Estacada commission approves event budgets, buys barricades and coordinates parking for disc‑golf event

The Downtown Estacada Commission on March 3 approved its project plan and a set of event budgets for the 2025–26 fiscal year, voted to buy 16 six‑foot A‑frame barricades for downtown events, and spent most of the meeting refining vendor, parking and logistics plans for spring and summer festivals.

The commission voted by voice to approve the project plan additions that formally add Uncorked and related events to the DEC work plan and to reallocate promotional funds into rack cards and table toppers instead of door hangers. The budget passed by voice vote, with line items discussed in detail: promotions and marketing reduced to $1,200; Fourth of July expenses set at $2,500 with projected revenue of $2,000; Oktoberfest expense estimated at $7,000 and revenue of $2,700; tree lighting expense $2,500 with revenue goal $500; Uncorked expense $3,700 and estimated vendor revenue $1,800; and $150 reserved for event prizes.

Commissioners discussed several operational items for upcoming events. City staff explained that electrical outlets downtown are limited and that electrical spaces (for vendors needing power) will be assigned on a first‑come basis. The commission set a vendor application deadline for Uncorked on May 16 (application and enforcement details to be finalized by staff), and managers agreed to require OLCC permits and proof of insurance from vendors serving alcohol. Staff said a Q&A page on the city website will include setup times, vendor parking/unloading instructions and other logistics.

Representatives from Noble Consulting and local event organizers briefed the commission about the Beaver State Fling / Northwest Disc Golf Championships, which will overlap some Uncorked dates. Mackenzie, a Noble Consulting representative, said, “we just kinda wanted to come in and see what we can do to help promote those” and asked the commission to suggest possible overflow parking sites in Estacada so competitors and spectators can be shuttled to the course. Commissioners and community members suggested locations including the large lot near the shopping mall, church lots (Grace Crossing) and school parking as possible overflow sites; the group discussed coordinating shuttle service from Mount Hood area lots.

On equipment, Commission Chair Connie Redmond moved to buy 16 of the six‑foot A‑frame barricades through the city's Uline account at an approximate cost of $782. The motion passed by voice vote; the commission agreed staff will verify existing inventory and order the number needed to reach the 16 total.

Other logistical changes discussed and added to the event forms: vendors will be told that all electrical cords must be covered (mat or tape), pop‑up tent legs must be weighted, vendors doing open‑flame or cooking must have fire extinguishers, and staff (Sarah) will enforce these requirements on site. The commission also discussed volunteer recruitment, adding table toppers and rack cards to outreach plans, and trying cross‑promotion with nearby events (for example, offering ticket stubs or discounts at downtown businesses to drive patronage during tournament weekends).

Votes at a glance - Motion to adopt the minutes of the Feb. 3 meeting: moved and seconded on March 3; adopted by voice vote (recorded as a voice aye/aye, no roll call tally in transcript). - Motion to purchase 16 six‑foot A‑frame barricades through Uline (approx. $782): moved by Commission Chair Connie Redmond; second recorded; approved by voice vote. - Motion to approve the DEC project plan (add rack cards, table toppers, Uncorked): moved and seconded; approved by voice vote. - Motion to adopt the 2025–26 event budgets (promotions $1,200; July 4 expenses $2,500/income $2,000; Oktoberfest expenses $7,000/income $2,700; tree lighting expenses $2,500/income $500; Uncorked expenses $3,700/income $1,800; prizes $150): moved and seconded; approved by voice vote.

The commission also discussed volunteer recruitment strategies and outreach channels, including posting on volunteer‑matching sites and engaging school and civic groups, but took no formal vote on volunteer programs.

The meeting closed after a short discussion of future agendas and event dates; staff will finalize vendor forms and post the Q&A materials online for Uncorked and other summer events.