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1Town of Maggie Valley

Board of Aldermen Annual Festival Grounds Workshop November 7, 2019

MINUTES Members Present: Mayor Saralyn Price, Aldermen: Janet Banks, Phillip Wight, Mike Eveland, and

Clayton Davis

Staff Present: Manager Nathan Clark, Planner Ron Hancock, Chief Russ Gilliland, Finance Director Shayne Wheeler, Public Works Director Mike Mehaffey, and

Town Clerk Vickie Best

Others Present: 13 people

Meeting Called to Order

Mayor Price called the Festival Grounds Annual Workshop to order at 9:35am on Thursday November 7, 2019 in the Town Hall Boardroom.

Year in Review

a. Event Organizers / Promoters

Maggie Valley Chamber of Commerce Director Teresa Smith produces three (3) Arts and Crafts Shows per year; this year attendance, as well as the number of vendors increased; making 2019 a good year.

The Chamber of Commerce provided beer sales at the Hillbilly Jam.

Due to wheelchairs and baby strollers having such a difficult time navigating the entrance to get onto the grass areas, Director Smith asked that the gravel at the entrance to the Festival; Grounds be paved.

Due to several people tripping and falling, the water diversion should be painted a bright color. Although a trip hazard, the water diversion is working sufficiently.

The final issue: the ticket booth windows. The windows slide up and down rather than side to side. People working the events must bend over and stick their head out the windows to sell tickets.

Director Smith commended the renovation of the restrooms. “The Public Works Department employees have always worked well with the Chamber and try to assist as much as possible.”

Manager Clark responded that he thought the improvements to the ticket booth needed to be completed before buying new chairs/stools. (More discussion on the ticket booth to follow.)

Director Mehaffey responded that the water diversion did work as anticipated. Now the diversion will be paved and raised. These issues will be discussed during the 2020/2021 budget discussions. The handicap parking areas also need improvement.

The Town tries to accommodate the promoters as much as possible, but there are matters that are impossible to address.

As for camping fees, Director Mehaffey explained that one promoter wants fees to be higher on all events, thus doing away with camping fees. “This would be unfair to the events that have no camping vs the ones that have numerous campers.”



MINUTES Manager Clark addressed the paving since a number of promoters would like to see the entire (entrance) road paved; the more pavement (impervious surface) the greater the consequences of improper drainage. Alderman Wight concurred, “Paving down to the front of the stage would make water stand in the corner of the field”.

Robert Eastwood, promoter of VWs in the Valley, stated that 2019 was a good year for his event although his complaint is the same as several other promoters and as he has stated in the past; “include camping in a set fee”.

Mr. Eastwood also stated that he would like to see the front entrance paved. Normally the weather is wet during his event, but this year the weather was dry and the gravel kicked up so much dust that participants were beginning to cover their VWs.

Also, since promoters are not allowed to put nails into the wood on the concession stand he would like for the town to install hooks to attach banners.

Bob O’Connell with KKOA Icons of Hot Rodding Car Show (customized cars and hot rods) stated that in 2020 he expects the event to have more than three hundred (300) cars showing. The event is well advertised and a specialized article is coming out in the February/March edition of Trendsetter, a popular hot rodding magazine. Maggie Valley has been on the cover twice so far. It is good advertising for the event, as well as Maggie Valley as a whole.

Mr. O’Connell had two (2) requests on behalf of the Kustom Kemps: 1) that water be extended from Pole #9 to Poles #8 and #7. Kustom Kemps would like to relocate food vendors to the back fence between Poles #7 and #8 because at poles #2 and #3, where the food vendors have been located for the past two (2) events, show entrants are blocked from parking behind them. Hopefully, this will encourage show entrants to park more to the right side of the grounds.

2) Kustom Kemps request a feasibility study be done on the possible leasing of the parking area behind the stage and fencing the area and adding two sliding 16-foot gates.

Fencing the parking area behind the stage would help the Mini-Truckin’ event too. Jason Bell had to turn close to fifty (50) mini-trucks away last year because of a lack of space.

As for camping, Mr. O’Connell stated that last year’s event had three (3) campers; but the promoters had rather not have camping at all.

Magazine coverage and word-of-mouth have identified this show as the show to attend for owners of custom cars and hot rods. Thus, the reason 300 plus cars are expected in 2020.

HCTDA Director Lynn Collins requested that there be acoustical work done on the stage. Director Collins felt improved acoustics would widen the scope of concerts held at the Festival Grounds.

The Haywood County Arts Council will be holding a concert in 2020 featuring Balsam Range and the Atlanta Pops Orchestra. “A symphony sounds much different than a rock/country band.”



MINUTES The Elk Fest had issues trying to use the ticket booth. The windows are the issue and possibly the location of the booth.

These are all unbudgeted expenses that will need to be looked at during budget preparations. A survey will be gathered from the folks that have worked in the ticket booth to determine the most needed repairs.

Director Mehaffey explained that the old flood maps show the area in the 100-year-flood plain; thus the reason the ticket booth is on runners (so that it could easily be moved) and is not a permanent structure. The new flood maps have taken the area out of the flood plain. Alderman Eveland added that it would be a good thing to spend money on getting folks through onto the Festival Grounds in a more efficient manner.

Several of the promoters, including VWs in the Valley, do not use the ticket booth anymore.

Alderman Wight added that it should not be a big deal to put eyebolts on the concession stand so that promoters can hang banners. Director Mehaffey reminded Council that not everyone hangs banners on the concession stand nor are all banners the same size.

Promoters are prohibited from covering the Wade Reese sign on stage.

Alderman Eveland suggested placing poles beside the stage for folks to advertise and hang banners.

Another issue experienced during large events is the Wi-Fi. The public access will be closed and the focus be placed on the promoter/vendors taking payments. Through password protection, this should help the promoters/vendors process payments in a timely manner.

Manager’s Report

i. 20 Unique Events – 55 Event Dates

ii. 9 Car Shows / 4 Motorcycle Shows / 3 Craft / 3 Civic / 1 Music

iii. Slingshots in the Smokies 5 Day Event / 7- 3 Day Events

iv. No Change in Fees

c. Town Staff

d. Board of Aldermen

3) Discussion of Known Issues

a. Noise Concerns

Joy Hearn, resident of 42 Fireside Drive addressed Council with a detailed report of each event held at the Festival Grounds this festival season. (Please see attached report from Ms. Hearn.)

Ms. Hearn discussed the harmful side effects of loud noises such as hearing loss, heart problems, increased stress levels, and high blood pressure, to name a few.



MINUTES After a review of the sound originating from each event, Ms. Hearn stated that she would like to have a decibel reading outside the Festival Grounds at the same time she is taking a decibel reading on her porch.

Ms. Hearn questioned the loud sounds allowed to take place at Salty Dogs Restaurant and the Elevated Mountain Distillery. During the event held at Elevated Mountain Distillery, an 85 decibel reading was taken on Ms. Hearn’s porch; as with the Hillbilly Jam event.

“The music produced by a DJ at some events is much better, but the announcements are still too loud.”

Ms. Hearn went on to inform Council that she had her brother, a professional musician, give her advice on what can be done to eliminate the sound disturbing residential neighborhoods. The sound travels out and up the mountains from the valley floor. He said the speakers should be aimed at the audience, not over the audience. With the correct aiming of the speakers, a fair balance can be found for both businesses and residents.

Ms. Hearn has completed a police report on several occasions and provided pictures. “The VW Show was like an ice cream truck on steroids. The announcements could easily be heard at my home.”

Ms. Hearn called the promoter of the annual Fall Regional Shelby/ Mustang & Ford Meet and found that car people like to talk with other car people, therefore loud music is not desired. They too aim their speakers at the audience.

Ms. Hearn asked that the Town hire an acoustical engineer to resolve the problem.

Many of the promoters as well as Mr. Angel, owner of Elevated Mountain Distillery, hire Hoppy Ferguson to regulate their sound.

Ms. Hearn added that the Distillery event was a huge problem for many residents on the west end of town. Manager Clark agreed that staff received several complaints about the noise being emitted from the Elevated Mountain Distillery event.

Although the Festival Grounds is exempt from the noise ordinance, at times the noise exceeds the ordinance.

Mr. Dave Angel, owner of Elevated Mountain Distillery, stated that he is looking at having two (2) more music events at the distillery. The event brought 600-plus people to Maggie Valley; which is great for the economy. The residents living beside the distillery were all at the event. Mr. Angel stated that he too had heard some concerns and some folks saying the music was louder than at the Festival Grounds. The sound was aimed differently than at the Festival Grounds. Mr. Angel ended his comments stating that twelve (12) days per year is not excessive.

Mark Fitzgerald, the HOA President of The Knolls stated that he knows the events bring money to the valley, but the forty-six (46) families that live in The Knolls spend money in the valley all year long. During the concert, closed windows and doors did not block the sound. Next year he and his family plan to leave during the events that are loud, especially during the Distillery event.



MINUTES Barbara Mills a resident of The Knolls, stated that she was here before the Festival Grounds. At that time there were a lot of motorcycles roaring through the valley. Ms. Mills went to the Police Department and wrote a letter to the Mountaineer Newspaper about the noise thumping through her house. Air Conditioning and new windows were installed; but still the sound is so unbearable that they would leave their home during certain events. Ms. Mills stated that the noise from the valley floor raises her blood pressure, creating a health risk. “We support the town and county all year round. These people coming to events are here temporarily.” Ms. Mills added that she and her husband had company that had to leave early because they could not carry on conversation due to the noise. “Making money should not override the people that live here. Please consider the people that have retired here to rest!”

Mayor Price asked that Manager Clark and Chief Gilliland take readings at the Festival Grounds while an officer takes readings at Ms. Hearn’s house.

Manager Clark stated that readings at the waterfalls is not out of compliance because the sound goes up and out. Alderman Eveland agreed that the placement of the speakers does make a difference. “If the speakers are pointed down the sound bounces back up.”

Ms. Hearn again suggested hiring a sound expert to put an enclosure around the base and place the speakers among the audience. “Don’t play to an empty field.”

When questioned about decibels, Manager Clark explained that 60 decibels is about the same as a dishwasher.

i. Public Comment

ii. Noise Ordinance v/s FG Policy

b. Camping Fees

Approximately 55% of the events use the camping option. The Town wants to encourage camping in Maggie Valley campgrounds, not on-site at the Festival Grounds. The campers use water and electric as well as Wi-Fi. Most of the true utility usage is recouped with the fee.

Director Mehaffey added that in the beginning the Town did not allow camping on the grounds. The promoters wanted to have camping, so Council agreed. A Public Works employee counts the camp sites along with the promoter each day so that the numbers match.

i. 11 events use Camping

ii. Generated Revenue = $4,225 (169 campsite nights @ $25)

iii. Revenue Neutral would add $250 Per Event

iv. Recommendation No Change in Fees

c. Pedestrian Crossing

Mr. Jasay Ketchum brought the subject up at the last Board of Aldermen Meeting, explaining that he had been to several festivals and found it almost impossible to safely cross Soco Road during an event.



MINUTES Mayor Price spoke with Chief Gilliland and Manager Clark about the matter.

These are the issues to consider: 1) If an emergency were to happen during an event the officer working traffic may have to leave his post. 2) Some events generate more pedestrians crossing Soco Road than other events. 3) Would traffic be slowed best if the officer were outside or inside the crosswalks at the Festival Grounds? 4) Deciding the hours that an officer would be posted during an event.

For an officer to man all events, the cost would be approximately $13,000. Alderman Eveland added that when the crosswalks are improved for pedestrian safety, an officer will not be needed. Alderman Eveland added that the Town should shoulder the cost of getting people across Soco Road safely.

Manager Clark concurred, adding that the festival season goes through two (2) fiscal budget years. “Improving safety at the crosswalks is the number one concern in the US-19 Road Project Improvements.”

Alderman Wight suggested posting a traffic officer at the Festival Grounds based on the number of attendees.

Chief Gilliland again reminded Council that in the event of an emergency, the traffic officer would be pulled from the road.

i. $13,000 in additional Police Cost

ii. Town Should absorb cost, not promoter

iii. All events treated equally

d. 24 Hour Restrooms

The restrooms at Parham Park and Mary Rathbone Rich Park are to be open from dawn to dusk. There have been times (less than ten (10) times this past year) that the restrooms were not unlocked for one reason or another.

Chief Gilliland explained that the officer on duty opens the restrooms between 5 am and 5:30 am and locks the restrooms sometimes as late as 8 pm. The Police Department tries to open and close the restrooms at a set time. One issue for the Police is homeless people going in the restrooms and locking the door. This happens more often during cold weather. The end result is that the restrooms are often damaged or at the very least left in a state of disarray. Director Mehaffey concurred, adding that Public Works employees have found bedrolls in the park restrooms.

Due to longer daylight hours, the restrooms are locked later in the summer.

Alderman Eveland stated that an opening/closing time should be set with a cushion for other police tasks. Alderman Davis felt the current system was working well.

Mayor Price added that she has received comments about the need for a streetlight in the curve on Moody Farm Road before the Plott Property, because homeless people tend to gather in the area. Director Mehaffey will check on lighting.



MINUTES e. “Shoulder” Incentives

Manager Clark, previously questioned Council to see if they would be interested in providing an incentive for promoters to have events in April, August, and November. Manager Clark proposed having a $250 per day rental for these months, for first time events, in hopes of extending the festival season. The regular rental fee is $500 per day.

Ben Wilder, with the Haywood County Tourism Development Authority, stated that a list of ten (10) events that would fit well at Maggie Valley’s venue is being sought.

In January or February 2020 the Annual Visioning Workshops will be held to have detailed discussions about the events desired.

Manager Clark reported that there were two (2) event cancellations this year. The Franklin Graham Tour decided to go to Asheville. The Spyders decided to hold their event at Elevated Mountain Distillery. Maggie Valley Gets Lit has moved from the Festival Grounds to Town Hall. There was no compensation for the loss of these events due to a deposit not being required until ninety (90) days prior to the event.

Alderman Eveland suggested keeping the ninety (90) day rule, but tell each promoter that their dates are not guaranteed until the deposit is paid.

i. April, August, November

f. Cancellations

The dates of events will not be guaranteed until the deposits are paid in full.

g. Police Policy Improvements

Due to lawsuits generated by the tragic wagon train accident, law enforcement is looking at ways to limit liability on Police Departments. The goal is to get away from guided parades/escorts. Having a Police escort provides a false sense of security for the participants. The Police will still stop traffic and get parades (etc.) onto highways safely, but there will be no guarantees of being escorted throughout the route.

i. See Handouts

Open Discussion

The My Civic Application goes live December 1. This will allow people to download the app to their cell phones and use the app to report cleaning needs, yard debris, whitegoods pickup, nuisance complaints, etc.

Staff is excited to be able to expedite services, as well as to better track all complaints and work orders.

Adjournment

The Annual Festival Grounds Workshop ended at 11:34am.



MINUTES __________________________________ ____________________________________

Mayor Saralyn Price Vickie Best, CMC, NCCMC, Town Clerk



MINUTES

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