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CASE Committee Meeting Minutes 10-20-22 FINALCASE COMMITTEE MEETING MINUTES THURSDAY, OCTOBER 20TH, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 20 OCTOBER 2022 PAGE 1 | 4 1. ROLL CALL Present: Committee Member Justin Chesney (virtually), Ruth Stanley, Thomas Walsh, Doug Jimenez, Pedro Campos (virtually) 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 Absent: Committee Members Committee Chair Lisa Mattis and Town Council Member Lindsay Hardy The meeting was called to order at 12:31 p.m. 2. PUBLIC COMMENT No public comments were made. 3. MINUTES Committee Member Stanley motioned to approve the minutes from September 15, 2022. Committee Member Jimenez seconded the motion and it passed unanimously. 4. STAFF UPDATE CASE Manager Dempsey explained that we will be reviewing fireworks for Salute to the USA and the options for recommendations to council. CASE Manager Dempsey then presented the committee packet which outlined Salute to the USA options, scenarios, and materials. Included in the committee packet (available at Avon.org). Town Manager Heil commented about his love for the fireworks but explains the challenges with weather. He stated, if we do have fireworks, it will put pressure on the date of when to decide to have them or not. He expressed that if we decide to move forward with fireworks, he would like to pair them with a winter event, so we are not wasting the cost of fireworks. He also explains that in the mountain towns, no one is doing fireworks so if The Town of Avon decides to do fireworks, we are probably going to see bigger crowds than ever. From 2022, we had great music and a great crowd, it felt very successful, community oriented and comfortable to manage without fireworks so that is something to consider as well. The Committee commented/inquired: A. The community loves to see the fireworks at the event, but we need to look at the future and look for an alternative to existing fireworks. B. In support of the fireworks, as we can use the fireworks in the winter. Don’t like the idea of shortening the program or a smaller show. C. Sadly, one day we will have to be realistic and know we will eventually not be able to do fireworks. Lean more towards an alternative to fireworks. D. Should plan to do them and uphold the tradition. Likes the flexibility of doing the fireworks show when the climate allows, it is appropriate, and we are in the financial place to do so. E. We should plan and hope to do fireworks but have the flexibility to move the fireworks to winter. CASE COMMITTEE MEETING MINUTES THURSDAY, OCTOBER 20TH, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 20 OCTOBER 2022 PAGE 2 | 4 F. Only way it makes sense is to have the option and stipulation to use them in them in the winter to not waste the money. People don’t remember the fires and issues that cause us to cancel. Believes there is still a 10-year transition that we need to try before knowing if it is a trend to cancel and the climate does not allow anymore. G. Stage needs to look like Heart & Soul (video walls, lighting), so the stage is more exciting in addition to fireworks. H. Do we have a survey the represented what the public wants? I. Has there been vandalism, injury, or other issues with the bigger crowds? J. Any drawback to having low profile in the winter? CASE Manager Dempsey stated the survey has been included in the packet and many people said they would like fireworks back. Only issue she is aware of was in 2016 when one of the fireworks tubes failed and a firework hit the crowd. CASE Manager Dempsey requested confirmation on census on having fireworks at Salute. Five members say always do fireworks, one member said no to fireworks to be good stewards but changed his mind at the end of the presentation and decided yes to fireworks unanimously. Logistics CASE Manager Dempsey showed the 2021 Salute to the USA map and explained the details of the fireworks and fall out zone. She then went into the attachments for different options for chain link fencing and security. Included in the committee packet (available at Avon.org). The Committee commented/inquired: A. Will the pickleball courts be open with the lower-level show? B. Confirmed that the fencing on the upper field has no change based on fireworks. C. Is there a reason we need chain link vs. barricade bike fencing? D. The messaging with the lower show is easier access to the event. E. Low profile show you will not be able to view from Beaver Creek potentially. F. Why would we consider going low profile? G. Is ice skating going to be open on Nottingham Lake? CASE Manager Dempsey stated that the fencing plan has not been vetted by the Fire Chief or Marshal and they will determine the closure. The upper field does not change based on fireworks. We need chain link due to the volume of people, safety, and liquor license perimeter; bike barricade is not enough to adequately control the crowds. Correct in assuming that the low-level show in winter will not have the same effect and you will not be able to view it everywhere. Town Manager Heil commented about ice skating and stated it is hard to determine if we will have the weather for ice skating based on climate. Options for Firework Program CASE Manager Dempsey asked the question to the committee 1) do we plan for a traditional show in 2023 2) if we cannot launch those fireworks, do we always plan for a winter show the year after? The Committee commented/inquired: CASE COMMITTEE MEETING MINUTES THURSDAY, OCTOBER 20TH, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 20 OCTOBER 2022 PAGE 3 | 4 A. In support of a traditional or low-level show and plan to do the winter fireworks no matter what. B. Yes, to traditional and pushing them to winter if they are not used for winter. C. Traditional is the way to go as the technology is not there and have a winter show if not. D. For the traditional show, the savings is not there for the low level, go big or go home. E. Traditional show and do a winter show. F. If we do winter fireworks, we need to beef up the budget and do a full-blown event not just fireworks. Winter needs to be high profile but must be more than just shooting off the fireworks. G. Develop the winter event into something uniquely Avon over the years. Town Manager Heil said he would like to always see a winter show. He said if we do a winter event to add music, sculptures, etc. Although we would like to see a larger winter event, there are dollar realities that are attached to all of this, and Council leans towards being fiscally responsible. Town Manager Heil’s recommendation to council is dropping Heart & Soul Music Festival and Summer’s End Monday Labor Day show. He supports keeping AvonLIVE! talent increase and would like to continue to own Wednesday nights. He would like to invest in making the events we are already do and continue to make them bigger and higher quality. CASE Manager Dempsey explained what happened in 2012 and 2019 after canceling fireworks the prior summers. The Fire and Ice event in 2013, had roughly 1,000 people. She also stated she does not have an opinion about fireworks but knows there is a lot more logistics and staff time to put on a large show. She then said as a reminder, that drought is not going to go away in the future looking ahead. The CASE committee consensus is yes to traditional fireworks at Salute to the USA with winter fireworks as a backup. Financial Considerations CASE Manager Dempsey pulled up the 2023 proposed budget scenarios and reviewed the 2022 budget and explained the areas of savings. Included in the committee packet (available at Avon.org). First cost scenario for 2023 is approximately $88,900 for winter fireworks, we are required to pay the 30% deposit of $13,500 from the 2022 fireworks. Currently, to do fireworks at Salute to the USA with the same full formant festival it is $293,000. She explained with the lower-level show, the major cost savings is chain link fencing and cost of fireworks. Town Manager Eric Heil said the low-level show cost savings is not the focus, the focus is the low-level show may be able to still happen with environmental drawbacks. The Committee commented/inquired: A. Asked for clarification on the winter fireworks number, does not have any of the additional festival events, this is just fireworks? B. What is the talent budget for 2023? C. Why would we want to do a shorter show? D. Have you had conversations with Chief Bauer about if we would get a yes vs. no on the regular or low-level show? E. If we are going to have them, we should just do a full-blown show. F. We need to think about the public message doing a low profile in fire danger. CASE COMMITTEE MEETING MINUTES THURSDAY, OCTOBER 20TH, 2022 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIRTUALLY ON ZOOM CASE COMMITTEE MEETING MINUTES, 20 OCTOBER 2022 PAGE 4 | 4 G. Why did we cancel so early in 2022? H. In winter are people going to enjoy the low profile since you cannot see it from balconies and over the entire town. I. Should we cut the cord on fireworks, so we don’t take the risk and do a drone show or laser show. Are we ready for that? J. Do not do fireworks this year, throw away the $13,500.00 and plan a bigger event in 2024. CASE Manager Dempsey confirmed that there would not be additional festival features if we were to pull off a winter firework show at $88,900, it would just be fireworks. Our current talent budget for 2023 Salute is $45,000 for the headliner and $15,000 for the open opener. She confirmed that the reason for a shorter show would be a cost savings and higher chance of being able to put on the show. Town Manager Heil responded that he has talked to Chief Bauer and that he only gives recommendations but does not make the decision. In addition, the fire department doesn’t say yes or no, they give recommendations. Due to high winds and drought, Carl’s recommendations were to not do fireworks in 2022. 2021 CASE / Council Work Session CASE Manager Dempsey explained that the Council and CASE work session is virtual, and we only have an hour, so we need to be strategic with our time. The Committee commented/inquired: A. For the format of the meeting, first start with discussions about using this year’s fireworks money. Then look at what we are doing this winter 2024. Think the 2024 budget is important in this case. B. The committee wants the winter event to be a mainstay year over year. Needs to become a signature winter event. Town Manager Eric Heil stated there are really only two options: 1. No fireworks and we don’t do anything in the winter 2. Keep the traditional show with backfall onto winter and a winter event no matter what. Town Manager Eric Heil talked about how a low-level show or drones doesn’t make sense and asked if that captured CASE consensus. The committee stated, yes. 5. ADJOURNMENT The meeting adjourned at 2:00 p.m. Respectfully submitted by: Chelsea Van Winkle Special Events Coordinator