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06-S Rodeo & Horse ClubAGENDA INFORMATION SHEET PROJECT: Consider a resolution expressing support for a project proposed by the Paris Rodeo and Horse Club to fund and accomplish improvements to the rodeo arena facilities located at the Lamar County Fairgrounds to convert said facilities to an all-weather complex. BACKGROUND: The City of Paris has a long term lease with the Red River Valley Fair Association for use ofthe Lamar County Fairgrounds. In turn, the Red River Valley Fair Association has leased that portion of the Fairgrounds known as the rodeo arena to the Paris Rodeo and Horse Club. The Paris Rodeo and Horse Club has expressed an interest in funding and accomplishing certain improvements to the existing rodeo arena facilities to convert those facilities into an all- weather complex In doing so, the rodeo association has requested an expression of support for such efforts by both the Fair Association and the City of Paris. DESCRIPTION: The proposed resolution expresses the support ofthe City Council ofthe City of Paris for a project proposed by the Paris Rodeo and Horse Club to fund and accomplish improvements to the existing rodeo arenafacilities to convert said facilities to an all-weather complex. COST: There is no cost to the City of Paris. LOCATION: The current rodeo facilities are located at the Lamar County Fairgrounds. RECOMMENDED ACTION: Consideration of approval of a resolution of support. STAFF CONTACT: Michael E. Malone, City Manager; and Larry W. Schenk, City Attorney COUNCIL DATE: Consider for approval at City Council's Monday, May 13, 2002, regular Council meeting. ADDITIONAL MATERIALS: See attached proposed resolution and associated correspondence and material from the Red River Valley Fair Association and the Paris Rodeo and Horse Club. DRAFT J:WttorneyW.ICE~6WO~CURRENT~Otleo antl Horse Clnb Res.wptl May 10, 2002 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS, EXPRESSING THE SUPPORT OF THE CITY COUNCIL FOR THE EFFORTS OF THE PARIS RODEO AND HORSE CLUB TO FUND AND ACCOMPLISH IMPROVEMENTS TO THE EXISTING FAIRGROUNDS RODEO FACILITIES TO CONVERT SUCH FACILITIES TO AN ALL-WEATHER COMPLEX; MAHING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City of Paris leases to the Red River Valley Fair Association certain properties generally referred to as the Lamar County Fairgrounds; and, WHEREAS, the Red River Valley Fair Association in turn subleases a portion of the aforesaid fairgrounds, commonly known as the rodeo arena, to the Paris Rodeo and Horse Club; and, WHEREAS, the aforesaid Paris Rodeo and Horse Club has approached the Red River Valley Fair Association with a proposal to fund and accomplish improvements to the existing rodeo arena to convert said facilities into an all-weather rodeo complex; and, WHEREAS, the Red River Valley Fair Association, as reflected in correspondence from Rita Jane Haynes, Executive Director, supports the rodeo club project; and, WHEREAS, the aforesaid rodeo club has likewise sought an expression of support by the City Council of the City of Paris for said project NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the City Council of the City of Paris, Paris, Texas, hereby expresses its support for a proposed project by the Paris Rodeo and Horse Club to fund and accomplish improvements to the existing rodeo arena complex at the Lamar County Fairgrounds to convert said existing rodeo facilities into an all-weather complex. Section 3. That this resolution shall be effective from and after its date of passage. PASSED AND APPROVED this 13th day of May, 2002. Michael J. Pfiester, Mayor ATTEST: Mattie Cunningham, City Clerk APPROVED AS TO FORM: Larry W. Schenk, City Attorney Red River Valley Fair Association 570 East Center Street • Paris, Texas 75460 • 903-785-7971 Fax: 903-784-1969 • Web: www.rrvfair.org May 9, 2002 e..,.d MEMBEN > . sp0p OYUdf`s ~ s c 'fft uso`~~ ~ The City of Paris P. O. Box 9037 Paris, Texas 75460 Dear Council Mer.ibers: The Paris Rodeo and Horse Club has approached our Board of Directors about upgrading the existing facilities to an all weather complex. Since these facilities are leased to the Fair Association by the City of Paris and we sub-lease the property to the Paris Rodeo and Horse Club they needed our permission to proceed with the proposed project. The Red River Valley Fair Association would like for the council members and City Management to know that we do support the project. We would like to thank you for your assistance in this matter and if you have any questions please feel free to give me a call. Sincerely yours 7 Ri a ne Hay s Executive Director Paris Rodeo and Horse Club Project Proposal for Upgrading Existing Facilities to an All Weather Complex History of the C/ub and Existing Faci/ity The Paris Rodeo and Horse Club, a 501(c)7 organization, was organized in 1959 by a handful of inen seeking a place to rope, ride, hold playdays, horse shows and other related equestrian activities. These men organized and established the foundation on family values to form a morally sound club. With the assistance from local merchants, pie auctions and community donations, the newly formed club acquired the necessary funds to purchase the material to build a permanent facility. The City of Paris agreed to allow the club to build the facility on one corner of city-owned property, which now is the Lamar County Fairgrounds. Working with a small budget, the club members committed their time and equipment free to charge to build one of the finest facilities in this region. The current facility consists of a 300' by 110' lighted and improved dirt arena, a clubhouse with kitchen, grandstands capable of seating 6,000 people and additional 108 box areas with a capacity for 440 people. This box-seat area is also handicap accessible. The arena has working pens, an elevated pressbox, two concession stands, a handicap-accessible restroom and adequate parking area. Master P/an This plan includes upgrading the existing facility to an all weather complex, which could become a focal point for many of the area's community organizations. The Board of Directors have elected to maintain and provide a quality equine complex for the use of citizens of Paris and Lamar County. Over the past 45 years, the existing arena has been upgraded to accommodate the physically challenged. The area also has been maintained by continuous painting, installing a new public address system, upgrading the grandstands, improving the parking areas to an all weather status, as well as making many other improvements in an effort to continue growing and providing the area with a qualiry faciliry. The proposed project is past due and is the next step to accomplish our long-range goals. Other plans included in this project are a playground compiex for children, new office areas, improvement in illumination for the parking a'reas and adding a large overhead score board. Program Narrative The project would consist of covering the existing city-owned facility with a prefabricated metal roof. The 410' cover would be composed of red iron beams which span 210'. The sheeting will consist of supported prefab metal, trim, insulation, and a gutter system with down spouts. The existing lighting would be replaced with new, more efficient, suspended lights. Upgrading the public address system may be necessary to maintain quality acoustics under the new metal structure. Uti/ization ofComp/ex These facilities uses cc,uld be but not limited to the following: Rodeo and Horse Club Events • One of the highlights of the year is the Handicappable Rodeo, which is held annually in May. The PRHC is host to 150 - 200 handicapped students from schools in Lamar, Delta, Red River and Choctaw counties. These special , students participate in hayrides, horseback riding, roping, a petting zoo and other events • From March until October each year, playdays are held each month to allow approximately 140 club members to participate in events on horseback. These playdays are not limited to any age, race or gender of contestant who ; wishes to participate. • The annual UPRA/CRRA rodeo is held during the first weekend of August. This award-winning, quality rodeo event is the largest event for the PRHC in which fans of all ages can attend. . The Lamar County Junior Livestock Association Horse Show presents a two- day horse show in conjunction with the Lamar Counry Junior Livestock Show for any youth that is enrolled in school. They include showing events as well as speed events. • Many other events are held throughout the year to attract contestants to Paris from other cities and counties. These include team roping, barrel racing and bull riding events among others. • The planning and execution of all of these events would not be affected by weather with a cover in place. 4H Clubs . These clubs use the arena and clubhouse for meetings, presentations, horse shows and other weather-sensitive events in which the cover would be beneficial. Future Farmers of America ' . The area schools could use the facility to promote the area's youth functions such as the sale of livestock following the livestock shows. TREAT • TREAT is a program which utilizes horseback riding as a form of physical, emotional and recreational therapy. The ability to control a horse as well as one's body inspires self-confidence, responsibility and teamwork. TREAT is offered as a free seroice to special need children and adults through donations. Without these proposed project improvements, events such as this, which require long range planning and funding, can not be scheduled due to impending results of adverse weather conditions. Community Organizations • Area organizations such as Kiwanis, Optimist and Lions Club and other non- profit clubs could use the grandstands and arena area for fund-raisers such as concerts and banquets. • Area churches could utilize the grandstands for revivals and crusades to , accommodate large crowds. • The Red River Valley Fair Association could utilize the complex during the annual county fair for specialty shows, displays, anlimal exhibits and a variety of other uses. Other Area Organizations Other organizations who have used the arena in the past with limited success are: ✓ Rainbow of Colors Coalition Rodeo ✓ All-Police Rodeo benefiting the Lamar County Crimestoppers program ✓ Local hospitals for concerts for fundraising events ✓ Private fundraising events and benefits such as team roping, horse shows, barrel racing, team penning and bull riding events. . All donations received as a part of these events have gone back into the community. The scheduling of these events in the past has been very difficult due their sensitivity to weather. Overview of Utilization This facility could be used by a wide range of community groups and individuals and be a vital resource for charitable organizations as a means to raise needed funds. Funds raised through these events are returned to the community through various organizations. Other cities who have completed similar projects such as this have reported increased interest from national organizations. This includes organizations such as the Oil-Belt Cutting Horse Association, United Team Ropers Assoc., Professional Bull Riders Tour, John Lyons Training Seminars, junior rodeos and many others. These events bring many people from out of town who would stay in Ibcal fiotels, eat at local restaurants and shop with the local merchants. The completion of this project can only have a positive impact on our community. With the local average daily temperature being approximately 65 degrees or above from March to November, such an equestrian facility could be utilized year around. Maintenance and Operations At the present time, the Paris Rodeo and Horse Club maintains the facility and wishes to continue overseeing its maintenance and operations for the entirety of the lease. The PRHC strongly anticipates the City of Paris and the Red River Valley Fair Association to renew the lease as long as conditions are maintained or improved from its present status. En vironmenta/ Assessment The existing facility is approximately 10 acres of improved drainage and parking areas located on the north end of the Lamar County fair grounds. The proposed project consists of installing a 410' by 210' metal roof over the existing arena and grandstand area. This project would utilize a build-in rain gutter system to channel storm water runoff. This system would channel runoff to the existing open drainage ditches with the exit from the grounds by the main drainage structure which runs the length of the fair ground facility. No runoff will be redirected or exit the property by new or different structures. All existing utilities consist of electricity and gas being provided by Texas Utilities. Water and sewer services are provided by the City of Paris and phone services are provided by Southwestern Bell. All existing utilities should not be impacted by this project. The dust from the dirt arena floor will be minimized by use of an existing water sprinkler system already in use. Conc/usion The Paris Rodeo and Horse Club has a rich history since its inception in 1959. The Club has built, maintained, and provided an exceptional facility serving all of northeast Texas and Southern Oklahoma. Many events have taken place in the existing facility with some successful and others very disappointing due to adverse weather conditions. The Paris Rodeo & Horse Club feels 2002 is the year for our club to take the next step in upgrading our facility to an all-weather complex. As board members elected to continue our success as we look to the future of Paris, Lamar County, northeast Texas and southeast Oklahoma, we see the opportunity to positively impact generations of young people. The possibilities are unlimited with the proposed improvements. We truly believe everyone could reap benefits from this improvement project. If you or your office know of any financial support that may be available to our organization to aid in this project, please contact us at your earliest convenience. Attached is an address and phone list along with other support graphs and drawings which pertain to this project. We also would like to request that if you are in support of this project we could receive a letter of support from you to aid us in pursuing further financial support. Thank you, Paris Rodeo & Horse Club Members and Directors Gil Flautt, President