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CASE Committee Meeting Minutes 2022.01.27CASE COMMITTEE MEETING MINUTES THURSDAY, JANUARY 27, 2022 ZOOM CASE COMMITTEE MEETING MINUTES, 27 JANUARY 2022 PAGE 1 | 4 1. ROLL CALL Present- Committee Members: Committee Chair Lisa Mattis and Committee Members Pedro Campos, Chris Cofelice and Kathy Ryan, Thomas Walsh and Justin Chesney. Town Council: Mayor Pro Tem Amy Phillips and Town Council Member Lindsay Hardy Town Staff: Town Manager Eric Heil, Culture, Arts and Special Events Manager Danita Dempsey, General Government Manager Ineke de Jong and General Government Intern Emily Myler Absent- Committee Member Ruth Stanley The meeting was called to order at 12:32 p.m. 2. PUBLIC COMMENT No public comments were made. 3. STAFF UPDATE CASE Manager Dempsey asked for comments on adjustments to the 2022 Special Event Calendar and the Committee had none. She moved on to an update on Art Around Avon. She said the Town is working on adding art to 13 pedestals on Hoffman-owned properties as well as four on W. Benchmark Road in addition to the nine already in use this year. Town Council has decided not to move forward with art in roundabout #4 that “sparks conversation” or possible controversy. The Committee commented/inquired: A. Will the art currently in roundabout #4 be removed this year? CASE Manager Dempsey said all the Art Around Avon pieces are scheduled to be rotated out yearly. The request for proposal for the next piece in that location will include requirements with specific dimensions and larger scale to fill the space and properly match the prominence of the position in town. Town Manager Eric Heil joined the meeting at 12:35 p.m. Committee Member Kathy Ryan joined the meeting at 12: 37 p.m. Mayor Pro Tem Amy Phillips joined the meeting at 12:40 p.m. 4. CURRENT ACTIVITY Strategic Visioning CASE Manager Dempsey talked about the updated strategic planning document included in the Committee materials packet available at Avon.org. She asked the Committee to respond with suggestions for continued improvement before it is presented to Town Council. The document included a paired down purpose and vision statement, and four cornerstones and the near-term and long-term tactics to reach them. The updated plan includes the role of the Urban Renewal Authority in creating the right environment for art and events in Avon, as well as a list of accomplishments which support culture, arts and special events. The Committee commented/inquired: CASE COMMITTEE MEETING MINUTES THURSDAY, JANUARY 27, 2022 ZOOM CASE COMMITTEE MEETING MINUTES, 27 JANUARY 2022 PAGE 2 | 4 A. The purpose and vision statement are succinct and to the point B. There should be mention that roundabout #4 is a keystone to the Art Around Avon project each year C. What did Council want for roundabout #4? D. Will CASE members be invited to the jury panel to select the new art? E. Signature events should be a top accomplishment in the list F. The last accomplishment is also a goal and that should be clear G. The last accomplishment is more regarding attracting and retaining multi-day events Mayor Pro Tem Phillips said Council approved a larger piece in roundabout #4. Council member Hardy said it seems like art in the roundabout can make more of a statement every once in a while. Mayor Pro Tem Phillips responded that the Council seems to prefer art that is beautiful and nice to look at over a conversation starter. CASE Manager Dempsey said she has enough direction to select appropriate art for the roundabout. She will invite CASE members to be a part of the selection panel for this year’s art. 10-Year Strategic Plan Town Manager Heil introduced the 10-Year Strategic Plan document included in the Committee Packet Materials available on Avon.org. He said the plan considers limitations in town such as use capacity for the grass at the venue and pushback from people who live nearby and experience disruptions from events. It is also the product of changing times and goals for the Town including impacts of COVID-19 on municipal capacity and changing values for tourism. The events outlined are close to maximizing the capacity of Harry A. Nottingham Park The Committee commented/inquired: A. How is the 10-Year Plan different from the Strategic Vision? B. This document should be something that the Town and Committee can benchmark to for many years to come rather than looking to explore. C. Is Bonfire Block Party planning to move forward this year with COVID-19 protocols? D. Is the budget enough for what Avon wants to do? E. Dancing in the Park seems like a teaser for the Dance Festival in Vail. Can Avon coordinate with them to make sure it gets what it pays for? F. The Art Expo seemed unsuccessful G. Can an event be added to the Birds of Prey weekend? H. Could the Fire and Ice event return? I. The Strategic Plan is something the Committee has been working towards for two years and is ready for Council J. A lot of sporting events in the park are economic drivers and shouldn’t be forgotten K. Which Town department supports the economic development related to sporting events? L. According to the Vilar, country music shows are very well attended and could be a genre to investigate M. The economic development events offer the community should be part of the accomplishments list in the Strategic Plan N. The Strategic Plan is well-rounded and caters to many types of attendees CASE COMMITTEE MEETING MINUTES THURSDAY, JANUARY 27, 2022 ZOOM CASE COMMITTEE MEETING MINUTES, 27 JANUARY 2022 PAGE 3 | 4 O. The Town has spent money to bring in new populations, but some people aren’t going to come to an event and the Town should stop trying to attract them P. Maybe these populations could attend more events if Avon doesn’t stop trying to attract them Q. There is room for a new event in the fall/winter, maybe a Fire and Ice event, at a time where hotels have a slump R. Dancing in the Park could be fixed, but it attracts a different type of person from the usual music events S. A themed ice sculpture walk would be a great way to use the Park in winter T. The Plan is exciting to read and is a good culmination of the work the Committee has done CASE Manager Dempsey said the 10-Year Plan is the roadmap to achieve the Strategic Vision, which provides tangible steps to achieve the goals. The Plan does not leave much room for new opportunities or small, unexpected events, but maybe it’s not important to include in long-term planning. Bonfire Block Party is still planned for June in Eagle as of this time. She has already spoken with VVF to make sure Dancing in the Park is successful and is working with the Westin and producer of the Art Expo to explore using the Westin Plaza where it may be more successful. The CASE Department supports sporting events in planning and marketing for more impact and could be considered “signature” to Avon as well. Building out the winter season is the next step. It would also be helpful to create a timeline for events over the next ten years to guide Council decision-making in the long run. Town Manager Heil said the 10-Year Plan is more detailed and includes specific action items to move forward in achieving the Strategic Plan. He agreed that the Plan should serve as a clear roadmap for future work. There is a tradeoff between planning too large-scale vs. in detail. The budget seems reasonable and are flexible in this long-range plan. Sporting events are already great economic drivers that don’t require much more work from the Town. The summer event season is near full, but the winter is still open, and the Town could do more. 5. PLANNING CASE Manager Dempsey suggested the Committee continue to talk about a winter plan and then meet jointly with Council in March. Town Manager Heil said either March or April is a good time. It’s not vital to have a whole winter program planned out by then, but it would be nice to plan a couple new winter projects soon. Committee Chair Mattis said it would be helpful to dig into the 10-Year Vision more in the next meeting. There is a lot to discuss regarding winter planning. 6. CLOSING COMMENTS Committee members up for reappointment made statements about their intent to reapply. Committee Member Cofelice thanked the Committee and congratulated it on its effectiveness during a difficult time. He’s grateful to his peers’ opinions and while he won’t be returning to the Committee, he looks forward to attending Avon events in the future. Committee Member Campos has applied to return to his seat for a new term and is excited to see the work through while balancing the value of bringing in new perspectives. Committee Member Ryan said Avon’s demographics are changing and she isn’t sure how she can personally address these changes and support the Community. She expressed that she loves the group and is very impressed with its work. CASE COMMITTEE MEETING MINUTES THURSDAY, JANUARY 27, 2022 ZOOM CASE COMMITTEE MEETING MINUTES, 27 JANUARY 2022 PAGE 4 | 4 5. ADJOURNMENT The meeting adjourned at 1:47 p.m. Respectfully submitted by: Emily Myler General Government Intern