Nancy A. Doty, Chair, District 1 Nancy Sharpe, District 2 Rod Bockenfeld, District 3
Nancy Jackson, District 4 Bill Holen,Chair Pro-Tem, District 5
Study Session
May 13, 2014
Sudy Session Topics
* Outsourcing The Low-Energey Assistance Program - LEAP (WHR)
Discussion regarding the possible outsourcing of the Arapahoe County Low- Energy Assistance Program - LEAP (Information/Direction)
Cherl Ternes, Director, Human Services Michael Valentine, Deputy County Attorney
LEAP BSR 5.13.14.PDF
Administrative Meeting (BoCC Conference Room) BoCC
* Fairgrounds And Park Annual Report / AC Fairgrounds Steering Committee Annual Report (WHR)
Discussion regarding the Fairgrounds and Park Annual Report and the Arapahoe County Fairgrounds Steering Committee Annual Report (Information/Direction)
Glen Poole, Open Spaces Operations Manager, Open Spaces Shannon Carter, Director, Intergovernmental Relations/Open Spaces Tiffanie Bleau, Assistant County Attorney
BSR_2013_ACFAIRGROUNDSANDPARK_ANNUAL_REPORT.DOC,
FINAL_EXECUTIVE_SUMMARY_2013ACFGRPSTEERINGCOMMITTEEANNUALREPORT.DOC, ACFGRP_STEERINGCOMMITTEE_2013_ANNUALREPORT.PDF,
2013_JOINT_ANNUAL_REPORT_PRESENTATION_BOCC.PDF, AR_FAIRGROUNDS_2013.PDF
* To Be Recorded As Required By Law WHR - West Hearing Room
Arapahoe County is committed to making its public meetings accessible to persons with disabilities.
Administration Building West Hearing Room 5334 S. Prince St.
Littleton, CO 80120 303-795-4630 303-738- 7915 TTY
The Arapahoe County Board of County Commissioners typically holds weekly Study Sessions on Monday and Tuesday. Study Sessions (except for Executive Sessions) are open to the public and items
for discussion are included on this agenda. Agendas (except for Executive Sessions agendas) are available through the Commissioners Office or through the County s web site at www.arapahoegov.com.
Please note that the Board may discuss any topic relevant to County business, whether or not the topic has been specifically noticed on this agenda. In particular, the Board typically schedules time each Monday under Committee Updates to discuss a wide range of topics. In addition, the Board may alter
the times of the meetings throughout the day, or cancel or reschedule noticed meetings. Questions about this agenda? Contact the Commissioners Office at 303-795- 4630 or by e-mail at
1:00P.M.
Documents:
1:30P.M.
2:30P.M.
Documents:
Nancy A. Doty, Chair, District 1 Nancy Sharpe, District 2 Rod Bockenfeld, District 3
Nancy Jackson, District 4 Bill Holen,Chair Pro-Tem, District 5
Study Session
May 13, 2014
Sudy Session Topics
* Outsourcing The Low-Energey Assistance Program - LEAP (WHR)
Discussion regarding the possible outsourcing of the Arapahoe County Low- Energy Assistance Program - LEAP (Information/Direction)
Cherl Ternes, Director, Human Services Michael Valentine, Deputy County Attorney
LEAP BSR 5.13.14.PDF
Administrative Meeting (BoCC Conference Room) BoCC
* Fairgrounds And Park Annual Report / AC Fairgrounds Steering Committee Annual Report (WHR)
Discussion regarding the Fairgrounds and Park Annual Report and the Arapahoe County Fairgrounds Steering Committee Annual Report (Information/Direction)
Glen Poole, Open Spaces Operations Manager, Open Spaces Shannon Carter, Director, Intergovernmental Relations/Open Spaces Tiffanie Bleau, Assistant County Attorney
BSR_2013_ACFAIRGROUNDSANDPARK_ANNUAL_REPORT.DOC,
FINAL_EXECUTIVE_SUMMARY_2013ACFGRPSTEERINGCOMMITTEEANNUALREPORT.DOC, ACFGRP_STEERINGCOMMITTEE_2013_ANNUALREPORT.PDF,
2013_JOINT_ANNUAL_REPORT_PRESENTATION_BOCC.PDF, AR_FAIRGROUNDS_2013.PDF
* To Be Recorded As Required By Law WHR - West Hearing Room
Arapahoe County is committed to making its public meetings accessible to persons with disabilities.
Assisted listening devices are available. Ask any staff member and we will provide one for you.
If you need special accommodations, contact the Commissioners Office at 303 -795-4630 or 303- 738 -7915 TTY.
Please contact our office at least 3 days in advance to make arrangements.
Administration Building West Hearing Room 5334 S. Prince St.
Littleton, CO 80120 303-795-4630 303-738- 7915 TTY
The Arapahoe County Board of County Commissioners typically holds weekly Study Sessions on Monday and Tuesday. Study Sessions (except for Executive Sessions) are open to the public and items
for discussion are included on this agenda. Agendas (except for Executive Sessions agendas) are available through the Commissioners Office or through the County s web site at www.arapahoegov.com.
Please note that the Board may discuss any topic relevant to County business, whether or not the topic has been specifically noticed on this agenda. In particular, the Board typically schedules time each Monday under Committee Updates to discuss a wide range of topics. In addition, the Board may alter
the times of the meetings throughout the day, or cancel or reschedule noticed meetings. Questions about this agenda? Contact the Commissioners Office at 303-795- 4630 or by e-mail at
1:00P.M.
Documents:
1:30P.M.
2:30P.M.
Documents:
BoCC Study Session May 13, 2014
Board Summary Report
Date: April 22, 2014
To: Board of County Commissioners
Through: Cheryl Ternes, Department of Human Services Director
From: Bob Prevost, Community Support and Child Support Division Manager Subject: Outsourcing the Low-income Energy Assistance Program (LEAP) Direction
Request and Recommendation
The Department of Human Services is seeking approval from the BoCC to outsource the LEAP Program to Discover Goodwill of Southern and Western Colorado (Discover Goodwill). Human Services has verified with Purchasing that a request for proposal is not needed and Human Services is permitted to
“piggyback” onto the contract between El Paso County and Discover Goodwill.
Background
LEAP is a seasonal program that provides low-income citizens with financial assistance for heating and electrical bills from October through April. Currently Human Services staffs the program with temporary employees overseen by a permanent supervisor, who must add the LEAP duties to a full-time job.
Outsourcing the program will relieve the administrative burden on Human Services management.
Discover Goodwill has over fifteen years of experience delivering the LEAP program and produces excellent results. Because Discover Goodwill operates LEAP in 20 Colorado counties, including El Paso, Weld, and Douglas, it is very well equipped to maintain staffing levels to meet the demands of LEAP.
Links to Align Arapahoe:
Service First
Outsourcing the LEAP program will reduce Human Services staff time required to staff, supervise, and administer the program, which can then be focused on meeting the needs of clients in other programs.
Additionally, Human Resources will be relieved of having to provide hiring services for 22 temporary staff that includes processing applications and conducting background checks. IT will not have to service the 22 LEAP computers, phones, and fax equipment.
Fiscal Responsibility
Human Services will continue to have oversight of the budget and of the work of Discover Goodwill.
Quality of Life
The time savings can be focused on clients in other programs and thus further the quality of life for the citizens being served.
BoCC Study Session May 13, 2014
Discussion
A significant amount of Human Services resources are required to directly operate LEAP. Outsourcing will conserve these resources, which can be used to serve clients in other programs. The track record of Discover Goodwill indicates that there will be no reduction in the quality of client services. Discover Goodwill has its own call center, emergency application center, and regular application center. This outsourcing proposal will be an improvement for a number of Arapahoe County citizens.
Alternatives
Continue the operation of LEAP with temporary staff in Human Services.
Fiscal Impact
There is no fiscal impact of this proposal. The LEAP allocation is 100% federal funding, which has no county match, will not change and no additional county funds will be required. Arapahoe County received $352,648 for Administration and $57,996 for Outreach in FFY 2014 to manage the program.
Concurrence
As a significant number of Community Resources Weatherization customers are referred to
Weatherization by LEAP and it is beneficial to the customers if Weatherization and the LEAP provider work together, Community Resources has requested that contract language be written to require on- going referrals from the LEAP provider to Weatherization and that the LEAP provider establish and maintain a mutually beneficial working relationship with the Weatherization Division.
Reviewed By:
Robert Prevost, Community Support Services Division Manager Cheryl Ternes, Human Services Director
Janet Kennedy, Director of Finance
Michael Valentine, Deputy County Attorney Keith Ashby, Purchasing Manager
Don Klemme, Community Resources Director
BoCC Study Session for May 13, 2014 Agenda Item #
Board Summary Report
Date: May 7, 2014
To: Board of County Commissioners
Through: Shannon Carter, Intergovernmental Relations and Open Spaces Director
From: Glen Poole, Open Spaces Operations Manager Matt Bixenman, Fairgrounds Operations Supervisor
Arapahoe County Fairgrounds and Regional Park Steering Committee
Subject: Informational over view of the following:
2013 Arapahoe County Fairgrounds and Park Annual Report
2013 Arapahoe County Fairgrounds and Regional Park Steering Committee Annual Report
Request and Recommendation
Staff and committee members will jointly review and summarize:
1. The 2013 activities and accomplishments of the Arapahoe County Fairgrounds and Park.
2. The 2013 accomplishments and recommendations of the Arapahoe County Fairgrounds and Regional Park Steering Committee.
Background
Arapahoe County Fairgrounds staff and the Arapahoe County Fairgrounds and Regional Park Steering Committee have historically submitted a joint annual report. Glen Poole (Open Spaces
Operations Manager) requested that staff and the Committee draft separate written annual reports for 2013 and for future years. The Arapahoe County Fairgrounds and Park Annual Report summarizes event center usage, facility operation and maintenance accomplishments, updates on the implementation of the master plan and a quick review of the 2013 County Fair in a graphical format that can be posted on the website or distributed to Fairgrounds visitors. The Arapahoe County Fairgrounds and Regional Park Steering Committee (ACFGRP Steering Committee) works closely with Fairgrounds staff to encourage year round use of the facility and identify community needs and sources of future funding. The ACFGRP Steering Committee produced a separate annual report documenting their accomplishments. The information from both reports will be jointly presented to the BOCC through a slide presentation.
Links to Align Arapahoe
The Fairgrounds staff strives to improve how we work to ensure the Fairgrounds provides the best county government services to the event holders and visitors to the facilities. The attached
Arapahoe County Fairgrounds and Park Annual Report outlines how staff impacted the quality of life for the citizens of the County, how staff are fiscally responsible in bringing in revenue to support the ongoing operation and maintenance of the facility and how staff provides first class service to event holders and their guests. The statistics with the staff annual report documents another outstanding year for the Arapahoe County Fairgrounds.
BoCC Study Session for May 13, 2014 Agenda Item #
Discussion
The Fairgrounds staff promote, schedule and support all events hosted at the Arapahoe County Fairgrounds. The Event Centers performance for 2013 is summarized within the figures of the Fairgrounds and Park Annual Report. The three most frequent uses of the facility were sporting events, banquets / receptions and meetings (See Figure 1). Banquets / receptions, trade shows and animal shows brought in 76% of the Facility’s revenue (See Figure 2). Staff realized an estimated 8 % increase in facility rental revenue over 2012 revenue figures due to increased use of the facility through active marketing and numerous return customers (See Figure 3). The months of April, August and November were the three peak months for visitation (or attendance) at events hosted within the facility (See Figure 4). The Event Center also plays host to numerous public and county activities which are classified as “in kind” use. These internal or public events utilize the facility at no cost to the event holder as they represent the benefit of this publicly funded facility.
Fiscal Impact
Fairgrounds staff made a concerted effort to engage return event holders as well as provide strong follow up with new event inquiries which produced $87,941 in cash revenue. The Event Center also provided $41,950 of in kind facility usage (based on standard rental rates).
Total Value of Facility Rental Revenue + In-Kind Usage was $129,891
Attorney Comments
Reviewed By:
Glen Poole, Open Spaces Operations Manager
Shannon Carter, Intergovernmental and Open Spaces Director Caroline Smith, Budget Analyst Finance Department
Tiffany Blue, Assistant County Attorney
Executive Summary
Arapahoe County Fairgrounds and Regional Park Steering Committee 2013 Annual Report
The Steering Committee appreciates the opportunity to serve you and our
community. We have collaborated with staff and community members to highlight our 2013 activities, outline our focus for 2014, document the process to implement Phase I of the Master Plan, and celebrate the performance of the Event Center and 2013 Arapahoe County Fair. We, along with our community, truly believe that the ACFRP provides “acres of fun for everyone”.
2013 Fundraising
The Steering Committee provided a rough draft of a fundraising brochure to the Communication Services to finalize. After review by the county’s attorney,
Commissioner Bockenfeld signed a letter for fundraising. A request for funding was submitted to Gander Mountain’s corporate headquarters in Minnesota. Sharon Powers, professional fundraiser and OSTAB member, discussed ways to research potential grants and the grant submission process. Committee members updated the potential donor list.
2013 Communication
Communicating information to the BOCC in a timely manner
The Steering Committee presented its 2012 annual report in May. Following the direction of Commissioner Sharpe, the Steering Committee initiated a Calendar of Action items that is reviewed at monthly meetings and included in the Steering Towards the Future reports to County Commissioners.
Providing input to the Master Plan
The Steering Committee focused most of its efforts on sharing park and expansion plans with the community, seeking input from the community, evaluating proposed expansion options, providing information for and analyzing an updated marketing study, projecting usage needs and revenue streams, compiling information in written reports, and distributing that information with staff and county
commissioners. All reports documented a significant need by the community for animal usage at the ACFP. The public and the Steering Committee enthusiastically support immediate development of the park and expansion of the ACFP.
Providing community input to the county commissioners Some positive comments
Pleased that the ACFP is a CART facility and was ready to assist with housing animals displaced by the Black Forest fire
Loved the calendar of ACFP events distributed at the county fair
Excited about the development of the regional park, especially the historic Windmill Walk Trail, natural play areas, and connectivity of trails
Support future expansion at the ACFP that includes animal usage and agricultural, western heritage
Want to participate in the 2014 Arapahoe County Fair
Would pay additional tax dollars to support development at the ACFP and Open Spaces projects
Excited about the future trail connectivity of the Cherry Creek Trail at Arapahoe Road
Some negative comments
Don’t know how to find out what events are open to the public at the ACFP
Don’t know what Open Spaces properties are open to the public and how to access them
Don’t know how to participate in Open Class and contests at the county fair
Don’t know how to communicate potential usage and ideas for west wing and park development to Design Concepts, Markin, Open Spaces staff, and
decision makers
Frustrated that public and stakeholders input was not solicited through stakeholder meetings before development of expansion options
Concerned that a concrete floor Exhibit Hall option ignores the mission of the ACFRP
Concerned about the reduction of children activities and traditional, western, agricultural entertainment at the Arapahoe County Fair such as the fishing tank, the western shooters, and the draft horses
Communicating to the public: outreach
Open Spaces/Aurora PROS booth at the 2013 Arapahoe County Fair
Members of the Steering Committee collaborated with the Communication Services staff, Open Spaces staff, and Aurora Parks, Recreation, and Open Spaces (Aurora PROS) to improve upon community outreach. “Connecting communities to healthy lifestyles and healthy places through educational, recreational, agricultural, and western experiences” was this year’s theme. Specifically, the committee wanted fair -goers to understand why they should visit the ACFP now and in the future, and what rental opportunities are available. In addition to the ideal location inside the Event Center and designation as a bingo location, the pinwheel handouts attracted approximately 400 adult fair-goers.
Future outreach activities
A subcommittee formed to plan a family event for May 17, 2014 at the ACFP. The purpose was to promote the ACFP and the 2014 Arapahoe County Fair and inform the public about the future development of the park and expansion of the Event Center. While researching the event, the Committee determined that the
recommended activities were similar to Children’s Day and Senior’s Day activities at past Arapahoe County fairs. The Steering Committee withdrew its proposed event and is currently collaborating with other committees and Arapahoe County
departments to revive heritage events for the 2014 Arapahoe County Fair.
Enhancing communication
The Steering Committee experienced challenges in fulfilling its roles as the “eyes and ears” of the county commissioners, evaluating design plans and expansion options, communicating proposals with the public for input, and sharing that input in a timely and efficient manner with staff and County Commissioners. The Steering Committee, in collaboration with staff, began drafting a communication strategy to strengthen and enhance communication to and from the Committee, between staff, Commissioners, and other stakeholders.
Steering Committee Recommendations
Recommends a formal community outreach event to update and inform the public about park and Event Center design plans, expectations during phases, and construction timeline
Requests consideration of a system to share information for decision making during face-to-face discussions with county commissioners, Steering
Committee members, Open Spaces staff, and other BOCC appointed committees
2014 Steering Committee Focus
In addition to its year-to-year responsibilities, the Steering Committee will concentrate on
Focusing public outreach at the Open Spaces/Aurora PROS booth at the 2014 Arapahoe County Fair
Promoting the Arapahoe County Fair through supporting the revival of heritage activities and contests
Supporting immediate development of the park
Supporting immediate expansion at the ACFP that aligns with the mission of the ACFP as a designated heritage fairgrounds
Expanding fundraising efforts
Developing a communication strategy
Developing by-laws to enhance continuity and effectiveness of Committee activities
2013 Event Center Performance
21,199 attended non-fair events, 57% decrease as compared to 2012
Collected almost $88,000 in rental revenue, 8% increase as compared to 2012
Saved Arapahoe County almost $42,000 by hosting non-fair Arapahoe County departmental and CSU Extension (non-fair) events, 13% decrease as
compared to 2012
280 reservations, 14% decrease as compared to 2012
2013 Arapahoe County Fair
“Fun for the Whole Herd”
Approximately 23,000 attended the fair
259 4-H Home economics and general projects, 3% decrease compared to 2012
$113,224 Revenue from 4-H livestock sales, 15% increase compared to 2012
599 Open class exhibits, 21% decrease compared to 2012
Value of $77,977 value of 3552 volunteer hours
$15,156 in premiums, cash gifts, and prizes to 4-H and Open Class exhibitors
ARAPAHOE COUNTY FAIRGROUNDS AND REGIONAL PARK STEERING COMMITTEE
2013 ANNUAL REPORT TO THE BOARD OF COUNTY COMMISSIONERS
2013 STEERING COMMITTEE MEMBERS
Kristi Brown, Lori Daniel, Bill Jenks, Sharon Kercher, Cindy Knox, Jan Leonard, Mary Madsen, Raylene Owen
ACRES OF FUN FOR EVERYONE!
2013 Fast Fairgrounds Facts Non-fair Event Attendance
2013: 21,199, a decrease of 57% over 2012 Cumulative (Sept. 2006-Dec. 31, 2013): 317,432 Number of Reservations
2013: 280, a decrease of 14% over 2012 Cumulative (Sept. 2006-Dec. 31, 2013): 2166 Rental Revenue
2013: $87,941, an increase of 8% over 2012 Cumulative (Sept. 2006-Dec. 31, 2013): $502,226 Savings to Arapahoe County for in-kind (non-cash) usage
2013: $41,950, a decrease of 13% over 2012 Cumulative (Sept. 2006-Dec. 31, 2013): $475,671 Total cash revenue + in-kind value usage
2013: $129,891, unchanged from 2012
Cumulative: (Sept. 2006-Dec. 31, 2013): $979,597 Fair attendance
2013: 23,000
Cumulative: (Sept. 2006-Dec. 31, 2013): 168,750 Total attendance (Fair plus non-fair attendance)
2013: 44,199, a decrease of 40% over 2012 Cumulative: (Sept. 2006-Dec. 31, 2013): 486,192
2006-2013 Event Center Usage
Year #
Reservations % Non-cash
Reservations Yearly
Usage Fair
Visitors Non-fair
Visitors Total Visitors
2006 22 32 18 12,000 940 12,940
2007 126 53 32 18,260 17,590 35,850
2008 313 73 61 21,000 59,155 80,155
2009 325 51 60 22,000 50,008 72,008
2010 371 38 69 23,000 55,804 78,804
2011 404 46 70 25,000 63,451 88,451
2012 325 44 63 24,500 49,385 73,885
2013 280 29 65 23,000 21,199 44,199
TOTAL 2166 168,750 317,432 486,192
2006-2013 Event Center Revenue and In-Kind Value*
*Excludes Arapahoe County Fair
Year Cash Revenue In-kind Value Total Value
Cash + In-kind
2006 8,955 1,200 10,155
2007 37,083 24,831 61,914
2008 54,192 104,395 158,588
2009 66,895 87,815 154,710
2010 71,043 78,030 149,073
2011 94,681 88,925 185,306
2012 81,436 48,925 129,961
2013 87,941 41,950 129,891
TOTAL $502,226 $475,671 $979,597
Table of Contents Fairgrounds’ Fast Facts
2006-2013 Event Center Usage
2006-2013 Event Center Revenue and In-kind Value Introduction
History of the Arapahoe County Fairgrounds and Park ACFRP Mission Statement
Arapahoe County Fairgrounds and Regional Park Steering Committee ACFRP Steering Committee Mission Statement
Reporting information to the county commissioners in a timely manner Fundraising
Public Outreach Master Plan
Park development West wing expansion 2013 Arapahoe County Fair Communication
Community Feedback Recommendations 2014 Focus
2013 Event Center Performance Community value of the Event Center Park
2013 Arapahoe County Fair Performance
2013 Community value of the Arapahoe County Fair Steering Towards the Future
Appendices
A Summary of the Steering Committee’s 2013 Master Plan Activities Arapahoe County Fairgrounds and Park Timeline
Annual Report 2013
Introduction
This report, produced in collaboration with Open Spaces staff, Colorado State University Extension staff, and the Fair Planning Committee documents the history of the Arapahoe County Fairgrounds and Park (ACFP), the Steering Committee’s 2013 activities and accomplishments, the Steering Committee’s focus for 2014, 2013 activities at the ACFP, and the 2013 Arapahoe County Fair.
When possible, data are compared to previous years. Finally, the Steering Committee presents its perspectives on the continued value of the ACFP to the community. Any comments within this report reflect the observations, perceptions, opinions, and viewpoints of the Steering Committee, not necessarily the viewpoints of the Open Spaces staff.
History of the Arapahoe County Fairgrounds and Park
In 1999, to fulfill its earlier promise to replace the fairgrounds, Arapahoe County, using Conservation Trust Fund monies, purchased property for the future
fairgrounds at a tax lien sale. In 2003, voters of Arapahoe County approved a sales and use tax for the preservation of open space; for the protection of views and vistas, wildlife habitat and corridors, and lands that protect water quality; to maintain and improve neighborhood parks; to develop and maintain multi-use trails; to protect agricultural and ranch lands; and to protect designated heritage sites.
The ACFP encompasses approximately 236 aces, divided into a 126 acre open space regional park and the 110 acre designated heritage area. Recognizing its agricultural heritage and historical significance, the Board of County Commissioners, after
review and recommendation by the Open Space Trails and Advisory Board (OSTAB) and county staff, designated 110 acres of the Arapahoe County Fairgrounds and Park as a heritage area on August 16, 2005. Appendix 1 “Arapahoe County’s Agricultural Heritage” (Arapahoe County Fairgrounds and Regional Park Steering Committee 2012 Annual Report) documents Arapahoe County’s agricultural heritage, Colorado Agricultural Society fairs in the 1860’s, and the history of the ACFP property.
In November 2009, based upon extensive input from the community, the Board of County Commissioners unanimously approved the ACFRP Master Plan with options (design D3) for development of the heritage area and park. For details of the Master Plan and market analysis, review the document entitled “Arapahoe County
Fairgrounds & Regional Park Recommended Master Plan” at www.co.arapahoe.co.us.
The Arapahoe County Open Spaces Division operates the ACFP. A portion of the Open Space tax (4.1%) funds maintenance, operation, enhancements, and
improvements at the two heritage areas: the 17 Mile House and ACFP. The acquisition and development portion of the Open Space tax will fund the future development of the Arapahoe County Fairgrounds park. Open Space tax cannot be used for capital improvements. The 2011 passage of the Open Space tax extension ensures funding through December 31, 2023.
The Arapahoe County Fairgrounds Event Center is located on the heritage portion of the ACFP. Throughout this report, it will be referred to as the Event Center. The Event Center received its certificate of occupancy in July 2006, just in time to celebrate the 100th anniversary of the Arapahoe County Fair, the first major event held at the ACFP. Following in the footsteps of the multipurpose Colorado
Agricultural Society’s fairgrounds from the 1860’s, the Event Center hosts many activities year-round and is home for the annual Arapahoe County Fair.
Arapahoe County Fairgrounds and Park Mission Statement
To provide educational, agricultural, and recreational experiences, that celebrate our western heritage and preserve our prairie environment while balancing the needs of our community with the fairgrounds’ and park’s environmental, economic, and managerial sustainability.
The Arapahoe County Fairgrounds and Regional Park will, at a minimum, include
• Facilities for the Arapahoe County Fair to showcase the achievements of our 4-H youth and community
• Facilities for youth to participate in 4-H activities
• Facilities to preserve our western heritage and history
• Open space and interpretative trails that provide connectivity with regional trails and open spaces
Arapahoe County Fairgrounds and Regional Park Steering Committee Created in 2005, the Arapahoe County Fairgrounds and Regional Park Steering Committee is comprised of seven citizen volunteers appointed by the Board of County Commissioners (BOCC). The monthly meetings of the Steering Committee are held on the second Thursday of each month at 9 a.m. at the Event Center.
Meetings are open to the public. Meeting agendas and approved meeting summaries are posted on the Arapahoe County website.
The Steering Committee assists the BOCC by seeking community input on the design and usage of the ACFP. To do this, the Steering Committee shares draft plans and recommendations with the community and encourages their participation in the process. Committee members also inform the public about the value of the ACFP, promote attendance at events open to the public, and promote its usage. In the
future, committee members will assist with the fundraising process. Additionally, the Steering Committee collaborates with the ACFP staff, the Arapahoe County Open Spaces staff, and the Colorado State University Extension Services staff.
Representatives from these entities often attend committee meetings. The Steering Committee also collaborates with other Arapahoe County Citizen Advisory Boards and Committees including the Open Space and Trails Advisory Board (OSTAB), the Fair Planning Committee, and the 4-H Advisory Committee.
Additional Steering Committee member activities include the following:
• Chair serves on the Arapahoe County Foundation Inc. board
• Members regularly attend Open Space and Trails Advisory Board (OSTAB) and Fair Planning Committee meetings
• Members attend Open Spaces special events such as the annual Shareback Ceremony
• Members volunteer and promote the ACFP at Open Spaces events such as the 17 Mile House Fall Festival, opening celebration of the Broncos Parkway Trailhead, and teacher workshops at the Cherry Creek Ecological Park
• Members compete and show in the open classes as well as volunteer at the Arapahoe County Fair
Member participates as a Master Gardener
• Member attends and promotes the ACFP at Cherry Creek Stewardship Partners Annual Conference and at Education and Outreach committee activities
• Members belong to the Colorado Horse
Council and participate in various horse competitions and activities
• Members belong to the High Line Canal Preservation Association and Cherry Creek Historical Society
• Members attend and hold events at the ACFP to o Assess community needs
o Evaluate how the facility functions for diverse events
o Educate the community about future developments at ACFP o Photograph events for promotional opportunities
Arapahoe County Fairgrounds and Regional Park Steering Committee Mission Statement
To assist the Board of County Commissioners by making recommendations for the development of the Arapahoe County Fairgrounds and Regional Park by identifying community needs and sources for future funding.
2013 Accomplishments of the ACFRP Steering Committee
Some of the highlights include the following:
Reporting Information to the County Commissioners in a timely manner
• Distributed the Executive summary for the 2012 Annual Report and the 2012 Annual Report in April 2013
• Presented the 2012 Annual Report in May 2013
• Distributed April and September “Steering Towards the Future” trimester reports
• At the request of Commissioner Sharpe, “Steering Towards the Future”
trimester reports and meeting summaries include Steering Committee action items, who is responsible, and the timeline for completion
• Reports evaluating options for expansion of the ACFP
o “Steering Committee Analysis of the 2013 Markin Consulting Market Analysis of the Arapahoe County Fairgrounds and Regional Park”
o “Page by Page Comments about the draft 2013 Markin Consulting Study”
o “Comparison of West Wing Expansion Options October 5, 2013”
o “Evaluation of the Event Center Expansion Options November 7, 2013”
• November 8, 2013 letter to County Commissioners recommending construction of an indoor dirt floor arena with portable floor covering Fundraising
Since its inception in 1985, the Arapahoe County Foundation, Inc. has served as a pass-through for donations for the county fair and the ACFP. In June, the Board of County Commissioners further clarified the fundraising roles of the Arapahoe County Foundation, Inc. and the Steering Committee, and also discussed procedures for fundraising. Although the County Commissioners gave the “green light” to the Steering Committee to fundraise, before approaching individuals and/or
corporations for major donations, the Commissioners must first decide what facilities will be constructed, how much money is needed, and how the donated money will be used. Committee members will coordinate with staff for supporting documents for potential donors, along with an approved fundraising appeal.
In preparation, the Steering Committee accomplished the following:
• Provided a rough draft of a fundraising brochure for the Communications Department to finalize
o County Commissioners and the Arapahoe County Foundation, Inc.
approved the fundraising brochure
• Proposed and submitted a request to Gander Mountain’s corporate headquarters in Minnesota
• Met with Sharon Powers, professional grant writer and OSTAB member, to discuss the grant submission process and ways to research potential grants
• Received the archived donor list from Open Spaces Department and began updating
• Upon review by the county’s attorney, received a letter signed by Commissioner Bockenfeld to be used for fundraising
Public Outreach
Planned, staffed and evaluated Open Spaces/Aurora PROS booth at the 2013 Arapahoe County Fair
• Volunteers talked to approximately 400 fair-goers about the ACFP and Open Spaces program and received invaluable feedback
Educated the public about future development of the park and expansion of amenities during the 17 Mile House Fall Festival
•
Volunteers talked to over 500 visitorsSpring Event at the ACFP/Revive heritage events at the 2014 Arapahoe County Fair A subcommittee formed to discuss and plan a proposed spring event for May 17, 2014 at the ACFP with the purposes of promoting the ACFP and the 2014 Arapahoe County Fair and informing the public about the development of the fairgrounds park and the expansion of the Event Center. The subcommittee proposed children
activities, recommended that each sponsor host a hands-on activity, and submitted an estimated budget to the Open Spaces Manager.
While researching the potential event, it was learned that past Arapahoe County Fairs hosted a “Children’s Day” and a “Seniors’ Day” with special activities and contests similar to the activities for the proposed 2014 spring event. The Steering Committee then voted to withdraw the proposal for a 2014 spring event and voted to support returning heritage activities to the 2014 Arapahoe County Fair. Steering Committee members joined a subcommittee with members from the Fair Planning Committee, staff, CSU Extension, and the Volunteer Connection coordinator to propose activities and demonstrations. These ideas will be forwarded to the Executive Committee and County Commissioners for their approval.
Additional outreach
• Attended OSTAB meetings and Fair Planning Committee meetings to share information from the Steering Committee about the ACFP, to receive feedback, and to increase collaboration
• Attended and received feedback at the Feb. 28, 2013 Fair and Facility update for 4-H families and the Fair Planning Committee
Master Plan
(Appendix “A Summary of Steering Committee’s 2013 Master Plan Activities,”
serves as a record of the committee’s detailed participation.)
The Steering Committee focused most efforts on sharing park and expansion plans with the community, receiving input from the community and sharing that
information with staff and the county commissioners. The Steering Committee evaluated ideas for development of the park and expansion of the Event Center. The Committee provided information for and analyzed the updated marketing study and community usage of a proposed indoor arena and a proposed exhibit hall along with corresponding revenue analyses. The Committee attended numerous meetings on
the above topics. Written reports were compiled and for warded to Open Spaces staff, members of the Fair
Planning Committee, CSU Extension, Arapahoe County staff, and county commissioners.
Park Development
The Steering Committee and public enthusiastically support immediate construction of the park. The Steering Committee is concerned that building the park in phases will increase overall
construction costs and will needlessly limit the community’s usage for years.
West Wing Expansion
The Committee appreciated the opportunity to actively participate in gathering and compiling data for options for the expansion of the Event Center and West Wing.
The Committee’s analysis and recommendations were presented to the County Commissioners in formal reports in October and November 2013. Details of the Committee’s activities, findings, and recommendations are described in Appendix 1.
The Committee recognizes the diversity of opinions regarding the optimum development scenarios under consideration. Two options were under
consideration: construction of an exhibit hall west wing and a cover over the rodeo arena and a 45,000-55,000 square foot indoor arena
located on the east side of the fairgrounds that would maximize year-round revenue and usage.
Given the financial commitment and the need to balance differing interests, the Committee appreciates the
complexities in making the decision to move forward with development. The Steering Committee is united in supporting expansion of the amenities at the Event
Center and ACFP that will support traditional fairground usage by the community and 4-H participants. The Committee also supports the construction of RV sites to support and attract usage at the facility, and implementation of the Master Plan Phase I.
Arapahoe County Fair
• Offered to help staff with the 2013 fair
• Expressed concern that reducing fair activities and eliminating traditional, western, agricultural activities such as the fish tank, draft horse
competitions, and western shooters exhibition could decrease fair attendance in 2013 and in the future
• Conveyed to staff that the Boots Not Suits dinner held during the fair precludes
participation by 4-H leaders, 4-H families, and fair supervisors The timing of this event prevents celebration of 4-H achievements and the traditional county fair.
• Recommended to staff to forward to the Executive Committee ways to increase participation at a kick-off dinner before the fair, with an event that promotes, celebrates, and fundraises for the county fair and expansion of the ACFP
Communication
The Steering Committee experienced challenges in fulfilling its roles as the “eyes and ears” of the county commissioners. These challenges included evaluating design plans and expansion options, communicating proposals with the public for input, and sharing that input in a timely and efficient manner with staff and the County Commissioners. The Steering Committee, in collaboration with staff, began drafting a communication strategy to strengthen and enhance communication to and from the committee, between staff, commissioners, and other stakeholders. The committee also requests consideration of a system to share information for decision making in a method that allows face-to-face discussions with county commissioners, Steering Committee members, Open Spaces staff, and other BOCC appointed
committees.
Community Feedback
Throughout the year, members of the Steering Committee continuously receive feedback from the community during the county fair, events held at the ACFP, events held at other open space properties within the county, community meetings, and individual conversations. A partial summary of these comments is provided below.
Positive Feedback from the Community
• Pleased that the ACFP is a CART facility and was ready to assist with housing animals displaced by the Black Forest Fire
• Want to attend year-round events open to the public at the ACFP
• Loved calendar of events open to the public distributed at county fair
• Excited about development of the regional park, especially the historic Windmill Walk Trail, natural play areas, and connectivity of trails
• Excited about future opportunities through new construction
• Fair attendees support flexible expanded facility (indoor arena with portable flooring) instead of concrete floor Exhibit Hall because of the limitless opportunities for usage
• Love attending the Arapahoe County Fair
• Want to participate in the 2014 Arapahoe County Fair
• Support goals of the Open Space Sales and Use Tax Resolution
• Would pay additional tax dollars to support further development at the ACFP and Open Spaces activities
• Excited about future trail connectivity of the Cherry Creek Trail at Arapahoe Road
Negative Feedback from the Community
• Don’t know how to find out what events are open to the public at the Event Center
• Don’t know what Open Spaces properties are open to the public and how to access them
• Don’t know how to enter Open Class or county fair contests
• Upset about the turnover in key ACFP staff.
• Frustrated with the difficulties in communicating potential usage and ideas for west wing and park development to Design Concepts, Markin, and decision makers
• Frustrated that public and stakeholder input was not solicited through stakeholder meetings before development of expansion options
• Do not want natural dirt track along Murphy Creek
• Concerned about wheelchair and stroller access with crusher fines trails to the natural play area at the park
• Believe that Exhibit Hall (concrete floor) option ignores mission of the ACFP
• Believe that Exhibit Hall (concrete floor) option ignores promises to the 4-H and animal community for indoor arena
• Believe that Exhibit Hall (concrete floor) option turns Event Center into another ubiquitous conference space
• Concerned about the limitation of funding options for expansion of the ACFP and funding for the Arapahoe County Fair
• Concerned about the reduction of children’s activities at the Arapahoe County Fair
• Concerned about the reduction of traditional, western, and agricultural
entertainment at the Arapahoe County Fair such as the fishing tank, the western shooters, and the draft horses
Steering Committee Recommendations
•
Recommends a formal community outreach event to update and inform the public about park and Event Center design plans, expectations during phases, and construction timeline•
Requests consideration of a system to share information for decision making during face-to-face discussions with county commissioners, SteeringCommittee members, Open Spaces staff, and other BOCC appointed committees
2014 Steering Committee Focus Master plan
• Continue to evaluate and provide input on the overall Master Plan, park design ideas, expansion of the Event Center, and construction of RV campsites
• Educate and update public about Master Plan concepts and timeline for implementation
• Share public input with Design Concepts, Open Spaces staff, and Commissioners
• Assist Open Spaces staff with planning a ground breaking ceremony Fundraising
• Coordinate with ACFP, Open Spaces staff, Communications, and Arapahoe County Foundation, Inc. to finalize specific promotional brochures and fundraising “story” that can assist with immediate and future fundraising
• Research fundraising methods and share these ideas with staff, Arapahoe County Foundation, Inc. and County Commissioners for approval
• Continue to identify potential donors
• Contact potential donors following established guidelines and parameters
• Discuss fundraising efforts with Arapahoe County 4-H Foundation
• Research potential national corporations and grants for funding capital improvements and share these possibilities with staff, Arapahoe County Foundation, Inc. and County Commissioners
• Research levels for naming rights at various facilities and share this information with staff, Arapahoe County Foundation, Inc. and County Commissioners
• Inform public about fundraising opportunities Communication strategy
• Collaborate with staff and other county departments to develop a
communication strategy between the Steering Committee and staff and other county departments
• Establish guidelines for Steering Committee communications with the community
Communicating information to BOCC in timely manner
• Write and send “Steering Towards the Future” (April, September, December)
• Present the 2013 Annual Report to the BOCC
• Continue to communicate critical information to County Commissioners
• Develop more efficient ways to effectively provide Committee and community input to the county commissioners for decision making
Communicating with the public and promoting awareness of the ACFP
• Identify community events that Committee members can attend to promote awareness of the ACFP
• Develop and host community events at the ACFP to promote awareness of the ACFP
• Collaborate with staff, other county departments, and the Fair Planning Committee to revive heritage events at the 2014 Arapahoe County Fair
• Develop and staff an outreach booth at the 2014 Arapahoe County Fair that includes
o Tripling the order of pinwheels imprinted with “Arapahoe County Fair” or
“Arapahoe County Open Spaces”
o Providing a continuous computer slide show that highlights each Open Spaces property open to the public
o Providing a computer that allows the fair-goer to input his/her address to discover amenities near his/her home that are funded through the Arapahoe County Sales and Use Tax
o Providing a computer for donating to future development at the ACFP
o Developing an interactive activity for adults o Distributing a bookmark or small flyer
advertising the 17 Mile House Fall Festival
• Continue to act as a link between the community and the BOCC
• Encourage residents to become members and/or attend Steering Committee meetings
• Promote awareness of the community value of the ACFP by attending and sharing information at OSTAB and Fair Planning Committee meetings Steering Committee Bylaws
• Form a subcommittee to develop by-laws to enhance the effectiveness of Committee activities
• Reference OSTAB and Fair Planning Committee by-laws
For more detailed information about the 2013 Event Center, ACFP, or 2013 Arapahoe County Fair, see Appendix “Annual Report 2013” by the Open Spaces staff.
In the following sections, the Steering Committee summarizes the 2013
performance of the Event Center and Arapahoe County Fair and presents their value to the community.
2013 Event Center Attendance, Activities, & Revenue (Compiled by Staff)
• 21,199 attended non-fair events, 57% decrease as compared to 2012
• Collected almost $88,000 in rental revenue, 8% increase as compared to 2012
• Saved Arapahoe County almost $42,000 by hosting non-fair Arapahoe County departmental and CSU Extension (non-fair) events, 13% decrease as
compared to 2012
• Total valued usage of almost $130,000, same as 2012
• 280 reservations, 14% decrease as compared to 2012 Community Value of the Event Center
No park, trail, roadway, or government building pays for itself. However, people choose to live in Arapahoe County because of the existence of these important amenities and the valuable services that they provide to residents. The Event Center is no exception. Not only does the ACFP protect open space prairie ecosystems, it also provides connections, enjoyment, economic benefits, and educational opportunities, while enhancing the health of our communities and residents (Arapahoe County Fairgrounds and Regional Park Steering Committee 2012 Annual Report to the Board of County Commissioners, Appendix 2 “Cultivating Community at the Fairgrounds”).
Emergency Center: One of the purposes of a county fairground is to house displaced animals and serve as an information distribution point for emergency personnel and the community during a natural disaster. In 2013, the ACFP was prepared to house displaced animals from the Black Forest fire.
Economic Enhancement: Events held at that ACFP d irectly benefit our community though purchases, such as food and lodging, by participants. A July 2013 American Kennel Club study
(http://images.akcorg/pdf/canine_legislation/Eco nBenFlyer.pdf) documented that a 2-4 day
national dog show with 1500 exhibitor s can bring
an estimated $768,000 to the community in just one weekend! An average dog show participant spends $512 during a weekend dog show. That average expenditure increases to $622 for participants that travel over 100 miles.
Park
The community eagerly awaits the development and opening of the park. The qualitative and economic benefits of the future park to the community are enumerated in the Arapahoe County Fairgrounds and Regional Park Steering Committee 2012 Annual Report Appendix 3 “Public Value of the Arapahoe County Regional Park”.
2013 Arapahoe County Fair
“Fun for the Whole Herd”
Attendance: Approximately 23,000 2013 Arapahoe County Fair Performance
• 127 4-H Home economics and general project exhibitors, 6% decrease compared to 2012
• 259 4-H Home economics and general projects, 3% decrease compared to 2012
• $113,224 Revenue from 4-H livestock sales, 15% increase compared to 2012
• 599 Open class exhibits, 21% decrease compared to 2012
• 125 Open class exhibitors, 14% decrease compared to 2012*
*The number of Open Class floriculture/horticulture exhibits and exhibitors
remained the same from 2012 to 2013. A 34% decrease in the number of living arts exhibits was due to a 19% decrease in the number of exhibitors which created the significant decrease in overall Open Class number of exhibits.
2013 Community Value of the Arapahoe County Fair
In 1867, Rocky Mountain News Editor William Byers recognized the importance of the agricultural fair to educate and entertain its city residents while celebrating the farming profession and attracting more area farmers: “The success and
encouragement of Colorado’s agriculture is of vital interest to every citizen.”
Agriculture has been and is still essential to Arapahoe County. The Columbine Mill in downtown Littleton and living history farm at the Littleton Historical Museum are vestiges of our agricultural heritage in the western, now urban portion of Arapahoe County. The eastern portion of Arapahoe County has experienced a 40% increase in farms from 2002-2007. These 627 farms sold crop and livestock products valued at
$2 million. Many urban residents now grow chickens and vegetable gardens as the popularity of urban homesteading continues to increase.
The Arapahoe County Fair celebrates this agricultural heritage and prepares future farmers to grow our food as 4-H’ers exhibit their animals. Money earned from 4-H project premiums and the sale of livestock help fund future educational
opportunities. Participation in youth activities at the Arapahoe County Fair helps our youth gain admission to colleges, receive scholarships, and obtain job offers.
The county fair is one of the few major county events that remind residents of their agricultural heritage. The fair educates an urban population about the source of its food and the vital importance of agriculture to our economy. For many, it is their only opportunity to pet a horse, milk a cow, or hold a newly hatched chick.
The county fair also unites rural and urban residents, whether as volunteers, contestants, or spectators. Not only do community members gain “bragging rights”
when their pie wins a blue ribbon, residents can qualify to enter national
competitions such as a national home brew competition. Non-profit organizations can raise funds and awareness for their organization. The social capital developed by bringing together our diverse community allows for our communities to run more efficiently and rebound more quickly from economic downturns.
Similar to the first national county fair, the Arapahoe County Fair also provides opportunities to introduce new technology and ideas in fields such as energy conservation, environmental stewardship, and wildlife management. The venue allows county officials and departments to showcase their programs, parks, trails, and open spaces.
The county fair also provides a significant economic benefit to the community through sales by local vendors, increased purchases of gas from local service
stations, payment of tolls on nearby E-470, renting rooms at nearby hotels, and shopping at local retail stores. Based upon economic studies of county fairs throughout the United States, the economic impact to our community is over
$1 million!
Additional Value of the 2013 Arapahoe County Fair to the Community
$2435 Tools of the project awards for exhibitors purchased by Arapahoe County 4-H Foundation
$2550 4-H Grand Champion Prizes
$6551 4-H Exhibitor premiums
$2500 IREA cash gifts to 4-H exhibitors
$113,224 Revenue to 4-H exhibitors from livestock sales
$1120 Open Class premiums to the community
$77,977 Value of 3552 volunteer hours*
$206,357 Total
*The state of Colorado calculates the hourly value for a volunteer as $21.95 per hour.
Looking Towards the Future
The future of the ACFP is at an all time exciting high and very vibrant as actual turning of the soil and construction begins on Phase I implementation of the ACFP comprehensive Master Plan that is guiding the development, management,
programming and promotion of its distinct operations. The actions taken to date and the projects in motion is making this unique Arapahoe County location and public offerings a premier destination site for users of all ages. The site is beginning to build a legacy for future generations by preserving our mountain vistas, prairie habitats and wildlife corridors while celebrating our western heritage through creative interactive education and recreational experiences. The site uniquely melds educational and rental facilities with an open space park. It truly reflects the values of Arapahoe County residents and the Arapahoe County tag line: “Protect, Connect, Enjoy”.
The Steering Committee remains committed to
• Continuing to assist with promotion, awareness, fundraising and visibility of the unique Arapahoe County Fairgrounds and Park site located in the middle of the County,
• Continuing to provide oversight and advisement on the ACFP Master Plan, that furthers site and program development,
• Continuing to act as a link between the community and the Board of County Commissioners, and
• Continuing to support any and all efforts that move the ACFP Mission forward.
Appendix 1: A Summary of the Steering Committee’s 2013 Master Plan Activities
This Exhibit serves as a record of the 2013 Master Plan project and the Steering Committee’s participation throughout the process as Phase I of the Master Plan implementation began.
Master Plan Regional Park Development
During the January and April meetings, Design Concepts presented preliminary plans for the park development. Although Steering Committee members were excited about the majority of the design, members provided input and expressed concerns from the public to the design team and to Open Spaces staff about the following:
• Construction of multiple rotaries that would make it difficult for livestock trailers or large trucks and trailers to safely navigate the tight turns
• Installation of windmills throughout the park instead of locating many windmills along the popular Windmill Walk Trail
• Installation of a working windmill adjacent to the outdoor arena that might spook animals
• A natural, dirt pathway for the trail along Murphy Creek instead of a wider, crusher fines trail
• Placement of RV camping sites farther away from the main facilities
The Steering Committee members were pleased with the modifications to the park design plan that were presented at the September 24 BOCC study session by staff and the design team:
• Reduction in the number of rotaries
• Restoration of Windmill Walk;
• Installation of a nonfunctional windmill or a windmill that can easily be switched off during an event adjacent to an outdoor arena
• Modification to a wider, crusher fines trail along Murphy Creek and along the perimeter of the park
Still to be clarified
• Number and location of RV parking sites
Fair-goers strongly supported the immediate construction of the park, especially the trails, natural play area, and covered picnic pavilions. The Steering Committee strongly supports immediate construction of the park.
West Wing Expansion
The 2009 Master Plan Phase I depicted an Exhibit Hall (cement floor) expansion for the Event Center for several reasons. The Master Plan included numerous outdoor and covered arenas for Phase I plus a future phase large equestrian center with an indoor arena. Marketing analysis suggested greater immediate revenue from an Exhibit Hall than a large equestrian center. The cement floor was consistent with the cement floor in the existing Event Center. All Master Plan amenities were
considered to be placeholders that could be amended or changed as the needs of the community changed.
Because funding was not available for the 25,000 square foot Exhibit Hall, in 2010 staff researched multiple options and collaborated and drew up plans for a
multipurpose indoor dirt floor arena with portable flooring. Such a facility could host year-round animal events, and with the installation of portable flooring, could also host events such as trade shows, receptions and banquets, training, and
auctions. Additional revenue could be generated by renting the portable flooring to other facilities. The Steering Committee supported this option.
In 2012, the idea of the concrete floor Exhibit Hall for the west wing expansion was revived. Constituents were cautious, especially the 4-H community who had been promised a dirt floor facility that would house and accommodate animal shows during county fairs because the East Wing was no longer able to serve the 4-H animal project capacity during the county fair.
In spring 2013, county commissioners approved Markin Consulting to update the marketing analysis and compare revenue and usage for a concrete floor vs. an indoor arena with portable flooring option.
Staff invited members of the Steering Committee and Fair Planning Committee to participate in a tour of The Ranch. Because the Ranch’s indoor arena and facilities are not comparable to proposed amenities at the ACFP, the Steering Committee
members suggested visiting more comparable indoor arenas at nearby fairgrounds:
Adams County Fairgrounds, Jefferson County Fairgrounds, and the Douglas County Fairgrounds. These tours did not take place.
In June, the devastating Black Forest Fire necessitated massive relocation of animals at surrounding fairgrounds. After viewing amenities to support CART roles at several fairgrounds, the Open Spaces Director suggested placing a cover over the rodeo arena in addition to constructing a concrete floor west wing expansion. Based upon experience at similar unenclosed arenas, Steering Committee members
expressed concern that a cover over an arena would not provide the climate control and amenities to attract year-round rental usage that would generate significant revenue.
The Steering Committee continued to support an indoor arena option with portable flooring because that option better fulfilled the mission of the ACFRP, met the wishes of the voters of the Open Space Sales and Use Tax, supported its role as a designated CART facility, supported the Arapahoe County Fair, and maximized usage and revenue while minimizing costs to build, maintain, and operate. 2013 fair-goers unanimously supported the indoor arena with portable flooring option.
2009 Marketing Analysis
Members of the Steering Committee that were part of the 2009 Master Plan and Markin Consulting marketing study process reminded committee members, staff, the community, and county commissioners that
• The economic analysis was partially predicated on receiving rental revenue from the driving track, now owned and managed by the Arapahoe County Sheriff’s Department and is not providing revenue to the ACFP.
• Steering Committee research found the marketing study underestimated equestrian and large animal usage and did not accurately evaluate the demand for and revenue producing capabilities of comparable facilities.
• The 2009 recommendation for a conference style west wing option
presumed the existence of a fully built out covered arena and other arenas and amenities shown on the Master Plan.
• The facilities and amenities depicted in 2009 Master Plan were just “place holders” on a map that could be changed to better fit the needs of the community at the time of development.
2013 Markin Consulting updated marketing study
The Steering Committee played a role in the marketing study by
• Contributing information to the consultant
o Emphasized the mission of the ACFP, the roles of a fairgrounds, and typical amenities to fulfill those roles
o Provided input about the community’s needs and potential usage and revenue during a conference call to the consultant during the June Steering Committee meeting
o Provided information about the Gaylord project that would
potentially add 400,000 square feet of conference space to the nearby area
• Emphasizing the value of stakeholder meetings to the community
o Community members expressed concern about lack of communication of their needs to decision makers and the lack of transparency.
o Lack of implementation of means for community input directly through phone conversations and stakeholder meetings.
o Although promised, no public stakeholder meetings were held.
o The Steering Committee disagreed with the Open Spaces Director that the Steering Committee’s conference call with the consultant
constituted a stakeholder meeting.
• Analyzing the updated marketing report
• Agreeing with some of the conclusions of the 2013 marketing study:
o Market demand exists for expansion.
o Key stakeholders expressed significantly greater need for an indoor arena than for additional conference space.
o In order for the facility to generate significant revenue, adequate, enthusiastic, and experienced staffing is necessary to market the facility and to provide exceptional customer service.
• Discovering errors in the methodology, assumptions, and analysis of the study that resulted in faulty conclusions and recommendations
o The history, purposes, and mission of the ACFP were not recognized o The community living in the eastern part of Arapahoe County and the
surrounding agricultural community were not consulted or included as potential users of the facility
o Presumed that the facility would only attract participants within a 20 minute drive time
o The research, usage, and revenue information provided by regional and national experts, the community, and Steering Committee to make its recommendation for an Exhibit Hall were not recognized
o Animal usage was limited to dog and small animal usage
o Incorrectly under-assessed animal group usage at three, nearby comparable facilities
o Failed to consider the indoor arena with portable flooring option
• Disagreeing with the following Markin study’s conclusions
o Low market potential exists for equestrian and large animal events o Larger market exists for events at an Exhibit Hall option
• Writing and forwarding detailed analyses of the updated marketing report to staff, county commissioners, and some members of the Fair Planning
Committee to be forwarded to the remaining members
