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CASE Committee Meeting Minutes 9-15-22 FINALCASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 15, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 15 SEPTEMBER 2022 PAGE 1 | 6 2. ROLL CALL Present: Committee Members Committee Chair Lisa Mattis, Committee Member Justin Chesney, Ruth Stanley, Thomas Walsh (virtually), Doug Jimenez and Kim Hannold. Town Council: Mayor Pro Tem Amy Phillips Staff: Town Manager Eric Heil, Culture, Arts and Special Events Manager Danita Dempsey and Special Events Coordinator Chelsea Van Winkle Public: Kathy Ryan Absent: Committee Members Pedro Campos and Town Council Member Lindsay Hardy The meeting was called to order at 12:30 p.m. 3. PUBLIC COMMENT Kathy Ryan asked the committee to “…please be sensitive to noise levels during events and activities…” and “…be mindful of the community around the park and to limit afternoon noise.” 4. MINUTES Committee Member Hannold motioned to approve the minutes from May 19, 2022. Committee Member Chesney seconded the motion and it passed unanimously. Committee Member Jimenez joined the meeting at 12:37 p.m. Public attendee Kathy Ryan left the meeting at 2:11 p.m. 5. STAFF UPDATE CASE Manager Dempsey talked about the upcoming Heart & Soul Festival and explained the limited-edition poster, social posts, the timeline and the new lighting and art activations. She also included that there will be videographers capturing b- roll of our mountain community, art installations and overall festival to prepare for a full launch of the event in 2024. Town Manager Heil gave a back story to why the town is doing the Heart & Soul Festival as a soft launch this year and what he is looking for and has provided information to council for next year. He stated the goal is to bring in bigger named bands which will require a large spend in 2023 to be successful going forward. The Committee commented/inquired: A. Are we worried about competing with Oktoberfest? CASE Manager Dempsey stated that Heart & Soul is on the second weekend of Oktoberfest and hopeful people experience Oktoberfest in Vail and transition to the event in Avon. CASE Manager Dempsey presented the 2022 Event Season Recap PowerPoint which outlined events and art between Memorial Day and Labor Day including general budget, attendance, personnel, and volunteer hours. Included in the committee packet (available at Avon.org). CASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 15, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 15 SEPTEMBER 2022 PAGE 2 | 6 CASE Manager Dempsey went through the overall budget numbers and talked about Days Activated vs. Staff Interactions. She described that there was an increase in volunteers and that the events team will continue to work to further develop the volunteer program. She continued with the presentation and said that Staff is recommending discontinuing the Town Clean Up and Pop-Up Music. She commented that AvonLIVE! had no rained out shows which resulted in a huge growth in concessions. In addition, she talked about concessions at Salute to the USA, and the reason the dollar amount stayed flat, but the volume increased. The Committee commented/inquired: A. The pricing for concessions is a huge selling point for guests. B. One of the best parts about the AvonLIVE! experience was when the back doors were open during the bands. C. What was the attendance for Salute to the USA this year vs. last year? D. Talked about how Salute was advertised this year and asked for clarification on when the fireworks were canceled this year and in 2021. CASE Manager Dempsey presented numbers for Salute to the USA from last year vs. this year. As well as how fireworks were advertised last year to this year and that in 2021, they were canceled seven days prior to the event. She continued that this year, there was a conscious effort to not put “no fireworks” in Salute to the USA advertising but state there was a laser show. Triple Bypass CASE Manager Dempsey explained the inquiry from Triple Bypass and the history of the event in Avon and its move to Vail. She stated that in the past, Avon offered them in kind as well as cash support. She continued to explain that there are huge impacts to the Town of Avon with partial and full road closures along with a festival and finish line celebration in Nottingham Park. She proceeded to ask the committee if they would be interested in hosting the Triple Bypass on July 15th or August 5th. She explained that the economic impact provided by Triple Bypass is vague and to her recollection in years past riders have stayed in Beaver Creek more than Avon core, but she would need to review the data. Town Manager Heil talked about how this event overloads the Town of Avon staff. He explained that we would need more resources with staffing than we currently have. In the past council has been interested in diversity of athletic events away from music but this comes with impacts to business and residents throughout the entire town. He commented that this is an opportunity but that we must be very realistic about the impact to everyone involved. He ideally would like to not offer the Triple Bypass money but have them cut the Town of Avon a check to host the event. The Committee commented/inquired: A. This race is a top ten in the country and a ride that stick in people’s minds from all over the country. B. They had a good thing and went to Vail for the money and now if they come back, it needs to be a different deal. C. One committee member commented they are against bringing it here. D. We only have a few events that are high performance. Would vote to bring the Triple Bypass to Avon if the contract was long term and they could not move out of Avon. E. If we have the resources and the Triple Bypass give us money to support our team, then would be in favor. F. If the goal is to balance with music and concerts, it has value but has concern over where the riders lodge. CASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 15, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 15 SEPTEMBER 2022 PAGE 3 | 6 G. Use Avon lodging first then it is better impact to our entire community. H. Biggest concern is Riverfront Lane being closed and if it is closed, is that palatable to our community. I. The event seemed very disorganized, possibly due to new ownership and there were number of issues. CASE Manager Dempsey commented that she will get the economic impact numbers and lodging numbers from the producer. She also stated that Riverfront Lane looks a lot different from the past with more homeowners and this is something to consider. Town Manager Heil stated that what he heard from this group is that they are lodging neutral and economic impact neutral. He wants to find a route that is less impactful to the community and discuss different route options with the producers. He shared that they will be bringing Triple Bypass to council on October 11th. 2023 Proposed Budget CASE Manager Dempsey presented the budget from the in the committee packet (available at Avon.org). The Committee commented/inquired: A. Is the idea being to continue to fill in the events calendar with new events? How does this impact staff? CASE Manager Dempsey commented that we have proposed adding another full-time year-round position that is more in the field work as well as to support the vision for the future. She stated that this position will hopefully be able to help Public Operations and does not impact the staffing commitment from Public Operations and Buildings for events. Committee Chair Lisa Mattis motioned to strongly support that another position gets added to the events team. Committee Member Jimenez seconded the motion and it passed unanimously. AvonLIVE! CASE Manager Dempsey went through the AvonLIVE! budget and asked the CASE committee if they were supportive of the budget increase. The Committee commented/inquired: A. Town Manager Heil wanted to add two shows before the 4th of July instead of at the end of the summer. B. Motet show was a good size show that should be a regular expectation for AvonLIVE! CASE Manager Dempsey received a consensus from the committee to up the AvonLIVE! budget. Summer’s End CASE Manager Dempsey proposed an increase specifically on talent for Summer’s End in hopes of drawing larger crowds on Labor Day. She asked the committee to look at the concert piece and if there should be a change in the date, time and if this event is impactful to the event lineup. See committee packet about pros/cons for discussion (available at Avon.org). The Committee commented/inquired: CASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 15, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 15 SEPTEMBER 2022 PAGE 4 | 6 A. It makes no sense to compete against Oktoberfest, Vail Jazz and all the other events happening around the county and folks on Monday are driving back home. B. Add a cardboard regatta tent to make your own boat. C. Maybe we try Monday again because it was really hot this year? D. The opening band was too sleeping, not the vibe to pull people in. E. Do we want to have this event or not? Consensus, yes. F. Make the event just a concert and simplify it. People want to show up and see a concert and leave. G. Get really focused on this event and make people stay one more day for the band. Town Manager Heil told Danita to up the talent budget to $70,000.00. CASE Manager Dempsey stated that if we decide to try it again, we shift the times starting later and bring in a band with more name recognition. Heart & Soul Festival CASE Manager Dempsey moved to next meeting. Town Clean Up & Pop-Up Music The Committee agreed to drop Town Clean Up and Pop-Up music from the event line up for 2023. CASE Manager Dempsey stated that until there is organic traffic in the mall activating it with events is not the appropriate direction. Circus Colorado CASE Manager Dempsey talked about the past discussions around the Circus and that in 2021, CASE presented to council that we do not do circus. She explained that in 2021, Council wanted to support English as a second language population and fund the Circus. She showed the committee that the survey from the Circus shows that it does not support English as a second language population. See Attachment C in the Committee packet (available at Avon.org). The Committee commented/inquired: A. Can everyone get behind getting rid of Town Clean Up, Pop Up and Circus? Consensus from committee, yes. B. Is there something else that can happen on the Lower Field that would support that population? Town Manager Heil said what we see from the community and business owners is they want bigger names for AvonLIVE! This makes more sense for what we are looking to do than to keep the Circus. CASE Manager Dempsey stated that the due to gas price increase the Circus did not come in 2022 although they were funded. Salute to the USA and Winter Fireworks CASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 15, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 15 SEPTEMBER 2022 PAGE 5 | 6 CASE Manager Dempsey commented that currently the way the budget is presented for 2023, it includes the fireworks. She included that she heard the Town of Vail just added fireworks back in with a caveat that if they are not able to have fireworks, they are not requiring staff make something else happen. The Committee commented/inquired: A. 1-5 scale where is council on the impact to the environmental impact? B. Considerations are about wildland fire and firefighters. C. Want to see the Town always plans to do fireworks but if they are canceled, there are fireworks in January 2024. It is as much about creating a cool winter event as a great summer event. D. A low-level show would cause much less frequent canceling. E. From a PR perspective would like to see fireworks in January 2023. F. Guests may be disappointed in the low level. G. So nice to see fireworks in January. H. It is difficult in the winter for staffing and people being out in the cold. I. Beaver Creek does fireworks every Thursday in the winter, will Avon’s show be impactful? Town Manager Heil laid out the options for Salute to the USA fireworks (see below). He also stated that from a staffing level, it is very manageable without fireworks and with fireworks, it is hugely impactful. There is such uncertainty with the weather which causes the dilemma. He commented that he thinks we could do a low-level show over the lake no matter what the weather forecast was. He continued that it is not practical for Avon and is not sustainable to continue to purchase fireworks and have to cancel. 1. Stay the same as years past and produce the largest firework show but take the risk of canceling fireworks most years. 2. Don’t do fireworks at Salute to the USA. 3. Find a middle ground and do a low-level show over the lake. 4. Pair it with a January event so in case we cancel, we will always do an event in January. Art & Culture CASE Manager Dempsey reviewed the budget and explained the growth of the sculptures from nine to twenty-six in 2022 with art on nineteen of the twenty-six pedestals. She discussed having the sculptures in place for two years instead of one, so the Town does not have the budgetary impact every year. CASE Manager Dempsey explained that the Town was presented with an opportunity from Knox Galleries to purchase nine sculptures as the Knox Galleries will be closing Dean Knox’s estate. The Committee commented/inquired: A. Rotate half the inventory so each year you are seeing something new. There is a benefit to some changing every year and having freshness for the locals. B. Observation is that it is a great program, but the budgetary impact has turned yearly. C. We should have some level of budget to buy art not just rent art as a component of the program. CASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 15, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 15 SEPTEMBER 2022 PAGE 6 | 6 D. The art around Town gives a sense of community and a sense of place. It is amazing to see the Town grow and see art this way. E. I like the idea of keeping it for two years as it gives people a little more time to enjoy the pieces. F. In favor of conserving staff time and doing it every two years. G. Set up a voting poll / survey monkey for the Knox Galleries art. CASE Manager Dempsey commented that the overall cost will go down from expenses with fleet labor and steel because, the pedestals are already set up for sculptures. She explained that the main cost will be the artist stiped and that if we were to look at resources, every two years give us more time to prepare for 2024. 6. CLOSING COMMENTS Committee Chair Lisa Mattis commented that she knows how hard Danita worked on the packet and thanked everyone for a crazy successful summer. 7. ADJOURNMENT The meeting adjourned at 2:28 p.m. Respectfully submitted by: Chelsea Van Winkle Special Events Coordinator