CASE Committee Minutes 9-12-19CASE COMMITTEE MEETING MINUTES SEPTEMBER 12, 2019
CHAIRPERSON: LISA MATTIS-C.A.S.E. COMMITTEE CHAIR
1. Roll Call: Danita Dempsey, Eric Heil, and Preston Neill- TOA staff.
Amy Phillips and Jake Wolf- Avon Town Council
Lisa Mattis, Ruth Stanley, Kathy Ryan, Chris Cofelice, Jason Denhart- C.A.S.E Committee
Tim Haley, Pedro Campos- Absent
2. Lisa makes a motion to adopt the meeting minutes from August 15, 2019
• All in favor
3. Lisa opens the floor for Public comment
• No one from the public is present
4. 2020 CIP Budget
• Eric gives a recap of Council presentation from September 10th
✓ Work session on Capitol improvements with the Park in focus.
o Main Field
o Old Town Hall
o Pavilion and Stage
✓ Staff goals will be to put together a complete budget for Council on October 11th
✓ Public hearing and council meetings will take place in November for adoption of
proposed budget.
• Eric starts with the recap of the Stage
✓ Doors are under construction will be installed fall of 2020
✓ Stage decking will be replaced
• Council supports full restoration and renovation of the cabin.
• Demo of Old Town Hall
✓ Building of Public Restrooms with the possibility of adding on in the future.
✓ Construction will happen in 2021.
5. Discussions on Dancing in the Park
• Funding was 25,000 with an additional 1,000 spent on kids’ activation.
• Format was different then Avon Live
✓ Doors opened at 4:30
✓ Show was over at 6:30
✓ Show was always planned to run around 75min
• Discussions on 2020 for Dancing in the Park
✓ Pricing out 2 shows for a Monday and a Thursday
✓ Moving start time up to 5:30 to align with Avon Live start times
✓ Bringing in different kids’ activation
6. Proposal Review Process
• Danita discusses time frame of presentation
✓ Amy suggests Lisa and Danita put together an agenda for allotted times for
presentations
✓ Danita receives proposals does a review and vets them. Then provides
Committee with a staff recommendation on how the proposal will advance or
not advance.
✓ Committee will see all proposals with staff recommendations
• Danita discusses Score Card
✓ Funding recommendations aspect will be removed from Score Card.
✓ Committee will suggest if event is a good fit and recommends funding. Staff
and Council will decide how much if any funding
• Prioritizing Events
✓ Signature Events will be removed from Seed Funding Budget and remain in
Events Budget
i.e. Egg Hunt, Picnic, Salute, Avon Live
✓ Committee’s value lies in recaps of events and suggestions for improvements
including the Signature Events
✓ New dates are discussed for proposals and presentations
October 14 is decided on
7. Future Agenda Items
• Cultural Plan is in process
• Special Event Staff Reporting will include:
✓ Funding
In-Kind
Attendees
Muni-Revs reports from local businesses
ADR
✓ Impact on TOA Staff
✓ Review of past events for 2020
• Possible involvement of Committee on “playable playground”
✓ Committee would like to be involved
Respectfully submitted by
Mikaela Liewer
Special Events Coordinator