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Record of Proceedings

Payson Town Council Work Study Meeting - November 12, 2025: Event Center Update

Town Council & Planning and ZoningWednesday, November 12, 2025
BodyPayson, Arizona
SessionTown Council & Planning and Zoning
DateWednesday, November 12, 2025
StatusFILED
Video Record
0:00 / 39:04

Transcript — Verbatim
2:14

Speaking of the market analysis, uh it was it uh it's being emailed to you today.

2:21

Um so you'll have that full report if you if you want, and if you have any questions, just ask the town manager and he'll he'll we'll coordinate a response if you have any questions on the full report.

2:34

Um we want your feedback on recommended programming and related amenities.

2:39

If we've left anything else, anything else you'd like to see in the final concept design, uh we want to hear from that.

2:46

You'll have another opportunity when we do the stakeholder meetings, which will happen um probably in the next month or two.

2:53

Um, you'll meet with us in groups of two again to get that final feedback for the programming and the related amenities.

3:02

And then we'll go over some next steps.

3:05

And so I just wanted in a snapshot to show you the deliverable status with the contractor family horn.

3:10

We've completed the things on the left, the ones that are in progress, are what we're doing right now.

3:16

And then um, we'll go over this list as far as the timeline on the very end, but uh then some things that were coming up.

3:24

We met with a number of stakeholder groups, including um uh some agencies like uh Green Valley Water and groups like that, power company to make sure that uh we were all everybody was able to weigh in.

3:40

Uh, police and fire, water, uh, pace and water.

3:44

So uh we have all that feedback in our recommendations.

3:49

Excuse me.

3:50

Are we waiting to the end of the presentation to ask questions?

3:57

Yeah, let's let's let's wait to the end to ask questions.

4:00

Okay.

4:00

That way we can judge our time.

4:05

So uh these two next pages show the programming and the related amenities to support that programming.

4:11

Uh, these are from the stakeholder and user groups.

4:14

At the very end, that's combined with the market study to give you the final look of what what can what uh we believe the the project site can support as far as optimizing uh the events are and so I won't go through these.

4:31

Uh you have those in your report.

4:33

This historical pace of event center activity shows that basically the main message from this is that there is capacity there.

4:42

Uh we don't have events every weekend.

4:45

Um, we don't have a waiting list for events, so we do have capacity.

4:51

Um the important part about the demographic data, one of the most important things is within a sixty-minute drive time, we really don't have that much of an audience to draw from.

5:02

But if you go another hour out, uh another just another 60 minutes out, you get five point over five million people that you can attract.

5:11

You all know that, but the key is to be strategic in what the programming mix is in order to attract those people to come up here on the hotel supplies part of it because if you have events that are multi-day, you want to be able to have a hotel supply.

5:28

The market study showed that we do have enough hotel supply, and we have enough capacity.

5:35

So in other words, they they are quarterly occupied rates range from 51 to 63 percent of all the hotels in Gila County, and so uh there is capacity uh for and also availability of these particular hotels here that will support our recommended programming areas.

5:59

Another key fact, and these are just the highlights from the market study, by the way.

6:03

There's much more data and details in that.

6:07

The tourism trends is very important too.

6:10

They have increasingly gone up since 2019, and um, so again, a very strategic approach to being able to offer things that might get them to stay because they come up to see the tunnel national bridge, state park, and the town on National Monument, and that's what's shown here.

6:30

But you know, if we can get them to stay because we can do something there, um, that would be a benefit.

6:38

Um, this is a very quick map that shows all of the rodeo and client facilities in the state, and this basically will um uh show you that we have competition in the state, so again, very strategic in what we want to offer, and so we can make ourselves known and and basically compete with uh all the other state type of events.

7:09

This is a list of all everything else besides rodeo and equine, so like for concerts, for sporting events and and the like, and and again you can see we have a lot of competition in that area as well, but we believe that we can we can have uh regional events up here that could compete nicely with uh these types of facilities, especially if they're driving down there now.

7:35

I'm not gonna go through every strength and challenge here.

7:37

Um, they're there for your reference.

7:39

You can you can take a look at those, and um you know if you have any questions on any of these, but basically uh we wanted to show you know what the challenges might be uh for this site, and then all the strengths and opportunities that we have, and as you can see, it's a lot a little bit longer list.

7:59

Okay, so this is the what we wanted to get to.

8:03

So the the programming opportunities is basically the market study with the user group and stakeholder group.

8:10

So this is all combined for programming opportunities, community events and social functions has a high market demand.

8:18

So that'd be like the county fair, 4th of July, education classes, Spartan race, hiking, mountain biking, cross-country races, and and the like under the rodeo uh for market demand it's high, and you can see the list there, uh, bull riding and the like, and then equine livestock small animals, the market demand is at moderate, which is still a very attractive thing to be able to offer, and so we have some uh examples there uh below, and then uh local sports activities such as uh basketball, volleyball, and things like that.

8:59

We heard that there was a demand for that, and so but that's a moderate low market demand, and uh exposed exhibits again, like trade shows, art shows, car shows, that kind of stuff.

9:14

But what what is low demand is major concerts?

9:17

Um, for example, uh you probably wouldn't get Garth Brooks here, but you might get Willie Nelson, you know, that kind of thing.

9:26

So uh we want to there's just too much availability of big spaces down in the valley and people, and so uh when the market study uh consultants went and talked to different concert promoters, they just said, you know, uh this would be more of a localized type of approach for smaller venue, similar to what the casino does now, those types of that level of concert.

10:00

And then like Disney on ice and things like that.

10:03

Family shows is probably not in the wheelhouse of this particular project.

10:11

So what kind of building would support that?

10:14

So a covered arena with airflow circulation system.

10:19

So we're not suggesting that we have an enclosed building for the rodeo, just a cover with airflow circulation system in it.

10:29

That's what people a competition ring.

10:42

Go ahead and visit this.

10:45

But basically, this is what we heard from everybody that can support this.

10:49

This is this is the current arena would be possibly more than likely moved, and basically be able to accommodate a few more people and be covered.

11:07

And then another building recommendation is a separate control flat foot exhibit building, about two 20,000 to 25K, and divisible multi-flex space.

11:19

We heard from a lot of groups, they want to be able to have a banquet after their event.

11:24

They want to be able to have meeting rooms before events, briefing rooms, you know, fire, police and fire could probably use it also for different things.

Discussion Breakdown — Share of Meeting
Tourism Development█████████████████████████████████████████████52%
Public Engagement█████████████████████24%
Procedural██████████11%
Community Engagement███████8%
Capital Improvement████5%
Summary of Proceedings

Payson Town Council Work Study Meeting - November 12, 2025: Event Center Update

The Payson Town Council held a work study session on November 12, 2025, from approximately 3:00 p.m. to 3:33 p.m. to receive an update on the Payson Event Center project. Interim Project Manager Rod Buchanan presented findings from stakeholder meetings, a market analysis, and infrastructure plans. Council members discussed the need for more detailed cost and timeline information before committing further funds. No formal action was taken, as work studies are for discussion only.

Discussion Items

  • Rod Buchanan presented key findings: stakeholder feedback from approximately 30 individuals (including previous council members and community representatives) indicated high market demand for community events and rodeo, moderate demand for equine/livestock activities, and low demand for major concerts and family shows. Recommended facilities included a covered arena with airflow circulation, a 20,000–25,000 sq ft divisible multi-flex building, permanent restrooms, event offices, and infrastructure improvements (water, sewer, electrical, paved parking, technology). The recently purchased town property was identified as suitable for a public-private partnership (e.g., hotel, wedding venue), and adjacent forest service land for active recreation (trails, cabins, camping).
  • Council members expressed varied reactions: Council Member Bell stated the presentation lacked new information and requested specific costs, a layout, and identities of stakeholders. Council Member Ferris echoed the desire for concrete completed work and cost ranges, noting the absence of a plot plan and tribal feedback. Council Member Flaherty stressed the need for careful planning to avoid future drainage issues. Council Member Haws recommended a community open house with price tags on amenities to ensure realistic feedback. Other members supported the project but wanted more tangible progress.
  • Town Manager Darren Coldwell agreed to provide council with information on project expenditures to date and the overall budget.

Key Outcomes

  • No formal action was taken; the meeting was informational only.
  • Council members indicated that no additional funds should be allocated until project priorities and a solid budget are clearly defined.
  • Town Manager Coldwell committed to follow up with council regarding current expenditures and the overall project budget.
  • Next steps include completing a concept design (expected by February 2026), finalizing drainage and infrastructure assessments, conducting a community open house, and developing a business plan with at least two operating models (staff-run and private arrangement).

Meeting Transcript

Speaking of the market analysis, uh it was it uh it's being emailed to you today. Um so you'll have that full report if you if you want, and if you have any questions, just ask the town manager and he'll he'll we'll coordinate a response if you have any questions on the full report. Um we want your feedback on recommended programming and related amenities. If we've left anything else, anything else you'd like to see in the final concept design, uh we want to hear from that. You'll have another opportunity when we do the stakeholder meetings, which will happen um probably in the next month or two. Um, you'll meet with us in groups of two again to get that final feedback for the programming and the related amenities. And then we'll go over some next steps. And so I just wanted in a snapshot to show you the deliverable status with the contractor family horn. We've completed the things on the left, the ones that are in progress, are what we're doing right now. And then um, we'll go over this list as far as the timeline on the very end, but uh then some things that were coming up. We met with a number of stakeholder groups, including um uh some agencies like uh Green Valley Water and groups like that, power company to make sure that uh we were all everybody was able to weigh in. Uh, police and fire, water, uh, pace and water. So uh we have all that feedback in our recommendations. Excuse me. Are we waiting to the end of the presentation to ask questions? Yeah, let's let's let's wait to the end to ask questions. Okay. That way we can judge our time. So uh these two next pages show the programming and the related amenities to support that programming. Uh, these are from the stakeholder and user groups. At the very end, that's combined with the market study to give you the final look of what what can what uh we believe the the project site can support as far as optimizing uh the events are and so I won't go through these. Uh you have those in your report. This historical pace of event center activity shows that basically the main message from this is that there is capacity there. Uh we don't have events every weekend. Um, we don't have a waiting list for events, so we do have capacity. Um the important part about the demographic data, one of the most important things is within a sixty-minute drive time, we really don't have that much of an audience to draw from. But if you go another hour out, uh another just another 60 minutes out, you get five point over five million people that you can attract. You all know that, but the key is to be strategic in what the programming mix is in order to attract those people to come up here on the hotel supplies part of it because if you have events that are multi-day, you want to be able to have a hotel supply. The market study showed that we do have enough hotel supply, and we have enough capacity. So in other words, they they are quarterly occupied rates range from 51 to 63 percent of all the hotels in Gila County, and so uh there is capacity uh for and also availability of these particular hotels here that will support our recommended programming areas. Another key fact, and these are just the highlights from the market study, by the way. There's much more data and details in that. The tourism trends is very important too. They have increasingly gone up since 2019, and um, so again, a very strategic approach to being able to offer things that might get them to stay because they come up to see the tunnel national bridge, state park, and the town on National Monument, and that's what's shown here. But you know, if we can get them to stay because we can do something there, um, that would be a benefit. Um, this is a very quick map that shows all of the rodeo and client facilities in the state, and this basically will um uh show you that we have competition in the state, so again, very strategic in what we want to offer, and so we can make ourselves known and and basically compete with uh all the other state type of events. This is a list of all everything else besides rodeo and equine, so like for concerts, for sporting events and and the like, and and again you can see we have a lot of competition in that area as well, but we believe that we can we can have uh regional events up here that could compete nicely with uh these types of facilities, especially if they're driving down there now. I'm not gonna go through every strength and challenge here. Um, they're there for your reference. You can you can take a look at those, and um you know if you have any questions on any of these, but basically uh we wanted to show you know what the challenges might be uh for this site, and then all the strengths and opportunities that we have, and as you can see, it's a lot a little bit longer list. Okay, so this is the what we wanted to get to. So the the programming opportunities is basically the market study with the user group and stakeholder group. So this is all combined for programming opportunities, community events and social functions has a high market demand. So that'd be like the county fair, 4th of July, education classes, Spartan race, hiking, mountain biking, cross-country races, and and the like under the rodeo uh for market demand it's high, and you can see the list there, uh, bull riding and the like, and then equine livestock small animals, the market demand is at moderate, which is still a very attractive thing to be able to offer, and so we have some uh examples there uh below, and then uh local sports activities such as uh basketball, volleyball, and things like that. We heard that there was a demand for that, and so but that's a moderate low market demand, and uh exposed exhibits again, like trade shows, art shows, car shows, that kind of stuff. But what what is low demand is major concerts? Um, for example, uh you probably wouldn't get Garth Brooks here, but you might get Willie Nelson, you know, that kind of thing. So uh we want to there's just too much availability of big spaces down in the valley and people, and so uh when the market study uh consultants went and talked to different concert promoters, they just said, you know, uh this would be more of a localized type of approach for smaller venue, similar to what the casino does now, those types of that level of concert. And then like Disney on ice and things like that. Family shows is probably not in the wheelhouse of this particular project.

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