Joint Presentation to the Board of County Commissioner

(Study Session May 13th, 2014)

• Arapahoe County Fairgrounds and Park Annual Report – Presented by AC Fairgrounds Staff

• Arapahoe County Fairgrounds and Regional Park Steering Committee Annual Report – Presented by ACFG Steering Committee

Arapahoe County Fairgrounds 2013 Annual Report

Open Space and Fairgrounds Staff: • Glen Poole, Open Spaces

Operations Manager • Matt Bixenman,

Fairgrounds Operations Supervisor

• Joan Barquero, Open Spaces Administrator

• Susan Van Velzer, Event Assistant

Fairgrounds Event Center 2013 Facility Statistics Summary: • Hosted 216 events • 280 reservations for event

space use • $87,941 in cash revenue for

facility use • 21,199 estimated visitors

attended events at the facility • 23,000 visitors attended the

annual County Fair

Figure 1: The events hosted at the Arapahoe County Fairgrounds are classified into the following categories: • Sporting: home school gym class, roller derby, fun runs • Seminars / Training: equipment training, law enforcement training, classroom use • Youth / Extension: 4-H activities, cub scouts, soap box derbies • Meetings: County meetings, public meetings, private classes • Bleachers: off site or interagency event support • Banquets / Receptions: Quinceaneras, receptions, baptisms, club events

Figure 2: 2013 Facility Revenue by Type of Event Events that utilize the entire facility and/or rent support items (ex. tables and chairs) provide the most revenue on a per event basis.

$54,192 $66,895 $71,043

$94,681 $81,436 $87,940

$104,395 $87,815 $78,030

$88,925

$48,525 $41,950

$0

$20,000

$40,000

$60,000

$80,000

$100,000

$120,000

$140,000

$160,000

$180,000

$200,000

2008 2009 2010 2011 2012 2013

Annual Cash Revenue and In-Kind Value

In Kind

Revenue

Figure 3: Event Center Non-Fair Cash Revenue and In-kind Value 2008-2013 Fairgrounds event staff made a concerted effort to engage return event holders as well as provide strong follow up with new event inquiries. These staff efforts resulted in a steady increase in cash revenue.

1580 1499

2005

2750

775

1630

120

3590

2590

1155

2825

800

0

500

1000

1500

2000

2500

3000

3500

4000

Monthly Number of Visitors

# Visitors

Figure 4: Monthly Number of Visitors (Excludes Arapahoe County Fair Attendance)

52%

71% 71% 73%

61% 63%

37%

61%

80%

65% 67%

35%

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

Percentage of Days Each Month With Reservations

(%) Days

Figure 6: Facility Usage (Excludes Arapahoe County Fair Use)

Fairgrounds Operation and Maintenance Operations • Coordinated with the State of Colorado emergency management to support the potential housing of

livestock (or horses) at the Arapahoe County Fairgrounds due to the impacts of the Black Forest wild fire in Elbert County.

• Supported numerous interagency law enforcement and emergency management training exercises. • Continue to build partnerships with both Visit Aurora and the Aurora Chamber of Commerce. • Staff cooperated with the Communications Department to upgrade the new website. Public events that

occur at the Fairgrounds are now posted on the website. • Staff worked with CSU Extension to support internal events and operations. New procedure for locking up

after 4-H events. Building Improvements • Electrical upgrades to the East Wing supporting event use. • Installation of a new internet drop in the East Wing to support trade shows. • Installed drainage improvements to west and south building foundations. These improvements were

professionally engineered and installed to alleviate historic building foundation movement. Site Improvements • Sealed all asphalt driveways. • Restriped the handicap parking areas and installed new parking signage. • Upgraded informational and directional signage. • Noxious weed monitoring and management within the natural areas. Equipment • Purchased new Tennant T7 floor scrubber to support efficient concrete floor clean up. • Purchased new Ford Escape to support staff business and meeting travels.

ANNUAL COUNTY FAIR

The 107th Arapahoe County Fair was held on July 24th through July 28th, 2013. The County Fair is an opportunity for Arapahoe County to sponsor a signature family oriented event for residents and the surrounding community. The theme for the 2013 Fair was “Fun for the Whole Herd.” 2013 Arapahoe County Fair Statistics • Approximately 23,000 visitors attended the Fair. (Estimated:

34% adults and 66% children) • $ 43,370 in cash sponsorships were raised to support Fair

operations • 2161 volunteer hours supported Fair operations (excludes

4-H hours) • 599 open class exhibitors • 259 home economics and general project 4-H exhibits • 476 livestock and small animal exhibitors • $113,224 revenue from 4-H Livestock Sale (new record)

Arapahoe County Fairgrounds and Regional Park Steering Committee

2013 Annual Report

Discussion • Steering Committee

– 2013 Activities – Community Feedback – Challenges – Recommendations – 2014 Focus

• Direction from the Board of County Commissioners

Master Plan • Received community input • Researched community usage • Provided information for and analyzed

marketing studies • Evaluated options • Shared information through written reports

Fundraising • Provided draft fundraising document to

Communications • Submitted fundraising request to Gander

Mountain • Updated potential donor list • Learned about grant process

Public Outreach, Awareness & Promotions

• Planned, staffed and evaluated county fair booth

• Formed collaborative subcommittee to revive “Heritage Activities” at the county fair

• Educated community about ACFP at 17 Mile House Fall Festival

Positive Community Input • Pleased that ACFP was ready to house animals

displaced by Black Forest Fire • Excited about attending year-round activities at the ACFP • LOVE Arapahoe County Fair • LOVE 17 Mile House Fall festival

Positive Community Input • Support expansion that increases animal

usage • Excited about park development

– Windmill Walk Trail – Natural play areas – Wider, crusher fines trails with access to Tollgate neighborhood

• Enthusiastically support Open Spaces Sales and Use Tax

Community Concerns • Reduction in children’s activities at the 2013 county fair • Reduction in traditional western and agricultural

activities at 2013 county fair • Community expressed desire for greater involvement

with development of ACFP • Community desired more information about year round

events at the Fairgrounds

Communication Challenges Community wants to know:

– How to share input about design to design makers – ACFP events they can attend – How to participate in county fair – Open Spaces properties open to the public

Steering Committee Communication Challenges • Improve communications with

stakeholders and community – Stakeholder meetings are needed

• Enhance Committee and County Staff communication and relationships so information is

shared in a timely manner

Recommendations • Neighborhood outreach event to share

development plans • Continue to distribute calendar of

events at county fair • Continue to distribute directions to

Open Space properties open to public • Improvements to the new website • Add electronic messaging sign to Phase

I park development • Change Steering Committee name • Propose County Commissioner reps,

Committees, staff and stakeholder workshop with defined outcomes

2014 Focus • Master Plan – Continue to evaluate and provide input – Continue to educate and update community

• Outreach, awareness, and promotion – Open Spaces/Aurora PROS booth at the County

Fair and 17 Mile House events – Collaboration to revive heritage activities for

county fair

2014 Focus • Fundraising – Encourage community donations at County Fair

• Ex. silent auction, donation jars

– Research and recommend additional fundraising strategies

– Continue to identify and contact potential donors

• Develop communication strategy • Develop By-Laws

Arapahoe County Fairgrounds and Park Acres of Fun for Everyone!