CASE Committee Minutes 2-27-20FEBRUARY 27, 2020 - CASE COMMITTEE MEETING MINUTES PAGE 1 | 3
CASE COMMITTEE MEETING MINUTES
THURSDAY, FEBRUARY 27, 2020
AVON TOWN HALL, 100 MIKAELA WAY, AVON, CO
1. ROLL CALL
Cultural, Arts, and Special Events Manager, Danita Dempsey, called the meeting to order. The time
was 12:05 p.m.
Present:
Committee Members – Kathy Ryan, Timothy Haley, Chris Cofelice, Pedro Campos, Jason Denhart,
and Ruth Stanley
Avon Town Council - Amy Phillips.
Town Staff – Mikaela Liewer, Charise Bishop, Danita Dempsey, and Ineke de Jong.
Committee Chair Lisa Mattis and Town Councilor Jake Wolf were present through a conference
call.
Absent:
Town Staff – Eric Heil
2. APPROVAL OF MINUTES
Timothy Haley moved to approve the minutes from the January 16th, 2020 CASE committee meeting.
Ruth Stanley seconded the motion and the motion passed unanimously.
3. P UBLIC COMMENT
No public comments were made.
4. S TAFF UPDATES & 2020 EVENTS SEASON PLANNING
Staff updated the CASE Committee of the following information:
A. Contracts for third-party vendors will be going out within 30 days.
B. All marketing is completely planned and scoped out for the events season.
C. The town website has been updated.
D. Talent agreement is in progress for the Salute headliner and an offer has been made to an
opener. Announcement is planned for April 3 rd. Offers have also been made to performers for
Avon Live!
E. Council has given direction to move forward in obtaining Optional Premise License for liquor
sales at event, including Salute.
F. The Egg Hunt is the first event of the season and staff is hoping to increase turnout this year by
providing more entertainment. There will be participatory art activities, a jellybean guessing
competition, a bouncy castle, a petting zoo, and the Easter Bunny. Staff will be hiring a
professional photographer for this event.
FEBRUARY 27, 2020 - CASE COMMITTEE MEETING MINUTES PAGE 2 | 3
The committee commented/inquired:
A. Councilor Phillips informed the committee that Council already has been communicating with
ECO Transit to provide free transportation from Freedom Park and Minturn for Salute.
B. Does the Town need to invest in concessions building because liquor sales will be in house?
Staff agreed that if the liquor sales are successful, then eventually the Town would have to
invest in that type of structure. As of this calendar year, Council is not planning to.
C. Councilor Phillips suggested we advertise the Egg Hunt to local churches.
5. TOWN COUNCIL JOINT WORK SESSION OUTCOMES
Staff discussed the outcomes of the Town Council Joint Work Session with CASE. Staff was given
direction to produce three new events: The Community Yoga and SUP Race on August 8th, Splash
SUP Party on Labor Day weekend, and Sunset Live!, which will be the twelve Sundays on the
terrace with live music. Council wants events community focused, unique, boutique, and niche.
Council really wants to utilize our assets as much as possible. Council has also given direction to
create a winter event and something dog friendly.
The committee commented/inquired:
A. The lake is upwelling the first two weeks of August. The flora grows to the top of the lake and
algae is blooming. It seems concerning there will be that many people in the lake d uring that
time.
B. Are we promoting Sunset Live! since it is a new event? We should advertise it at Avon Live!
Danita said we will market Sunset Live! but is waiting to see how the budget balances out.
C. Councilor Phillips said she is talking to KZYR to broadcast live from Avon Live! and Sunset Live!
D. The committee thinks the next meeting with Council should be after the events season at the
October 27th Town Council meeting.
E. Chairperson Mattis said the committee received a lot of input about what community means.
Next should be to broadly define signature events.
F. Councilor Wolf said we should be fiscally responsible and use all the assets and resources we
must reduce the burden for taxpayers.
G. Councilor Phillips suggested using wristbands for the Vail Valley Brew Fest so that event
attendees can flow freely in between that event and the SUP races, instead of creating barriers
between events.
H. Another future agenda item should be “Ambassadorship.”
Staff clarified to the committee about Colorado Classic. The event producers would like to return this
year but will plan to come back every other year in the future.
Staff informed the Committee that they would be busy throughout the months of June, July, and
August and will be unable to meet every month. The committee still wanted to meet for reflection on
the success and failures of the events occurring throughout those months. It was decided that the
CASE committee would meet regularly through May, and then would skip June, then meet in July,
skip August, and then resume the regular meeting schedule in September. The CASE committee
would like to receive reports from staff about event attendance, the weather, and what went well and
FEBRUARY 27, 2020 - CASE COMMITTEE MEETING MINUTES PAGE 3 | 3
what could have gone better for the months when the committee does not meet. The committee
agreed they would like to provide feedback to staff about events during that time and suggested
using some data share software to have it all in one place. Danita said the committee could always
email her as well.
Danita encouraged the Committee to attend peer community events to get impressions to bring back
and discuss.
6. TOWN MANAGER REPORT ON FUTURE AGENDA ITEMS:
A. Mastering of a Music City
B. Culture Plan Elements: Arts and Culture
C. Additional Events
D. Special Events Review of Peer Communities: Events, Budget, Staffing, Facilities, and
Reconnaissance.
E. Business Strategies
7. E VENTS SURVEY
Staff submitted an RFQ for Event Surveys. Danita says that surveys should be conducted every year
so the Town can observe trends over time. It is a non-budgeted item, so Council would have to
approve. The Committee would like to review the RFP process in a future meeting.
8. ADJOURNMENT
The meeting was adjourned at 1:13 P.M.
Respectfully submitted by:
Charise Bishop
General Government Intern