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LEAVER RUN
RESORT CONFERENCE CENTER
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GROUP ACCOMMODATIONS AGREEMENT
Organization: Weld County Office of Emergency Date: March 3,2016
Management
Post As: Weld County Office of Emergency
Management
Group Contact: Merrie Leach Sales Manager: Kim Hawks, CMP,CGMP
Coordinator Associate Director of Sales
Address: 1150 O Street Address: P.O. Box 2115/620 Village Rd
Greeley,CO 80632 Breckenridge, CO 80424-2115
Phone: 970-304-6540 Phone: 970-453-8729
Email: mleach@weldgov.com Email: khawks@beaverrun.com
Subject to the terms and conditions set forth herein, Beaver Run Homeowners Association and Beaver Run Resort
and Conference Center (collectively, the "Resort") is pleased to host the Weld County Office of Emergency
Management(the"Group") at the Resort property for the dates identified below. Upon execution by both the Group
and the Resort, this document shall become a legally binding contract. In the event that the Resort does not receive
this signed Agreement on or before the close of business on March 11,2016(the"Contract Due Date"),the Group's
reservation, all units listed below, and any reserved meeting space will be released, and this Agreement will
immediately terminate.
DAILY COMMITMENT SCHEDULE
The Resort is currently reserving, in the Group's name,the following units on the following dates and for the
following daily rates("Rates"). All dates listed below shall constitute the reservation Block. The Resort reserves the
right to make alternate rental arrangements of equal or better accommodations if the agreed upon unit is not
available or is unsuitable for reasons beyond its control, and may cancel any reservations containing obvious errors.
Rates are Net,Non-Commissionable
Mon Tue Wed Thu
8/15/16 8/16/16 8/17/16 8/18/16
Hotel Room 20 20 20 20
Studio 30 30 30 30
Breckenrid:e Studio 10 10 10 10
Total 60 60 60 60
Room Rate
Hotel Room 106.00
Studio 106.00
Breckenridge Studio 106.00
Colorado Suite 125.00
Summit Suite 135.00
One Bedroom Suite 135.00
One Bedroom Suite-Building 4 135.00
Two Bedroom Suite 212.00
Two Bedroom Suite-Building 4 212.00
Corporate Suite 318.00 2016-0837
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Three Bedroom Suite 318.00
Four Bedroom Suite 424.00
Property Description:
• Hotel Room features two queen beds, sitting area,mini-refrigerator,microwave
• Studio features one queen bed,sleeper sofa, efficiency kitchen, living/dining area
• Breckenridge Studio features one queen bed, sleeper sofa, upgraded efficiency kitchen, living/dining area,
remodeled bath
• Colorado Suite features one queen bed, sleeper sofa, efficiency kitchen, living/dining area, fireplace,
private balcony
• Summit Suite features one queen bed, sleeper sofa, upgraded efficiency kitchen, living/dining area,
remodeled bath,fireplace,private balcony
• One Bedroom Suite features one queen bed, sleeper sofa, full kitchen, living/dining area, fireplace, private
balcony
• One Bedroom Suite, Building 4 features one queen bed, sleeper sofa, full kitchen, living/dining area,
fireplace,private balcony
• Two Bedroom Suite features three queen beds, sleeper sofa,two bathrooms, full kitchen, living/dining area,
fireplace,private balcony
• Two Bedroom Suite, Building 4 features two queen beds, sleeper sofa, two bathrooms, full kitchen,
living/dining area, fireplace,private balcony
• Corporate Suite features one king bed, one queen bed, alcove bedding, sleeper sofa, full kitchen,
living/dining area,fireplace,private balcony
• Three Bedroom Suite features various bedding, sleeper sofa, full kitchen, living/dining area, fireplace,
private balcony
• Four Bedroom Suite features various bedding, sleeper sofa, full kitchen, living/dining area, fireplace,
private balcony
The Resort's standard bedding is queen beds in all units. We do have a limited number of rooms with king beds
which can be requested when making a reservation,however, specific bedding is not guaranteed.
The Resort shall have no responsibility or liability whatsoever for any descriptions or representations made to Group
members regarding the Resort property, unless such descriptions or representations are approved in advance by the
Resort.
DATES
The Group's reservation Block is for a period of 4 nights beginning after 4:00 pm on August 15, 2016 and ending at
11:00 am on August 19,2016.
Rooming List/Master pays room & resort fee: Unless otherwise agreed to, and within not less than thirty (30)
days of arrival, the Group Contact shall provide the Resort with a Rooming List identifying the names of all Group
members to be billed to the Master Account, arrival/departure dates, and types of units desired. All Group
reservations must be guaranteed for their full length of stay. Early departures and/or late arrivals will be charged the
contracted Rate per night dropped. "No shows" will be charged the contracted nightly Rate for the entire reserved
Block. It is the sole responsibility of the Group Contact to communicate this information to the Group and its
members.
Individual: The individual attendee can make a reservation by calling 1-800-525-2253 and identifying themselves
as part of the Weld County Office of Emergency Management. The group discount will apply to all reservations
made before the cut off date. These reservations will abide by our individual reservation deposit/cancellation
policies contained herein.
Cut Off Date: Individual Reservations or Rooming List Reservations received after July 16, 2016 will be provided
on a space available basis.
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METHOD OF RESERVATION CUT-OFF DATE
Individual X Reservations/Rooming List Reservations received
Rooming List X after Saturday,July 16,2016 will be provided
on a space available basis.
Based on occupancy levels, the Resort cannot guarantee early check in or late check out. However, in the event
accommodations are not immediately available, changing facilities and baggage storage will be provided.
RATES
The Rates listed above in the Daily Commitment Schedule are guaranteed for the reserved Block. Pending space
availability, the Rates may be extended to Group members for up to five (5) days prior to and/or after the reserved
Block.
The Rates listed above do not include the following: Sales Tax and Resort Lodging Fee, which totals 17.82%
(subject to change).
Note:
• All preferences for guestroom location, views and specific units will be noted,but we cannot guarantee such
requests.
• Taxes and fees are subject to change without notice.
• In order to receive tax exempt status,the tax exempt certificate and tax exempt affidavit must be received 30
days prior to group arrival. Individuals responsible for their own accommodations will need to present a copy
of their tax exempt certificate upon arrival, and pay with a company check or credit card.
• Groups and individuals exempt from sales tax remain subject to the resort fee, (5.5%)which will be applied to
lodging,food,beverage and meeting charges.
• Garage or surface parking is available at no charge.
• Wireless internet access is complimentary in all guestrooms and resort common areas.
ADDITIONAL CONCESSIONS
In addition to the terms and conditions set forth herein, the Resort hereby agrees to provide the following services
and/or concessions to the Group:
• One complimentary guestroom per 40 rooms occupied on a cumulative basis.
• One complimentary One Bedroom Suite or Summit Suite for 4 nights.
• Complimentary Wireless Internet Access in the Conference Center.
Notwithstanding the foregoing, the parties specifically agree that the Resort shall have no liability whatsoever for
any of the concessions set forth herein in the event that the Group does not timely pay its final bill or is otherwise
subject to Attrition Fees.
DEPOSITS
As set forth below, deposits for Group accommodations under this Agreement may be paid by the Group and its
individual members. Subject to the Resort's Attrition and Cancellation Policies (described below), the Group
guarantees all payments due under this Agreement,regardless of who pays the Deposit.
For all Deposit payments made under this Agreement,please make checks payable to:
Beaver Run Resort&Conference Center
P.O. Box 2115
620 Village Resort
Breckenridge CO, 80424
Attn: Kim Hawks, CMP,CGMP
3
Group Deposit: A non-refundable Deposit of$2000.00 shall be due by March 11,2016.
A Purchase Order will be accepted in lieu of a deposit.
Member Deposit: For Groups preferring to have group members individually reserve and pay for their own
lodging accommodations("Individual Lodging Reservation"), group members shall pay an individual Member
Deposit as follows:
A one-night deposit per reservation is required within two days of booking the reservation. Reservation will
automatically be cancelled if deposit is not received by due date. The remaining balance of the Individual Lodging
Reservation shall be due from the member upon arrival.
Unless incidental charges for individual members are approved as Master Account charges, members shall pay all
incidentals at the time of check out.
ATTRITION POLICY
The Resort is relying on, and the Group agrees to provide, a minimum dollar amount of guest room revenue that
shall be equal to the Daily Revenue Guarantees set forth in the Daily Commitment Schedule. The Group's original
reservation Block outlined in the Daily Commitment Schedule may be reviewed and adjusted by the Group, without
penalty, on specific dates described below.
At any time sixty (60) days or more prior to the arrival date, the Group shall have the right to reduce the original
Daily Revenue Guarantee and corresponding daily lodging commitment by up to ten percent (10%). The revised
reservation Block established on that date shall be known as the"First Adjusted Block."
At any time between fifty-nine (59)days and thirty(30) days prior to the arrival date, the Group shall have the right
to reduce the Daily Revenue Guarantee and corresponding daily lodging commitment by up to an additional ten
percent(10%). The revised reservation Block established on that date shall be known as the "Final Block." In the
event the Group does not change the original reservation Block or First Adjusted Block on or before thirty(30)days
prior to the arrival date, the original reservation Block or First Adjusted Block, as applicable, shall become the
"Final Block."The date on which the Final Block is determined shall be the"Cut Off Date."
Should the actual number of units used by the Group or its members decrease from the Final Block, the Group
understands and agrees that the Resort will suffer damages that may be difficult to measure. Therefore, and in such
case, the Group agrees to pay the Resort as an "Attrition Fee" an amount that is equal to the difference between the
Group's final adjusted room block and the actual number of room nights used, multiplied by the average daily rate.
Such Attrition Fee shall be applied to the Group's Master Bill. Beaver Run Resort reserves the right to reduce the
blocked meeting space by the same percentage as the room reduction.
CANCELLATION POLICY
Member Cancellations: In the event that Group members cancel their Individual Lodging Reservation, a
cancellation penalty will apply as follows:
For cancellations made more than seventy-two (72) hours of scheduled arrival, the member will be charged a
processing fee of Thirty-Five Dollars ($35) per reservation. For cancellations made within seventy-two (72) hours
of scheduled arrival, the member will be charged for one night's lodging (room and tax). No-shows, early
departures and/or late arrivals are non-refundable.
Member cancellations of Individual Lodging Reservations shall not release the Group from its contractual
obligations for the Final Block of units(defined above).
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Group Cancellation: In the event that the Group cancels its Group reservation or this Agreement, the Group shall
pay the Resort "Cancellation Fees." The Cancellation Fee under this Agreement shall be based on a percentage of
"Anticipated Unit Revenue" or "Total Group Revenue," as set forth below. Anticipated Unit Revenue shall be
calculated by multiplying the average daily revenue by the number of nights being held at the time of cancellation.
Total Group Revenue shall be calculated by multiplying the average daily rate by the total number of Group nights
and adding that number to a number which is the number of attendees multiplied by the number of meeting days and
multiplied by the daily catered food and beverage minimum. The Cancellation Fees shall also be adjusted based on
the date of cancellation, as follows:
Within 60 days to 6 months prior to arrival Group Deposit plus 75%of Anticipated Unit Revenue
Within 30 days to 59 days prior to arrival 90%of Total Group Revenue
Within 29 days of arrival 100%of Total Group Revenue
Notwithstanding the foregoing, the Resort will undertake commercially reasonable efforts to resell units from the
Final Block that are unused or cancelled and will credit any such revenues against the damages owed, in an amount
up to the full amount of damages for each such unit. Therefore, any unused or cancelled units from the Final Block
will be placed back in inventory for resale;provided,however,that if the Resort has additional units available at that
time,the Resort's existing units will be sold prior to selling the Group's unused or cancelled units.
Cancellation Fees shall be due and payable within thirty(30) days following the scheduled Final Block. Thereafter,
and in addition to all other available remedies, the Resort shall be entitled to interest on such past due Cancellation
Fees at the rate of one and one-half percent(1.5%)per month. The Group shall pay all costs of collection, including
reasonable attorneys' fees.
The Resort shall not cancel or reduce the Group's reservation Block in order to accommodate other organizations or
reservations. However, if the Resort cancels or reduces the Group's reservation Block for any other reason, the
Resort shall immediately refund all applicable Deposits and any other prepayments, and shall use its commercially
reasonable efforts to relocate the Group to other, comparable accommodations. The foregoing is in lieu of all other
remedies available against the Resort for any losses or damages that may be caused by such cancellation.
MASTER ACCOUNT
A"Master Account"shall be established for the Group. The Master Account shall be paid as follows:
MASTER ACCOUNT INDIVIDUAL ACCOUNTS
X Room&resort fee—Weld County X Room&taxes&fees
Guestrooms
Incidentals-phone X Incidentals—phone
Incidentals—meals X Incidentals—meals
Incidentals—recreation X Incidentals—recreation
X Group meal functions/breaks
X Meeting charges—audio visual, etc.
• All members must present a credit card at check-in to establish and guarantee their individual
accounts.
• Prior to arrival, the Group will provide the Resort with a written list of approved Master Account charges
("Approved Charges").
• Incidentals that are listed as Approved Charges will be direct billed to the Master Account.
• All additional Approved Charges will also be direct billed to the Master Account.
• At or before check in, all Group Deposits and other amounts that have been prepaid by the Group will be
posted to the Master Account.
• Amounts posted to the Master Account may be applied to all Approved Charges.
• Payment of any Master Account balance shall be due upon invoice. Payments not received within thirty
(30) days of the invoice date will be subject to a finance charge of one and one-half percent (1.5%) per
month. The Group shall pay all costs of collection, including reasonable attorneys' fees.
5
• The Master Account balance must be paid by company check,cashier's check or wire transfer.
• Any funds remaining in the Master Account will be refunded to the Group upon Master Account
reconciliation.
• All disputes or complaints under this Agreement must be sent to the Resort in writing within seven(7)days
after receipt of final invoice. Failure by the Group to notify the Resort of any dispute or complaint as
detailed herein shall constitute a waiver.
• Invoiced amounts under this Agreement are not subject to setoff against or deduction from any other
amounts owed to or claimed by the Group or its members.
CONFERENCE SERVICES
Any conference services for Group meetings or other functions shall be provided in accordance with the terms and
conditions set forth herein.
Meeting room location may be changed at the discretion of Beaver Run Resort's management.Function
rooms are not guaranteed prior to arrival. Please do not publish or refer to specific assignments before
consulting with your Conference Services Manager.
If pre-arranged meeting or catering setups require an unusual amount of last minute changes resulting in excessive
extra labor, additional costs of$50 per room set change will be added to the Master Account.
A Conference Services Manager will be assigned to coordinate your program. Upon receipt of this signed
agreement, our Conference Services Department will contact you.
Exhibit tables incur a one-time fee of$50 per table,which includes one six-foot table with skirting and daily refresh.
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8/17/2016 8:00 AM 5:00 PM Meeting Peak 4 Classroom 75
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8/17/2016 8:00 AM 5:00 PM Breakout Peaks 1,2,3 Classroom 50
Style
8/17/2016 10:00 AM 11:00 AM Break Floor 3 South Break Table 75
Foyer
8/17/2016 12:00 PM 1:00 PM Lunch Coppertop Ill Rounds of 10 75
8/17/2016 3:00 PM 4:00 PM PM Break Floor 3 South Break Table 75
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8/18/2016 7:00 AM 8:00 AM Breakfast on Spencer's Existing 75
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Style
8/18/2016 8:00 AM 5:00 PM Breakout Peaks 1,2,3 Classroom 50
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8/18/2016 10:00 AM 11:00 AM Break Floor 3 South Break Table 75
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8/18/2016 12:00 PM 1:00 PM Lunch Coppertop III Rounds of 10 75
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6
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8/19/2016 7:00 AM 9:00 AM Continental Floor 3 South Buffet Table 75
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8/19/2016 8:00 AM 12:00 PM Meeting Peak 4 Classroom 75
Style
MEETING ROOM CHARGES
Meeting room charges will be waived if the group purchases$8000.00 in catered food and beverage revenue. This
minimum is not inclusive of resort fee or service charge.
At any time sixty(60)days or more prior to the arrival date of your meeting,you may reduce the total number of
meeting attendees by 10%of the original contracted total attendees without incurring food&beverage penalties.
At any time between fifty nine(59)days and 3 business days prior to the arrival date of your meeting,you may
reduce the remaining total number of meeting attendees by an additional 10%of the original contracted total
attendees without incurring food and beverage penalties.
The food and beverage attrition fee will be calculated based upon the difference between your final adjusted number
of meeting attendees and the actual number of attendees served. Should the actual number of attendees fall below
your final adjusted number of attendees,the difference will be multiplied by the daily attendee fee(see above)and
be applied to the master bill as Food&Beverage Attrition Fees.
FOOD AND BEVERAGE POLICIES
To best accommodate all set-up and menu requests, arrangements must be confirmed in writing 30 days in advance
of the function to the Conference Services Department. The guaranteed attendance must be specified by 11AM three
working days in advance. At meal functions in which the guaranteed attendance increases by more than 10%over
the guaranteed number, we cannot guarantee that all parties will receive the same entrée or menu item. If the final
guarantee is not given by the specified deadline,the initial expected attendance figure will be considered the
guarantee. Beaver Run Resort and Conference Center will set up and prepare for 5%above the guaranteed number.
Per Colorado State Health and Liquor Codes, all food and beverage must be purchased from the hotel and consumed
on property during functions. Food items cannot be taken off our licensed premises using logical reasons to prevent
potential spoiling or illness, for which we would be held liable. Private functions in our condominiums are exempt
from this policy.
Beaver Run Resort and Conference Center reserves the right to inspect and control all private functions including
Hospitality Suites. Liability for damage to premises will be charged accordingly.
Beaver Run Resort and Conference Center does not assume responsibility for items lost or stolen from any of the
conference rooms, hallways, public areas, or dining rooms. Our Conference Services staff would be happy to assist
in arranging special security appropriate to your needs.
Catered functions for less than the minimum attendance noted on each banquet menu would incur a surcharge.
Cancellation of any catered function will be subject to the following conditions:
1. Cancellation from 10 to 21 days before the function-25%of the projected revenue will be charged.
2. From the 10th day before the function to within 48 hours-50%of the projected revenue will be
charged.
3. Within the 48-hour period before the function-the full guaranteed amount would be charged.
Please note that prices on the banquet menus do not include 5.5%resort fee.
The 20%service charge added to all food and beverage tickets, is not a tip or gratuity, and will be used at the
discretion of the Resort.
7
Prices and taxes are subject to change but will be guaranteed sixty(60)days before group's arrival.
PACKAGE SHIPPING AND RECEIVING
The following charges apply to package delivery and or handling fee charges:
Incoming Outgoing Storage Fee(Excess of 3 days)
Letter No Charge No Charge No Charge
Package $10.00 each $10.00 each $2.00 each per day
Pallet* $100.00 each $100.00 each $25.00 each per day
*Pre-approval for all pallets must be obtained from Shipping&Receiving.
There is a$2 per box delivery fee for packages delivered outside the Shipping&Receiving department's hours of
operation.
Beaver Run Resort and Conference Center has established firm policies on the shipping and receiving of packages to
and from our property. Please refer to the "Receiving and Shipping Policies" information for specific details.
Beaver Run Resort and Conference Center will not be responsible for lost or missing packages that have not been
shipped or received in accordance with our policies.
PROPERTY DAMAGES
The Group understands that the units are not owned by the Resort, but by individual owners. The Group shall be
responsible for any and all property damage,breakage, loss or destruction caused to the units or the Resort property,
and for any personal injury caused in the units or at the Resort property, by the Group's members, employees,
agents, contractors, suppliers or guests,and shall reimburse the Resort upon demand for any such damages.
INDEMNIFICATION
The Group shall indemnify and hold harmless the Resort, its owners, employees, agents and affiliates, from and
against all claims or causes of action and any liability or loss whatsoever, including reasonable attorneys' fees
(collectively, "Claims"), arising from or related to the actions of the Group, its members, employees, agents,
contractors, suppliers or guests; except to the extent such Claims are caused by the Resort's gross negligence or
willful misconduct. The Resort shall indemnify and hold harmless the Group, its employees and members, from and
against all Claims arising from the Resort's gross negligence or willful misconduct.
FORCE MAJEURE
Performance under this Agreement is subject to circumstances beyond the reasonable control of the parties that (i)
directly relate to the parties' ability to perform the obligations set forth herein, or (ii) make it illegal or impossible
for the Resort to provide the services set forth herein or for the Group to use the Resort property for the purposes set
forth herein, due to acts of God, war, terrorism government regulations, natural disasters, strikes, civil disaster, or
curtailment of transportation facilities. In any such event, this Agreement may be terminated in writing by the
affected party without any continuing obligations, penalties or liquidated damages; provided that the affected party
gives written notice to the other party within ten(10)days of the force majeure event.
8
AUTHORIZED SIGNATURES
The parties signing below represent that they are authorized to enter into this Group Accommodations Agreement.
The individual signing on behalf of the Group understands and hereby agrees that in the event the Group is not a
valid legal entity or is not otherwise able to fulfill the obligations set forth herein, then the individual is signing
below as a personal guarantor of all Group obligations under this Agreement.
AGREED TO AND ACCEPTED this day of C dr y ,
THE RESORT Board of Weld County Commissioners
By: -_ By: � l
Print Name: Kim Hawks,CMP,CGMP Print Name: Mike Freeman
Title: Associate Director of Sales Title: Chair
Date: � 'i C� Date: LIAR 07 211E
NOTE: The contact information for Group members who need to be reached while at the Resort is:
Beaver Run Resort Phone: (970)453-6000
620 Village Road Guest Fax: (970)453-2454
P.O. Box 2115 Admin Fax: (970)453-4284
•
Breckenridge, CO 80424
9
Cheryl Hoffman
From: Roy Rudisill
Sent: Wednesday, March 02, 2016 3:37 PM
To: Esther Gesick
Cc: CTB; Frank Haug; Barb Connolly; Merrie Leach
Subject: Re: Agreement for Beaver Run Resort for Weld Disaster Training and Exercise
great, that works for me. we will send it through OnBase.
Director Roy Rudisill
Weld County OEM
970-304-6540 W
970-381-0417 C
From: Esther Gesick
Sent: Wednesday, March 2, 2016 3:35 PM
To: Roy Rudisill
Cc: CTB; Frank Haug; Barb Connolly; Merrie Leach
Subject: RE: Agreement for Beaver Run Resort for Weld Disaster Training and Exercise
Hi Roy,
CTB can work with the documents you are bringing to get this set up for the 3/7 Consent Agenda, but this would be a
good one for Gracie or Merrie to route through OnBase to electronically capture the Dept. Head/Legal/Finance
approvals. Ultimately, that is where CTB needs to upload the final signed document as well. By copy on this message
Frank and Barb will be aware that they can move it along quickly since they've already seen it via email.
Thanks!
Esther E. Gesick
Clerk to the Board
1150 O Street I P.O. Box 758'Greeley, CO 80632
tel: (970) 336-7215 X4226
1
Confidentiality Notice:This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Roy Rudisill
Sent: Wednesday, March 02, 2016 2:42 PM
To: Esther Gesick<egesick@co.weld.co.us>
Cc: CTB<CTB@co.weld.co.us>; Frank Haug<fhaug@co.weld.co.us>; Barb Connolly<bconnolly@co.weld.co.us>; Merrie
Leach <mleach@co.weld.co.us>
Subject: Agreement for Beaver Run Resort for Weld Disaster Training and Exercise
Hi Esther, I met with the BOCC this morning and had Frank review the agreement. The BOCC agreed to add this to the
consent agenda. I will provide the invoice to accounting so they can process it along with the tax exempt documents.
The last page as OEM as the department, if you can change it to BOCC then I believe we will be good. I also have the
pass-around document and the email from Commissioner Kirkmeyer indicating approval. I'll bring they to you as they
are in hard copy.
Let me know if you need anything else.
Roy Rudisill
Director
Office of Emergency Management
1150 O Street
970-304-6540 Office
970-381-0417 Cell
2
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
3
Hello