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CASE Committee Meeting Minutes 5-19-22 FINALCASE COMMITTEE MEETING MINUTES THURSDAY, MAY 19, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 19 MAY 2022 PAGE 1 | 3 1. ROLL CALL Present- Committee Members: Committee Members Pedro Campos, Ruth Stanley, Thomas Walsh, Doug Jimenez and Kim Hannold. Town Council: Mayor Pro Tem Amy Phillips and Town Council Member Lindsay Hardy Culture, Arts and Special Events Manager Danita Dempsey, Special Events Coordinator Chelsea Van Winkle and General Government Intern Emily Myler Absent: Committee Chair Lisa Mattis and Committee Member Justin Chesney The meeting was called to order at 12:35 p.m. 2. PUBLIC COMMENT No public comments were made. 3. MINUTES Committee member Campos motioned to approve the minutes from February 17, 2022. Committee Member Jimenez seconded the motion and it passed unanimously. 4. STAFF UPDATE 2022 Budget Amendment April 10 CASE Manager Dempsey said the budget amendment as well as the 2022 special events calendar presentation will go before Town Council on May 24 and Committee members are invited to attend. She is requesting a budget increase which will help fund the expanded Art Around Avon program as well as inflated prices for services like portable restroom rentals and security. The Committee commented/inquired: A. Why did security costs go up so much? B. How far in advance is security contracted? CASE Manager Dempsey said security personnel wages have increased in 2022 due to many factors including a small hiring pool in the area. There is only one security company that the Town works with frequently and the contracts begin very far in advance of the event season. Art Around Avon CASE Manager Dempsey introduced the 2022 Art Around Avon program. The Committee members are invited to join a reception and walking tour of all the new art on June 10. She added that both Eagle River Water and Sanitation District and Speak Up, Reach Out are considering commissioning murals for buildings in town which are inspired by the success of the 2021 mural “Enjoy Life! / Disfruta la Vida” on the Avon Recreation Center. The Committee commented/inquired: A. Is the Art Around Avon increase just for new sculptures? B. How many pieces will be in the Art Around Avon program? CASE COMMITTEE MEETING MINUTES THURSDAY, MAY 19, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 19 MAY 2022 PAGE 2 | 3 C. Can the art stay longer this year? D. Will the roundabout 4 piece be larger than last year? E. When does installation start? F. Did any of 2021’s pieces sell? CASE Manager Dempsey said the extra funds for Art Around Avon go towards stipends for artists as well as installing steel bases and placard creation for every new piece. There will be 19 pieces in total, and each is brand new to the Town. Most of the artists have already booked other locations for the art that was in Avon in 2021 so it can’t stay longer in Avon. She is considering whether to make the roundabout 4 piece a permanent commission that is very large or continue to do temporary installations. The deinstallation of old pieces begins Monday, May 23, and installation will be complete by June 10. None of the art sold in 2021, and it seems that is typical compared to communities with similar programs. Storm Drain Education and Historical Markers CASE Manager Dempsey said the storm drain educational signs will begin before the Art Walk. Historical markers will go in in July. Avon Egg Hunt CASE Manager Dempsey said she was happy with how the Egg Hunt turned out and more details are included in the post- event debrief included in the Committee Packet (available at Avon.org). Ultimate Après Avon CASE Manager Dempsey said Ultimate Après Avon went smoothly as well and laid down a good foundation for a recurring event. She is considering a date to hold it again next year and would like to move it away from the Egg Hunt, although it seemed to work well. She would also like to move it off Lake Street. The Committee commented/inquired: A. The layout was good for a winter event B. A lot of people there said they learned about the event through the radio C. Some people heard about it day-of from the newspaper D. The Saturday of Beaver Creek’s closing weekend is a good time for an annual event E. The mix of vendors was good, although a few more beers would have been enjoyable F. The ticketing strategy prevented anyone from feeling excluded G. The location on Lake Street facing the Pavilion worked well, especially since the field can be muddy or snowy that time of year 2022 Special Event Calendar CASE Manager Dempsey went through the presentation and spoke about each event coming up in summer 2022. She asked Committee Members to let her know if they can volunteer for Salute to the USA and there is an opportunity coming up to do TIPS training to serve alcohol. It is likely that fireworks will not be included at Salute to the USA. The Committee commented/inquired: CASE COMMITTEE MEETING MINUTES THURSDAY, MAY 19, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 19 MAY 2022 PAGE 3 | 3 A. How long will Dancing in the Park be? B. Ephrat Asherie Dance would be a very accessible production for the Nottingham Park setting. Dance Aspen is a little more refined. C. People expect Dancing in the Park to be on the same time schedule as AvonLIVE! But if they arrive at 6 p.m. they miss part of the show. It’s good that Dancing in the Park is on a different day from AvonLIVE! D. It feels like Dancing in the Park is just a marketing strategy to boost attendance at the main performance in Vail. E. It seems like a dance program in Avon is something to expand. F. Where is the information on the band lineup for Town concerts? G. Are there any alternatives to fireworks? H. The laser show at the mural last year was cool, could that be replicated? I. Could participants light sparklers? J. It would be great to use Harry A. Nottingham Lake for some sort of presentation that involves the community like fireworks K. What is Storm Drain Education? CASE Manager Dempsey said she hasn’t confirmed how long Dancing in the Park will be, but she agrees that Ephrat Asherie is a great option for Dancing in the Park. She agreed that Dancing in the Park has been shorter than preferred in the past. Once she contracts with a group, she’ll discuss minimum times. There will be a lineup of talent on the Town’s website. The last five bands of AvonLIVE! Will be announced June 15. She does have plans to do a drone show in 2023, but it’s too late to add them to the 2022 Salute to the USA plans. She’s looking at other options like lanterns or sparklers, but they still pose a fire and litter threat. The projection mapping that was used on the mural last year is also something she’s researching. Storm drain education refers to decals positioned near storm drains that educate the public about keeping them uncontaminated. The Committee commented/inquired: A. What art piece is going in Roundabout 4 this year? B. A lot of bronze statues are gone. C. The bronzes are important milestones in Town. D. It’s cool that artists from last year are coming back this year. E. I like that there are a lot of contemporary but not similar pieces. CASE Manager Dempsey jumped to the slide with photos of the Art Around Avon installations and pointed out the piece which will go in Roundabout 4. She also showed the Committee the presentation of Art Around Avon pieces and went over details about each art piece. 5. ADJOURNMENT The meeting adjourned at 3:03 p.m. Respectfully submitted by: Emily Myler General Government Intern