and stay), are compelling enough to justify the issuance of the permit
Ms. Selena Keller felt it would be difficult to set criteria for events. It will also be difficult to coordinate events with Town Hall especially since their facility is leased out to promoters, the same as the Festival Grounds. Coordination would be time consuming for both the facility operators and the promoter. The amenities are different at Eaglenest Entertainment from the Festival Grounds. Different promoters look for different facilities.
The problem only arises when the events are similar in nature and outdoor sales (vendors) are included, as previously happened when two motorcycle rallies were held the same weekend.
Chief Sutton agreed. The Police Department needs to be made aware when events coincide in order to provide sufficient protection to carry the influx of people.
Chairman Brown felt it would be EagleNest Entertainment’s responsibility to contact Town Hall and verify the Calendar of Events.
All events needing a Special Events Permit will be reviewed on a case-by- case basis.
Review of
Advertising Cost vs. Compensation for Thunder in the Smokies Motorcycle Rally
Sponsored by Chris Anthony
Mr. Wilkins felt that if advertising cost requirements were met, the fall events should be approved.
MS. WIGHT MADE A MOTION TO APPROVE THUNDER IN THE SMOKIES FALL RALLY.
MR. MASSEY SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
Review of
Advertising Cost for Rally in the Valley: Gene Lummus
MR. WILKINS MADE A MOTION TO APPROVE THE FALL RALLY IN THE VALLEY IF
ADVERTISING COST IS MET AFTER STAFF REVIEW.
MR. MAHONEY SECONDED THE MOTION ADDING THAT HE WOULD LIKE TO SEE
INVOICES INCLUDED IN THE ADVERTISING PACKET.
MOTION CARRIED UNANIMOUSLY.
Issuing Business Licenses
for Vendors at the Festival Grounds
After a lengthy discussion, clarifying the difference between a special events permit and a business license, the following was suggested.
Ë The promoter will be responsible for assuring that each vendor has a business license.
(The promoter will pay for the vendors’ licenses. The promoter will be responsible for collecting the fees from the vendors.)
Ë PRFAC members want the funds that come from vendors’ fees to be allocated to a line item and be used for the festival grounds only.
Ë The Board of Aldermen will set the vendor fees.
Ë The contract will be amended to reflect the vendor’s fees for 2007.
Membership:
Regular and Alternate Members
After the resignation of Ms. Pinto, Mr. Wilkins was moved
from alternate member to full member.
Mr.
Ms. Sonja Michaels and Debra Pierce have submitted applications to serve.
Due to time restraints, this issue will be tabled until the next meeting.
Brainstorming Session
on How to Raise Money for the 2007 Fireworks Show
Tabled until the next meeting.
ON MOTION BY MR. MASSEY, THE MEETING ADJOURNED AT 5:45 P.M.
________________________________
Chairman Tammy Brown
_________________________________
Vickie Best, CMC,
Town Clerk