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TC Minutes 10-08-2024AVON REGULAR MEETING MINUTES A TUESDAY OCTOBER 8, 2024 ,avon HYBRID MEETING; IN -PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM COLORADO 1. CALL TO ORDER AND ROLL CALL The meeting was hosted in a hybrid format, in -person at Avon Town Hall and virtually via Zoom.us. Mayor Amy Phillips called the October 8, 2024, Council regular meeting to order at 5:00 p.m. A roll call was taken, and Councilors present in person were Chico Thuon, Rich Carroll, Lindsay Hardy, Ruth Stanley, Mayor Pro Tern Tamra Underwood, and Mayor Amy Phillips. Councilor RJ Andrade was present in the meeting via Zoom and joined the meeting in person at 5:25 p.m. They were joined in person by Town Manager Eric Heil, Deputy Town Manager Patty McKenny, Town Clerk Miguel Jauregui Casanueva, Community Development Director Matt Pielsticker, CASE Manager Danita Dempsey, Communications Manager Liz Wood, Avon Police Department Senior Administrative Services Officer Krista Jaramillo, and Avon Police Chief Greg Daly. 2. APPROVAL OF AGENDA Video Start Time: 00:00:32 Mayor Phillips initiated the meeting with the Agenda approval process. Mayor Pro Tern Underwood motioned to approve the Agenda, as presented. Councilor Hardy seconded the motion. It was approved unanimously with a 6-0 vote of those present with Councilor Andrade abstaining from voting due to technical difficulties with his microphone via Zoom. 3. DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS Video Start Time: 00:02:14 Mayor Phillips asked if there were any conflicts of interest related to the Agenda, and none were disclosed. 4. PUBLIC COMMENT Video Start Time: 00:02:28 Mayor Phillips explained that public comment can be made by participating in the meeting in person, via zoom's video/audio, via telephone, or via email. She added that the public comment section is intended for items not listed in the Agenda, and participation by members of the public is limited to 3 minutes. She asked if there was any public comment from those present in the room or virtually and no public comment was made in person nor virtually. 5. CONSENT AGENDA Video Start Time: 00:03:20 Mayor Phillips introduced the approval of the Consent Agenda to include the following: 5.1 Approval of September 24, 2024 Regular Council Meeting Minutes (Town Clerk Miguel Jauregui Casanueva) 5.2 Notice of Award: Talent and Stage Production Agreement (CASE Manager Danita Dempsey) Town Manager Eric Heil offered context on the Notice of Award that includes a 3-year duration. Mayor Pro Tern Underwood motioned to approve the Consent Agenda. Councilor Hardy seconded the motion. It was approved unanimously with a 6-0 vote of those present with Councilor Andrade abstaining from voting due to technical difficulties with his microphone via Zoom. 1 AVON REGULAR MEETING MINUTES TUESDAY OCTOBER 8, 2024 Avon HYBRID MEETING; IN -PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM COLORADO 6. BUSINESS ITEMS 6.1.Proclamation: Honoring High Five Access Media Day (High Five Access Media Director JK Perry) Video Start Time: 00:05:38 High Five Access Media Director JK Perry thanked his Board members, his staff and the many supporters through the years for their efforts with High Five Access Media. He addressed the community noting that their 40-year anniversary is next year and added their success happens thanks to many volunteers over the years. High Five offers many media services and resources to the community and a platform for everyone to use and enjoy. Mayor Phillips read the proclamation into the record, with unanimous support from her fellow Councilors. A photograph with Council memorializing the proclamation was captured by staff. [Councilor RJ Andrade joined the meeting in person at 5:25 p.m.] 6.2.Presentation: Family Learning Center Update (Family Learning Center Executive Director Whitney Young) Video Start Time: 00:18:36 Family Learning Center Executive Director Whitney Young took the podium and delivered a presentation to Council related to the Family Learning Center which serves families in the Eagle Valley community. As the largest nonprofit early childhood education center in Eagle County, they serve the County's most at risk youth and families. Infant care is part of their programming and the facility services up to 123 students under the age of five. Challenges include a lease which ends in 2025, so a new location is needed. She is seeking community input and asks for everyone's assistance in helping to solve this challenge. Please contact her at wyoung@flcedwards.org if you are interested having a conversation about the facility and how to keep it operating for years to come. As this was an informational presentation to Council, there was no public comment and no motion from Council was requested. [At the request of Chief Daly, with unanimous support from Council, Business Item 6.3 was delayed slightly while Chief Daly waits for some of those awarded to arrive at the Council Chambers. Mayor Phillips asked that Marketing & Communications Manager Elizabeth Wood take the podium and proceed with Business Item 6.5. She indicated that Council would then resume the regular order of Business Items, as approved in the Agenda] 6.5. Work Session: 2024 Community Survey Results (Marketing & Communications Manager Elizabeth Wood) Video Start Time: 00:33:55 Marketing & Communications Manager Elizabeth Wood presented the results of the Town of Avon Community Survey with a slideshow that highlighted several survey components and demographics, topics covered and summary of comments. The presentation addressed the type of survey used, the distribution of the survey (method and marketing). Questions were categorized according to department services (sustainability, mobility, police, events, recreation, public works, parks, communication) and policy type questions (development) with a summary of themes 2 AVON REGULAR MEETING MINUTES A TUESDAY OCTOBER 8, 2024 . v O n HYBRID MEETING; IN -PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM COLORADO presented. Housing and parking were popular topics on the minds of the survey takers and many comments were provided. Town Council expressed appreciation about learning more about the results of the survey. More survey information can be found in the packet materials including the complete Insight report, open comments and slides. She highlighted the many responses received and mentioned that parking seemed to be one of the biggest concerns. As this was a work session, there was no public comment and no motion from Council was requested. 6.3. Presentation: Avon Police Department National Night Out Awards (Chief of Police Greg Daly) Video Start Time: 01:01:30 Police Chief Greg Daly delivered a presentation related to the Avon Police Department National Night Out Awards, and recognized the following Community Members, Organizations and businesses for their phenomenal support of National Night Out: Raya Pociute (Polar Star Property Manager), Birch Barron - Director of Eagle County Emergency Management, Aspen House of Bounce- Eustolia Valadez, Antonio Perez (DJ), Gretchen Pleshaw (DJ), Omar Loya (DJ), Brian Nolan and Family, Staff at Blue Moose Pizza, R Farmers Market, Walmart (food and a community grant), Menyi Juliana Erazo Ramirez (Volunteer), Jose Martinez (Volunteer), Mayra Parra (Volunteer), Scarlett Torres (Volunteer), Ximena Garcia (Volunteer), Abril Antillon (Volunteer), Patty and Allen Petersons cadre of volunteers, Aspens Mobile Home Park Staff, Eagle River Fire Engine 7 and Avon Public Operations staff. As this was a presentation to Council, no public comment was allowed and no motion from Council was requested. 6.4.Work Session: Joint Work Session with CASE Committee (CASE Manager Danita Dempsey) • Review of Community Arts Center Concept at 351 West Benchmark Road • 2025 Culture, Arts & Special Events Budget Video Start Time: 01:14:11 CASE Manager Danita Dempsey moderated a Joint Work Session with CASE Committee. Present in person on behalf of the CASE Committee were Thomas Walsh, Justin Chesney, Pedro Campos, Kerri Thelen, Danielle McNair, and Calyn Reiger. Lisa Mattis joined the Committee via Zoom. CASE Manager Dempsey delivered a presentation of the 2025 CASE budget. Two new events were highlighted, Cars in the Park & Turkey Trot! Council expressed appreciation and support to the Events team and the 2025 budget that as presented still offered an amazing event schedule with a keen eye to reducing the expenditures considering softening revenues (in 2025). The 2025 budget also included $100K for a National Endowment for the Arts grant ($50K town match). It was noted that the CIP project for park improvements will likely impact on parking and activities at the park. Council supported the 2025 budget presented by the CASE Manager, Danita Dempsey. Discussion ensued on the next topic addressing a few ideas for developing a Community Arts Center Concept. The presentation included an introduction of the concept, research and visits to peer communities. CASE members expressed their support for the use of 351 as an Arts Facility. Next step suggestions were outlined that would engage consultants to assist with a CASE strategic plan, assessment and feasibility study, remodeling ideas for the facility, development of financial models, identification of grant opportunities, and continuation of research of other arts facilities. 3 AVON REGULAR MEETING MINUTES TUESDAY OCTOBER 8, 2024 Avon HYBRID MEETING; IN -PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM COLORADO CASE Committee Chair Justin Chesney read a prepared statement of the CASE Committee's support to repurpose the location of 351 West Benchmark Road into a Community Arts Center. CASE Committee Members Thomas Walsh, Kerri Thelen, and Pedro Campos also read prepared statements in support of the project and Calyn Rieger and Danielle McNair joined them in voicing their support. Mayor Phillips opened the floor of the public hearing, and it was noted that no public comment was possible virtually due to technical difficulties via Zoom. Town Clerk Jauregui Casanueva invited the public to email any public comment that they were not able to relay via Zoom and provided his contact for such purpose. Mayor Phillips then invited the public present in the room to provide public comment at the podium and Ms. Lynn Feiger, Town Councilor in Minturn and Member of the Board of the Vail Valley Art Guild, took the podium in person and stated that the space of the old fire house is unique and ideal for a Community Arts Center. Ms. Christine Sena, Secretary of the Vail Valley Art Guild, took the podium in person and thanked Council for supporting their organization with the new gallery in Avon. Mr. Ian Grask, with the Vail Valley Art Guild, took the podium in person and stated that this is a great venue for the new gallery and could also be used as a venue for weddings and special events. Mr. JK Perry, with High Five Media, took the podium in person and spoke of the lack of an authentic space for the arts and his support for this initiative. Ms. Tara Novak, with the Vail Valley Art Guild, took the podium in person and spoke in support of this initiative. No other public comment was made Councilors Hardy and Stanley, serving on the CASE Committee, expressed support for the effort and need for community, arts and cultural space. Other Council input noted the following: (1) next step should include a strategic plan, (2) 2025 budget constraints might impact a timeline, (3) consideration should be given to other locations and/or facilities as costs of renovation could be very high, (4) consider a financial model that would be supported by "giving and fundraising" campaign, (5) need for an analysis of the building, including real estate valuation and maintenance assessment, (6) review again during 2025 budget cycle, and (7) wait on next steps until new council members begin in January. At 7:39 pm mayor Phillips declared a recess until 7:45 p.m. and reconvened the meeting at 7:47 p.m. Weed) (Business Item 6.5. was moved and took place after Business Item 6.2. 4 AVON REGULAR MEETING MINUTES A TUESDAY OCTOBER 8, 2024 avon HYBRID MEETING; IN -PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM C O L O R A D O 6.6. Work Session: Draft 2025 Department Goals (Town Manager Eric Heil) Video Start Time: 02:39:33 Town Manager Eric Heil delivered presented 2025 Goals requesting council input on the suggested items which would help define the 2025 action plans for departments. Such goals would also likely impact various programs and services as well. Numerous questions and suggestions were reviewed, and it is noted the revisions would be made and final updates would be shared at the Budget Retreat on Oct. 22. As this was a work session with Council, no public comment was received, and no motion was requested. 6.7.Presentation: Parking Management Program Update (Avon Police Department Senior Administrative Services Officer Krista Jaramillo) Video Start Time: 03:13:30 Police Chief Greg Daly introduced the topic and had Senior Administrative Services Officer Krista Jaramillo Police Chief Daly and Krista Jarmillo presented an update to the recently implemented parking management program. A program overview, key milestones, parking program data, and financial considerations were reviewed. Future action items were identified for improvements, such as event parking, oversized vehicle parking and school parking. It was noted that there does exist confusion about the private vs. public lots. The "pay -to -park" system might be more efficient and was suggested as a program to consider in the future. Council expressed appreciation for the launch of the program and the identification of other areas needing attention and were supportive of addressing the issues. As this was a presentation to Council, no public comment was received, and no motion was requested. 7. WRITTEN REPORTS 7.1. Upper Eagle Regional Water Authority August 22, 2024 Meeting Summary (Mayor Pro Tern Tamra Underwood) 7.2.September 10 Health & Recreation Committee Draft Meeting Minutes (General Government Fellow Arnell Wade) 7.3.September 19 CASE Committee Draft Meeting Minutes (Senior Special Events Coordinator Chelsea van Winkle) 7A.Special Events 2024 Season Recap (CASE Manager Danita Dempsey) 7.5.Third Quarter 2024 Department Goal Update (Town Manager Eric Heil) 7.6.Quarterly Community Housing Programs Update (Housing Planner Patti Liermann) 7.7.Summary of Signed Letters of Support (Town Manager Eric Heil) ** Indicates topic will be discussed at future agenda's 8. MAYOR AND COUNCIL COMMENTS & MEETING UPDATES Video Start Time: 03:41:25 Councilor Thuon spoke of the impending storm about to impact Florida and suggested the Town do something to support that community. Mayor Phillips agreed. Councilor Hardy suggested sending volunteers to help. 5 AVON REGULAR MEETING MINUTES TUESDAY OCTOBER 8, 2024 ,avon HYBRID MEETING; IN -PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM COLORADO Mayor Phillips reminded the public that tomorrow, October 8, 2024, 12:00-2:00 p.m., Avon Town Hall's Council Chambers will host the monthly board meeting of CORE Transit. Councilor Carroll spoke of the perception of parking issues in Avon. He wondered if there's anything Avon can do to educate the public and the community and asked staff to consider exploring if the Town itself should cap or regulate parking fines on private property through a special work session. Town Manager Heil agreed and mentioned that in November of 2024 or January of 2025, the Finance Department will present data on sales tax impacts from parking issues and enforcement at Hoffman, and added that the Town will also explore legal avenues to regulate parking on private property even though it is an unusual area for government to get involved in. Mayor Phillips mentioned that she believes signage at Hoffman is adequate and the Town should share the results of the community survey related to parking with Hoffman staff. Mayor Pro Tern Underwood added she believes that parking signage still is not satisfactory for all Hoffman properties. 9. ADJOURN There being no further business before Council, Mayor Phillips moved to adjourn the regular meeting. The time was 8:57 p.m. These minutes are only a summary of the proceedings of the meeting. They are not intended to be comprehensive or to include each statement, person speaking or to portray with complete accuracy. The most accurate records of the meeting are the audio of the meeting, which is housed in the Town Clerk' s office, and the video of the meeting, which is available at www. high f ivemedio. org RESPECTFULLY SUBMITTED: APPROVED: Mayor Amy Phillips Tamra Underwood Ruth Stanley Lindsay Hardy RJ Andrade Rich Carroll Chico Thuon 6 Miguel Jauregui Q'asar)beva, Town Clerk