HomeMy WebLinkAboutStudy Session Agenda 09-23-13SPECIAL STUDY SESSION AGENDA
CITY COUNCIL MEETING
CITY OF WHEAT RIDGE, COLORADO
7500 W. 29th Ave.
Wheat Ridge CO
September 23, 2013
Upon adjournment from City Council Meeting
Individuals with disabilities are encouraged to participate in all public meetings sponsored by the
City of Wheat Ridge . Call Heather Geyer, Administrative Services Director at 303-235-2826 at
least one week in advance of a meeting if you are interested in participating and need inclusion
assistance.
PUBLIC COMMENT ON AGENDA ITEMS
APPROVAL OF AGENDA
.1. Zoppe' Circus Update -Gina Hallisey
2. Proposed Flood Plain Ordinance Amendment
~~A.(
.. ~ ~ City of • .. ~WheatBi_dge ~ARK5 AND RECREATION
TO:
THROUGH:
FROM:
DATE:
SUBJECT:
Memorandum
Mayor and City Council ,~
Patrick Goff, City Manager .W ~
Joyce Manwaring, Parks and Recreation Direc~
September 23 , 2013
Zoppe Family Circus
~-fenu I .
Attached is the final report , including the financial information , for the 2013 Zoppe Family
Circus event.
Based on the contract City Council approved for 2013 , the revenues received did meet the
criteria for automatic renewal of the contract for an additional year. The additional year is the
last year of the contract.
The contract language states:
4 . Renewal: This agreement shall automatically renew for one additional year under the same
conditions, (dates subject to change), WITH SUCH MODIFCIATIONS AS MUTUALLY
AGREED UPON BY THE PARTIES (PROVIDED HOWEVER) such renewal shall take place
only if the Presenter's net costs (total expenses minus total revenue) do not exceed $31 ,960 . For
purposes of the Paragraph, "Presenter's net costs" shall mean the Presenter's total costs to
sponsor the event, including without limitation, the Artist Fee of $70 ,000 in Paragraph 1, the cost
of the Technical Requirements in Paragraph 8 and all other direct or indirect costs for the
Presenter in connection with its obligations under this Agreement, minus the total revenue
received by the Presenter through ticket sales , advertisements and sponsorships as described in
Paragraph 5.
ATTACHMENT:
1. Zoppe 2013 Final Report
ZOPPE' ITALIAN FA MILY CIRCUS
2013 FINAL REPORT
Performance Dates:
August 16th, 17th, 18th
August 21St, 22"d, 23rd
August 24th, 25th
..... ~~~
Presenters:
~of Wheat:Ri._dge
Produced by:
Location:
Anderson Park
4355 Field Street
Wheat Ridge, CO 80033
GCT connccn:o evenTs
Your link to the perfect event/
Attachment 1
EVENT OVERVIEW
The second year of the Zoppe' Italian Family Circus event in Wheat Ridge, Colorado was
successful in accomplishing these goals:
• The Zoppe' Circus attraction was embraced by the Carnation Festival as the star
feature of their entertainment line up and marketing budgets were combined to get
more exposure for both the Carnation Festival and the Circus
• Attendance increased by 5% over 2012 and we had numerous returning and new
groups including several family groups, community groups, senior centers and
Italian organizations -last year's guests returned and brought friends and family
• Provided a reasonably priced entertainment option for Wheat Ridge families
• Over 750 jeffco school children attended special field trip performances to learn
about circus arts
• Provided local businesses the opportunity to gain exposure through the event and
new sponsors were added
• In-kind sponsorships of $7,200 enhanced the event and nearly $4,000 of this in-kind
was budget-relieving helping out the expenses bottom line
• Get Connected Event interns and volunteers worked most of the event so only the
box office and set-up/tear down labor was needed plus 2013 labor was secured at a
less expensive rate than 2012
• Promoted the City of Wheat Ridge as an entertainment destination as proven by the
numerous reviews posted from guests all over the Metro Denver area
• Added an exotic car showcase on both Sundays which was well received
• The event generated revenues to cover nearly 67% of the event expenses
• The ticketing process was streamlined and tracked through all 3 outlets-very
effective and great for reconciling (revenue totals shown after fees deducted)
• Overall response from attendees was excellent and very positive -Facebook likes
tripled and the social media around the event will continue to grow
SUMMARY OF FINAL 2013 BUDGET
With the first year data from 2012 we made assumptions for a more realistic budget for
2013 . We met the sponsorship goals, increased marketing as planned and allowed circus
bucks to be used online and for VIP tickets which increased attendance. However, even
though the attendance was up the revenue for ticket sales was not realized as hoped for due
to giving away over $18,000 in circus bucks discounts and giving comp tickets as an
incentive to secure more sponsorship. We also anticipated four schools participating in
2013 but with Jeffco schools budget cuts we only had two schools return for field trips,
which affected revenue totals the most. Knowing the schools were not going to participate
as planned I adjusted in all areas of expenses to tighten up expenditures and sought out
budget relieving sponsors (mainly the printer) to help decrease expenses. By doing so, we
were able to meet our approved 2013 budget.
SUGGESTIONS FOR 2014
• Keep the circus on the grassy area at the front of the park -it worked out great with
limited in-kind help needed from city. Only $549.65 in city in-kind costs were
realized this year, a substantial amount Jess than in 2012
• Continue to increase the marketing efforts and signage -the more we can afford to
do the better in getting destination visitors
• Find a sponsor to add in a small scale beer and wine garden in front of the tent to
increase the opportunity for alcohol and food sales for the Carnation Festival
• Require some part of the circus to participate in the parade which will gain more
exposure and opportunity for ticket sales
• Offer the circus bucks discount only on advanced online/outlet pre-sales and no
discounts at the door or on VIP seating unless it's a group buy of 15 or more
• Work on sponsorship sales early again but plan for a lean year just in case
• Work on increasing the Jeffco Schools field trips to 4 performances by seeking out
corporate sponsors to help them offset costs
In conclusion, Get Connected Events is happy to report that we have met the 2013 contract
requirements for the budget which automatically renews the Zoppe' Circus for 2014 with
GCE serving as the circus producer. I will provide the final 2013 marketing report for
review and city records. I will present recommendations for the 2014 budget considering
the 2103 data and the current event climate tore-forecast with more accuracy. Upon
presentation of the 2014 budget I will respectfully ask Wheat Ridge City Council for
appropriation of the 2014 Zoppe' Circus budget.
Respectfully submitted,
Gina Hallisey, President
Get Connected Events
gina@getconnectedevents.com
BUDGET FOR 2013 FINAL
ZOPPE' ITALIAN FAMILY CIRCUS (CIRCUS ONLY)
Created by Gina Hallisey, Get Connected Events
PREPARED 10/08/12
REVENUE
Sponsorsh i p I Advert ising Sales
Circus Ticket Sales I Schools
GENERAL EXPENSES
Marketing I Advertising I Misc.
Circus Fee
Circus Tech Rider I Logistics
LABOR EXPENSE
Contract Labor-Event Coordination
Other Contract Labor
City of WR Staff over time/in -kind
Event Security (police if needed)
BUDGET SUMMARY
TOTAL REVENUE
TOTAL EXPENSES
TOTAL REVENUE
GENERALEXP.TOTAL
LABOR TOTAL
TOTAL EXPENSES
NET
2013
2013
17,250.00
56,400.00
73,650.00
2013
9,885 .00
70,000 .00
8,000.00
87,885.00
2013
10,500.00
4,225 .00
3,000.00
WR
17,725.00
105,610.00
PROJECTED
73,650.00
105,610.00
(31,960.00)
PREPARED 9/6/13
ACTUAL
19,300.00
43,166.76
62,466.76
ACTUAL
3,952 .20
70,000.00
7,744.88
81,697.08
ACTUAL
10,500.00
1,651.34
549.65
nla
12,700.99
94,398.07
ACTUAL
62,466.76
94,398.07
(31,931.31)
$ 28.69
,~·~
.. ~ r City of • ~fPr WheatR.i._dge ~PUBLIC WORKS
TO:
THROUGH:
FROM:
DATE:
SUBJECT:
Background
Patrick Goff, c~M::~dum
Scott Brink, Director of Public Work s_j~
Mark Westberg, Project Supervisor
Steve Nguyen , Engineering Manager
September 23 , 2013
Proposed Flood Plain Ordinance Amendment
Staff is proposing several revisions to the existing floodplain ordinance for the City. These
changes involve adopting new state regulations an~ new floodplain maps and incorporating
minor changes in order to maximize the discount that our citizens receive for floodplain
msurance.
Staff was aware of the need to adopt the new state regulations but was waiting for FEMA to
adopt the new floodplain maps so a single, comprehensive update on floodplain issues could be
done. Staff originally expected the new maps to be adopted as early as June 2011 . However, the
adoption of the maps was delayed by the conversion of the mapping to a digital format by
FEMA. The following is a summary of the new state regulations and other proposed changes.
New State Regulations
In late 2010, the Colorado Water Conservation Board (CWCB) adopted revised Rules and
Regulations for Floodplains in Colorado (Rules), effective January 14 , 2011. The Rules provide
stricter floodplain management standards that will help communities to reduce the risks to people
and property caused by flooding. A three-year transition period was established and Colorado
communities have until January 14 , 2014 to adopt floodplain regulations consistent with the
Rules .
It is staffs understanding that failure to adopt floodplain regulations consistent with the Rules , as
well as any updates necessary to bring local regulations into compliance with minimum National
Flood Insurance Program (NFIP) criteria, could lead to severe sanctions as outlined below . The
City is currently in compliance with the NFIP criteria.
Non-compliance with the Rules may result in either NFIP suspension or probation and a
reclassification under the Community Rating System (CRS). Certain CWCB flood and watershed
grant funding would be at risk as well .
Floodplain Amendment Memo
September 23 , 2013
Page 2
If the City were placed on NFIP probation, a $50 surcharge would be added to property owners'
flood insurance policies. The community would then need to correct the identified deficiencies ,
and adopt the new Rules , or be subject to NFIP suspension. In addition , the City participates in
the Community Rating System (CRS), which provides flood insurance premium discounts for
communities exceeding the NFIP minimum standards. Currently Wheat Ridge property owners
receive a 20% discount. If the City is suspended from the NFIP , federally-backed flood insurance
policies and discounts would no longer be available to property owners and existing policies
would not be renewed . Federally-backed loans , grants , and other financial assistance for
activities within the floodplain would not be available. If a Presidential Disaster Declaration is
made, due to flooding, property owners would be ineligible for most forms of disaster assistance.
Below is the framework detailing the changes and staff-assessed potential impacts to the City:
1. Required -The freeboard requirement, which is the minimum height above the flood
elevation for most buildings, was raised to one foot. The City has already been using this
standard , so no change is required .
2 . Required -The freeboard requirement for critical facilities has been set at two feet.
Critical facilities include:
o Essential facilities
• Public safety -police, fire , and emergency vehicle stations , storage, or centers
• Emergency medical facilities
• Emergency shelters
• Communications -equipment areas, excludes overhead & underground
transmission lines
• Public utility plants -excludes waste water treatment plants
• Air transportation facilities
o Hazardous materials that are above certain minimum thresholds that are regulated by
the state
• Chemical and pharmaceutical plants
• Labs with highly volatile, flammable , explosive, toxic, or water reactive materials
• Refineries
• Hazardous waste and disposal sites
• Above-ground gasoline or propane storage or sales areas
o At-risk populations
• Nursing homes
• Day care and assisted living with 12 or more persons
• Schools with 12 or more persons
o Vital facilities to restore nom1al services
• Essential government operations
• Essential public colleges
There could be some impact to businesses or group facilities that are located in the 100-
year floodplain . However, since the City does not have elevation certificates or a good
understanding of what may be happening at various businesses, this is difficult to
evaluate.
Floodplain Amendment Memo
September 23 , 2013
Page3
3. Required -Certain areas that are removed from the floodplain by using fill materials ,
would still be regulated as if they are still in a floodplain with respect to freeboard. This
basically means that basements would not be allowed in those areas.
4 . Optional -The state is also encouraging communities to regulate critical facilities to the
500-year floodplain. Staff would investigate the impact of adopting this regulation if so
directed. Preliminary analysis indicates potential adverse impacts to using the Recreation
Center as an emergency shelter, future expansion ofthe fire station near 38th Avenue &
Parfet Street, and might limit some types of development at Clear Creek Crossing.
Additional impacts to some businesses with hazardous material and group facilities are
likely as noted above.
5. Optional -Any new flood studies that are done after January 14 , 2011 , are required to be
done with a half-foot floodway rather than the one-foot floodway that we currently
regulate. The result is that the flood way would be wider. Staff would investigate the
impact of adopting this regulation if so directed. Preliminary analysis indicates very little
impact along Lena Gulch because of the improvements that were previously done by
Urban Drainage and Flood Control District (UDFCD) and the City. Also because most of
the Clear Creek floodplain west of Kipling Street is in open space, very little impact is
expected there. However, the impacts between Kipling Street and Wadsworth Boulevard ,
in particular downstream of 44th A venue, would likely be substantial , bringing several
more houses into the more restrictive floodway.
In summary, there are two new state regulations that the City is required to adopt and two that
the City could adopt. If desired , staff would further investigate the impacts of adopting the
optional regulations.
New Floodplain Map Adoption
FEMA finally issued their Letter ofFinal Determination, (LFD) on August 5, 2013 , with an
effective date of February 5, 2014 , for the new floodplain maps that were completed in 2007 by
UDFCD , and the City. The City has been using these maps for several years as their regulatory
documents. The City Council adopted the maps soon after they were completed . With the
issuance of the LFD , FEMA has finally adopted the maps as the official Flood Insurance Rate
Map (FIRM). This has the following impacts :
• Eighty-two parcels, not buildings , are being removed from the floodplain.
• Two hundred and sixty seven parcels , not buildings, are being added to the floodplain .
• Any buildings that ha ve mortgages and are added to the floodplain will be required to get
flood insurance. Buildings that are removed from the floodplain would no longer be
required to have flood insurance, but could keep their policies.
• Because of the Biggert-Waters Act, all new policies will be required to obtain elevation
certificates and their flood insurance will be based on their actual elevation , above or
below the flood elevation. Additional discussion on the Biggert-Waters Act is included
below.
The City must adopt these new maps in order to be in compliance with the NFIP and to
participate in the CRS .
Floodplain Amendment Memo
September 23 , 2013
Page4
Updated Community Rating System Manual
The Community Rating System (CRS) Manual , was revised last year, so staff is reviewing the
City's current program to see if the City's Class 6 rating can be maintained. This results in a 20%
discount for residents with floodplain insurance. Preliminary analysis indicates that not only will
the City keep its Class 6 rating, but that with some additional effort; the City may be raised to a
Class 5, which has a 25% discount. Only three other communities in Colorado are currently rated
as a Class 5 or above. During its review of the new CRS Manual staff identified the following
minor changes to our ordinance that could be adopted:
• Landlords must disclose to potential tenants that the property is in the floodplain. This
would alert the tenant that flood insurance for contents only should be obtained.
• Property owners , that do not have a real estate agent , must disclose to potential buyers
that the property is in the floodplain. State law currently requires that only real estate
agents disclose this information.
• Lot surveys must show the floodplain on the survey. This would allow better planning on
the part of property owners with relation to potential floodplain impacts. Because of the
mapping system the City has developed and resources available through FEMA , this
information would be readily available to those that prepare lot surveys.
Adopting the above changes would help improve the City's rating and the discount received , but
more importantly, the changes would better alert future tenants and property owners of their
flood risk.
Congress approved the Biggert-Waters Act in 2012 in an attempt to make the National Flood
Insurance Program (NFIP) whole again after the impact of Katrina and Sandy. The biggest
impact is that some rates could be going up substantially, so keeping or improving the discount is
seen as critical by staff.
Staff will conduct public outreach with a public meeting to convey these changes to the
residents , especially those in the floodplain. Staff plans to mail notices of the meeting to all
property owners who are currently in , as well as those that will be added to the floodplain . This
meeting will be similar to the one that was held on April 9 , 2008 , when the City was in the
process of adopting the new maps as its regulatory document.
Schedu ling
Since the process requires a series oflegislative stages, staff is proposing the following schedule
for making revisions to the floodplain ordinance to meet the compliance date :
• September 23 , 2013 -CC Study Session -Present draft changes including state law , new
maps, etc.
• October 23 , 2013 -Public Meeting -Presentation of impacts of proposed changes, new
floodplain limits , basics of flood insurance, etc. -Targeted mailing to all residents in the
floodplain
• November 18 , 2013 -CC Study Session -Present draft ordinance
• November 21 , 2013 -Planning Commission -Present ordinance for recommendation for
approval
Floodplain Amendment Memo
September 23 , 2013
Page 5
• December 9, 2013 -CC Meeting -151 reading
• January 13 , 2014 -CC Meeting -2"d reading
• January 14 , 2014 -Deadline to adopt state law
• February 5, 2014 -New floodplain maps become effective
Summary
Staff is looking forward to discussing this matter with the City Council and is seeking consensus
on moving forward with the adoption of the new state regulations and the new floodplain maps.
In addition, staff is looking for direction on whether to pursue adopting the optional state
regulations related to critical facilities and the one-half foot floodway and also the CRS related
revisions that require the additional disclosure and mapping.
Attachment:
1. Floodplain Update PowerPoint
Ordinance Amendments
• New State Regulations
• State adopted on January 14, 2011
• City must adopt by January 14, 2014
• New Floodplain Maps
• FEMA adopted on August s, 2013
• City must adopt by February s, 2014
• Updated Community Rating System Manual
• City currently recertifying under previous Manual
• City will asl< for early verification visit in 2014
New State Regulations
• Required
• Minimum freeboard of one foot
• City already uses this standard
• Minimum freeboard for critical facilities of two feet
• Removed from floodplain w/ fill still has freeboard
• No basements in those areas
• Optional
• soo-year floodplain for critical facilities
• Future studies must use a half-foot floodway
New Floodplain Maps
• Current FEMA Flood Insurance Rate Map (FIRM)
• June 17, 2003, latest revision
• Original Mapping
• Clear Creek-November 1979
• Lena Gulch -June 1975
New Floodplain Maps
• Clear Creek -April 2007
• Lena Gulch-October 2007
• Updated & Better Topography
• Updated Calculations Methods
• Sponsors
• Urban Drainage & Flood Control District (UDFCD)
• City of Wheat Ridge
Clear Creek Floodplain
44th Avenue Bridge Clearvale Subdivision
19THAV I
JEFFERSON COUNTY
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Parcels in Floodplain
• Number of parcels, not necessarily houses
• 603 in current floodplain
• 788 in new floodplain
• 82 removed from current floodplain
• 267 added with new floodplain
• ss% of current floodplain is open space
--·
ational Flood Insurance Program
(NFIP)
• Community Rating System ( CRS)
• City regulations and activities result in discount
• Currently Class 6
• 20% discount
• Current Citywide Participation
• 177 flood insurance policies
• $167,208 in annual NFIP premiums
• $34,781 in annual CRS savings
Updated CRS Manual
• Proposed ordinance changes
• Landlords disclose property in floodplain
• For sale by owner disclose property in floodplain
• Lot surveys show floodplain
• Request verification in 2014
• May be able to raise rating to Class 5
• Only three communities in Colorado are Class 5 or better
• 25% discount
• Total savings of $43,476
• Additional savings of $8,695
Ordinance Adoption
• Tentative Schedule
• Public Meeting -October 23, 2013
• City Council Study Session-November 18, 2013
• Planning Commission -November 21, 2013
• City Council -First reading -December g, 2013
• City Council -Second reading -January 13, 2014
• New Map Effective Date -February 6, 2013