TC Resolution 19-05 Stablishing the Special Events Advisory CommetteeRESOLUTION 19-05
APPROVING A CULTURAL, ARTS AND SPECIAL EVENTS COMMITTEE
WHEREAS, the Town of Avon, Colorado (the "Town") is a home rule municipality and
political subdivision of the State of Colorado (the "State") organized and existing under a home
rule charter (the "Charter") pursuant to Article XX of the Constitution of the State; and
WHEREAS, the Town Council finds that the Ad Hoc Special Events Committee has
provided valuable and important review, research and advisory functions with regard to special
event planning and programming for the Avon community and desires to create a permanent
standing advisory committee to continue with these efforts; and
WHEREAS, Section 11.2 of the Charter states that Council may create any boards or
commissions including an advisory committee; and
WHEREAS, the Avon Town Council finds that special events promote the local community
and character of Avon as well as promote the local economy and that the establishment of a
permanent Cultural, Arts and Special Events Committee will promote the health, safety and
general welfare of the Avon community; and
NOW THEREFORE, the Avon Town Council, hereby RESOLVES to create the
Cultural, Arts and Special Events Committee as set forth in Exhibit A: Cultural, Arts and
Special Events Committee Authority and Procedures, attached hereto.
ADOPTED February 26, 2019 by the AVON TOWN COUNCIL
By: �1AAJ19 Attest:
Sarah Smith Hymes, M
Brenda Torres, Acting Town lerO 4
EXHIBIT A:
CULTURAL, ARTS AND SPECIAL EVENTS COMMITTEE
AUTHORITY AND PROCEDURES
1. Establishment, Purpose and Duties. There is hereby established the Cultural, Arts and Special
Events Committee ("CASE") of the Town. The purposes and duties of CASE are as follows:
(a) To provide advice concerning the Cultural Plan for the Town of Avon, as may be amended
from time to time;
(b) To review, research and provide guidance and advice on culture, arts and special event
programming in the Town of Avon;
(c) To review applications for Town funding allocated for special events and provide
recommendations to the Avon Town Council, and to develop applications forms and
procedures and review criteria related to such funding applications;
(d) To conduct surveys and prepare reports related to special events as appropriate and as
directed by Council;
(e) To attend joint meetings with the Avon Town Council to review past, present and future special
events, review and evaluate implementation of the Cultural Plan, review annual appropriations
to support culture, arts and special events, and to review policies, procedures and practices
for culture, arts and special events and CASE; and,
(f) To perform such other tasks related to culture, arts and special events in or near Avon as the
Avon Town Council may direct.
2. Membership. CASE shall be composed of seven (7) Voting Members and two (2) Ex -Officio Non -
Voting Council members appointed by Council.
3. Qualification of Voting Members. Registered electors residing in Eagle County shall be eligible
for appointment as Voting Members, provided that at least four (4) Voting Members shall be
registered electors of the Town or owners or representatives of an existing business with a physical
location and address in the Town of Avon at the time of their appointment to CASE. Persons having
experience with special events, event site planning and design, culture, arts or local business which
is of particular value to CASE should be preferred over persons who do not. Appointments shall be
made by Council in February, or as soon as thereafter as possible, after posting notice to solicit
interested persons, Council shall appoint four (4) persons in odd numbered years and three (3)
persons in even numbered years to fill Case seats.
4. Qualification of Ex -Officio Non -Voting Members. Council members shall be eligible for
appointment to the two (2) Ex -Officio Non -Voting seats. Appointments shall be made by Council in
January of odd numbered years after the election and seating of Council members, or as soon
thereafter as possible, and shall be made at the same time as appointments of Council members to
other committees. The term of office for Ex -Officio Non -Voting Members shall be two (2) years until
the bi-annual appointment of Council members to committees. Ex -Officio Non -Voting Members shall
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Adopted February 26, 2019
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have the equal right to participate at CASE meetings and equal right to receive all CASE materials
and notices of CASE meetings, but shall not have any right to vote on recommendations, advisory
matters, or other actions of CASE.
Quorum. Four (4) Voting Members of CASE shall constitute a quorum for the transaction of
business, but in the absence of a quorum, a lesser number may adjourn any meeting to a later time
or date. In the absence of all Voting Members, any staff member may adjourn any meeting to a later
time or date.
6. Term. The term of office for a Voting Member shall be two (2) years on an overlapping tenure. A
Voting Member of CASE who ceases to possess the qualifications for office that the Voting Member
possessed at the time of appointment may be permitted by the Council to serve until the end of the
appointed term, provided that the CASE member continues to reside in Eagle County. A member of
CASE may be removed by Council pursuant to Section 8 Removal from Office, below.
Vacancies. A vacancy on CASE shall occur whenever a member of CASE is removed by the
Council, dies, becomes incapacitated and unable to perform the required duties for a period of ninety
(90) days, resigns, ceases to meet the qualifications of CASE and is not permitted by Council to
serve until the end of the existing term or is convicted of a felony. In the event a vacancy occurs,
the Council shall appoint a successor to fill the vacancy who shall serve the remainder of the term of
the former member after posting notice of such vacancy to solicit interest from qualified persons.
8. Removal from Office. Any member of CASE may be removed for just cause at the pleasure of the
Town Council by a majority vote of the entire Council in office at the time the vote is taken. Just
cause shall include misconduct, conduct unbecoming of a Town official, violation of the Town Code
of Ethics, inefficiency or more than two (2) unexcused absences within a twelve-month period. Prior
to removal, Council shall conduct a hearing and shall provide written notice to the CASE member
stating the grounds for removal at least three (3) days prior to the hearing.
9. Officers. CASE shall select its own Chairperson and Vice -Chairperson. The Chair or, in the absence
of the Chair, the Vice -Chair, shall be the presiding officer of its meetings. In the absence of both the
Chair and the Vice -Chair from a meeting, the Voting Members present shall appoint a Voting Member
to serve as Acting Chair at the meeting.
10. Compensation. All members of CASE shall serve with compensation and benefits, if any, as may
be established by the Council and shall be reimbursed for all authorized personal expenses incurred
while performing duties as a CASE member.
11. Staff. The Town Manager shall designate Town staff to serve as the staff of CASE and shall provide
for the service of a recording secretary who shall act in the capacity of secretary for CASE.
12. Rules and Regulations. CASE shall operate in accordance with its own rules of procedure;
provided, however, that CASE shall submit its proposed rules or any amendment to the rules to the
Council, which by motion shall approve the rules or amendment and direct their adoption by CASE
or disapprove the proposal with directions for revision and resubmission. The rules shall incorporate
and comply with the Colorado Open Meetings Law, Colorado Open Records Act, and the Colorado
Municipal Records Retention Schedule as such are adopted and implemented by the Town of Avon.
The rules shall be filed with the Town Clerk and maintained in the records of the Town and shall be
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subject to public inspection. CASE may provide for certain variances, exceptions and exemptions
from the requirements of its rules and regulations.
13. Meetings. CASE shall meet in accordance with the rules of procedure governing CASE and
otherwise upon the call of the Chairperson or, in the absence of the Chair, by the Vice -Chairperson.
All meetings shall be held at the offices of the Town, unless otherwise specified, with adequate notice
given to all interested parties.
14. Appropriation Authority. CASE shall not have authority to appropriate or spend Town of Avon
funds. CASE may provide recommendations to the Events Manager, Town Manager and/or Avon
Town Council with regard to any annual budget for special events, expenditures related to the annual
applications in response to the special events request for proposal, Town staff support for special
events and capital improvements related to events.
15. Council Amendments. Council reserves the right to amend, increase, reduce or change any or all
of the powers, duties and procedures of CASE.
Cultural, Arts and Special Events Committee
Adopted February 26, 2019
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