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FINAL CASE Committee Minutes 21-04-15CASE COMMITTEE MEETING MINUTES THURSDAY, APRIL 15, 2021 VIRTUAL ZOOM MEETING CASE COMMITTEE MEETING MINUTES, APRIL 15, 2021 PAGE 1 | 4 1. ROLL CALL Present- Committee Members: Pedro Campos, Chris Cofelice, Justin Chesney, Ruth Stanley, Kathy Ryan and Thomas Walsh Town Council: Mayor Pro Tem Amy Phillips Town Staff: Cultural, Arts and Special Events Manager Danita Dempsey, Town Manager Eric Heil, Planning Director Matt Pielsticker, General Government Manager Ineke de Jong and General Government Intern Emily Myler Absent- Committee Chair Lisa Mattis Late Arrival- Council Member Lindsay Hardy General Government Manager Ineke de Jong asked the record to reflect the meeting was called to order at 12:32 p.m. 2. APPROVAL OF MINUTES Committee Member Chris Cofelice moved to approve the CASE meeting minutes from March 18, 2021. Committee Member Ruth Stanley seconded the motion and Acting Committee Chair Pedro Campos took a vote. The motion passed unanimously. 3. PUBLIC COMMENT No Public Comments were made. 4. CURRENT ACTIVITY Town Council Member Lindsay Hardy joined the call at 12:40 p.m. CASE Manager Danita Dempsey shared her screen and told the Committee that Council has approved the full events calendar and her department is moving full steam ahead. Harry A. Nottingham Park Improvements Planning Director Matt Pielsticker joined from the audience to discuss the Harry A. Nottingham Park and old Town Hall site improvements that will affect the Committee’s work. The plan is to include a dedicated events space in the improvements and balance events with recreation and general park use. The Committee will be able to provide input on the project at the CASE meeting on May 20, 2021. The Committee Commented/Inquired: A. Will any more trees be cut down during the work? B. Is there a conflict of interest in Committee Member Campos working for the company contracted for the improvements? C. What sort of feedback from the Committee is helpful? Planning Director Pielsticker said the plans consider the health and abundance of trees in the Park. Town Manager Heil said that there are some requirements to leave space between the buildings and trees, but most large mature trees will be saved. There is no conflict of interest in this case since the Committee will not be making decisions on the improvements, only providing feedback on the plans from a special events perspective. CASE COMMITTEE MEETING MINUTES THURSDAY, APRIL 15, 2021 VIRTUAL ZOOM MEETING CASE COMMITTEE MEETING MINUTES, APRIL 15, 2021 PAGE 2 | 4 Committee Member Campos said that his team will provide four conceptual options for the Park which the Committee can give feedback on. It is important to balance all the uses of the Park and meet restroom, storage and parking needs. The final design will go before Town Council in July 2021. Mayor Pro Tem Phillips suggested the Committee meet in the park once the Town Hall building is gone to get a visual of the space without it. Planning Director Matt Pielsticker left the meeting at 1:00 p.m. Chair and Vice Chair Nominations and Voting CASE Manager Danita Dempsey moved to voting for Committee Chair and Vice Chair. She asked members to email her their votes and she can announce results later in the meeting. Committee Member Ruth Stanley asked the other members to speak up if they are interested in either position. Each member nominated incumbent Lisa Mattis to continue as Chair. For Vice Chair, incumbent Pedro Campos said he would take the roll but suggested a new member take the spot. Committee Member Justin Chesney said he supported Pedro Campos for the role but would also be open to taking on the role. Committee member Kathy Ryan was concerned that the Vice Chair should have more experience with the Committee. Danita Dempsey said she would tally votes and will let the Committee know by email after the meeting: CASE Member Chair Nomination Vicechair Nomination Ruth Lisa Mattis Justin Chesney Pedro Lisa Mattis Justin Chesney Justin Lisa Mattis Pedro Campos Kathy Lisa Mattis Pedro Campos Chris Lisa Mattis Justin Chesney Thomas Lisa Mattis Justin Chesney Lisa - Pedro Campos 2021 Community Survey CASE Manager Danita Dempsey moved on to discussion of the 2021 Community Survey. She went over how the 2021 Survey will be designed and implemented as well as comparisons with Community Surveys from 2015 and 2018. She asked the Committee’s thoughts on proposed questions for the 2021 Survey. The Committee Commented/Inquired: A. Most respondents seem to be satisfied with events so far. CASE COMMITTEE MEETING MINUTES THURSDAY, APRIL 15, 2021 VIRTUAL ZOOM MEETING CASE COMMITTEE MEETING MINUTES, APRIL 15, 2021 PAGE 3 | 4 B. There should be questions that dig into why respondents are satisfied or dissatisfied. C. Does each department have questions on one survey or across multiple surveys? D. It would be valuable to know the ages of people who attend events. E. There can be a broad question at the beginning to capture demographics while avoiding asking about income. F. Why is there an option for 5-7 events per week when there aren’t ever that many planned in one week? G. The Survey should be clear that changes will not be implemented this year as events are already planned. H. Can we ask people which event was their favorite so the Town can match expenditure with favorite events? I. There should be a question about dogs at events. Town Manager Eric Heil said that the Community Survey will bring together questions from multiple departments on one survey along with some demographic questions. The Town is discussing doing surveys at each event to gauge who is attending and the age question fits better there. He said that the Town likely will not use information about participant age enough to merit including it in the Community Survey. General Government Manager Ineke de Jong said the Town will publish a timeline to make it clear how long the survey will be open, when it will be closed and when feedback results will be available. CASE Manager Danita Dempsey was not sure how learning about resident’s favorite events could be used. Town Manager Heil agreed but said in the next couple years the Town could certainly ask residents to rank events. Current Art Projects CASE Manager Danita Dempsey moved on to the Recreation Center Mural Project. She shared the mockup of the mural chosen by the jury. The work should begin around June 1 and be completed within two weeks. She also updated the Committee on the Art Around Avon program. The jury has selected artists and are ready to start contracting and work to be complete for the Art Walk event June 11. The Committee Commented/Inquired: A. Committee Member Kathy Ryan suggested the project be named something like the “Avon Art Trail” B. Will the art be up by July 4? C. Can the Committee schedule its own tour? D. Will the Town do a press release on the art before or after the Art Walk? CASE Manager Danita Dempsey said she is happy to discuss more catchy names for the Art Around Avon project. All the art will be up by the first AvonLIVE! concert on June 23. The Committee members are invited to the official art walk but she can also schedule a private tour if they want. She said she would like to announce the art before it is officially unveiled to build awareness, even though the surprise will be diminished a little by the official Art Walk. 5. PLANNING CASE Manager Danita Dempsey said things are moving quickly for this year’s events. She is interviewing for two Special Event Coordinators and bar staff for events. She is trying to rebuild the volunteer program after an off year in 2020. The Committee Commented/Inquired: CASE COMMITTEE MEETING MINUTES THURSDAY, APRIL 15, 2021 VIRTUAL ZOOM MEETING CASE COMMITTEE MEETING MINUTES, APRIL 15, 2021 PAGE 4 | 4 A. Where does money from selling alcohol go? CASE Manager Dempsey said the alcohol funds go into the Town’s coffers and she is hoping it will be redirected back towards events. 5. CLOSING COMMENTS Committee Member Thomas Walsh commented that the recycling center area in town is dismal looking and most people seem to not know how to recycle well. He suggested the Committee work on a project to add some art that is also informative in the area, perhaps made by local students. Town Manager Heil said that he agrees recycling is an issue but there is a lot of complexity that makes it complicated to educate people. Committee Member Walsh also commented that Avon does not have welcome signs on Highway 6 and the Committee has an opportunity to use art to create an entry to Town that stands out. Committee Member Ruth Stanley said that the Committee had discussed doing streetlight banners that can advertise current events in Town. CASE Manager Dempsey said that the “lifestyle” banners already on the light poles are usually evergreen to save money of changing them frequently. She knows there are some banners already made for recurring events. Town Manager Heil suggested the banners display art rather than event information. The most they should be changed is seasonally, but they can reinforce signature events rather than generic lifestyle promotion. 6. ADJOURNMENT The meeting adjourned at 2:00 p.m. Respectfully submitted by: Emily Myler General Government Intern