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FINAL CASE Committee Meeting Minutes 4-18-24CASE COMMITTEE MEETING MINUTES THURSDAY, APRIL 18TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 18 APRIL 2024 PAGE 1 | 3 1. ROLL CALL Present: Committee Chair Justin Chesney, Committee Member Danielle McNair, Pedro Campos, Kerri Thelen, Thomas Walsh, and Calyn Rieger (virtual) and Town Council Member Ruth Stanley Staff: Culture, Arts & Special Events Manager Danita Dempsey, Special Events Coordinator Chelsea Van Winkle, Special Events Coordinator Mike Pasquarella Absent: Committee Member Lisa Mattis and Town Council Member Lindsay Hardy The meeting was called to order at 12:31 p.m. Committee Member Calyn Rieger joined the meeting virtually at 12:45 p.m. 2. PUBLIC COMMENT No public comments were made. 3. MINUTES Committee Member Pedro Campos motioned to approve the minutes from March 21, 2024. Committee Chair Justin Chesney seconded the motion and it passed unanimously. 4. STAFF UPDATE CASE Manager Dempsey gave an update about the Avon Pavilion Sign, 2024 Budget Amendments, winter events and the Special Events Calendar which are included in the committee packet (available at Avon.org). CASE Manager Dempsey stated that Council selected a name and design for the pavilion sign at the April 9 th Avon Town Council meeting. The name will be Avon Pavilion and the design concept is in the committee packet (available at Avon.org). CASE Manager Dempsey reviewed the 2024 budget amendments which were small adjustments. She explained there were small savings from Fireworks in Avon that have been reallocated to other projects. In addition, the Town of Avon is providing Pride in the Park banners at Roundabout #4. Fireworks in Avon CASE Manager Dempsey then gave an update on budgetary spending event over event including the cost of Fireworks in Avon. CASE Manager Dempsey and Special Events Coordinator Van Winkle reviewed the post event debrief. The Committee commented/inquired: A. Are the fireworks themselves the largest expense? B. Can we identify the highest priority updates or things to work on for this event in the future? C. The drum line was a huge hit! CASE Manager Dempsey responded that the fireworks are indeed the largest expense for this event. Special Events Coordinator Van Winkle noted that regarding the highest priority updates or things to work on for this event that restrooms need to be increased, that the sound from the stage needs to be enhanced, and that the cookies and firepit rentals added a lot to the guest experience. CASE COMMITTEE MEETING MINUTES THURSDAY, APRIL 18TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 18 APRIL 2024 PAGE 2 | 3 CASE Manager Dempsey mentioned that after reviewing the budget we may make changes to this event next year, potentially to include an ice sculpture promenade on the Main St. Mall, and that we were able to capture some great drone footage that will aid us in both marketing and planning in the future. Egg Hunt Special Events Coordinator Van Winkle gave an update on Egg Hunt and mentioned that it was a great event enjoyed by many local families. The event moved locations to Lake Street due to weather once again this year. The Committee commented/inquired: A. How was the success of limiting the number of eggs to each child? B. About how many kids did we see at the event this year? C. What are some of the challenges of this event? Special Events Coordinator Van Winkle responded by saying that it is a difficult situation to manage and that kids aged 3 and under typically get the most eggs because they are accompanied by their parents. Special Events Coordinator Van Winkle noted that while it is difficult to estimate the total number of kids at the event, we put out 12,000 eggs throughout the day. All the “eggshells” were recycled and were given to Project Funway for use in their event. Special Events Coordinator Van Winkle mentioned that this event being placed on Lake Street due to weather takes away a great deal of public parking. Special Events Coordinator Van Winkle continued that next year this will likely not be an issue as Easter falls on the weekend of April 20, and will occur after ski season has ended unlike this year. Special Event Calendar CASE Manager Dempsey mentioned that there are no major changes to the Special Event Calendar. She explained that given our budding partnership with the Vail Valley Art Guild (VVAG), we have begun to track their events as part of our calendar. CASE Manager Dempsey noted that the VVAG will hold their grand opening of their new space here in Avon on June 13th. The Committee commented/inquired: A. What is the Air Force Academy Band event? B. What about Colorado Disc Dogs? C. Are we receiving more private rentals requests? D. Has the VVAG completed their construction of the new space? Is there anything we can do to help with that? CASE Manager Dempsey gave a brief synopsis of both the Air Force Academy Band event and Colorado Disc Dogs. Special Events Coordinator Van Winkle noted that we are still receiving private rental requests, but do not have a ton of available dates left to book. Special Events Coordinator Van Winkle mentioned that we see the bulk of private event rental requests happen in the start of the new year. CASE Manager Dempsey responded by saying that she had heard of the troubles the VVAG was experiencing in their construction, but that the VVAG had not yet expressed the need to change their grand opening event date. CASE COMMITTEE MEETING MINUTES THURSDAY, APRIL 18TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 18 APRIL 2024 PAGE 3 | 3 Request for Proposals & Artist Call Out CASE Manager Dempsey presented the information of the RFP’s including the Painted Benches Project RFP, the Avon Elementary School Mural Project RFP, and the 2025 AvonLIVE! Talent Acquisition and Stage Production RFPs presented in the committee packet (available at Avon.org). CASE Manager Dempsey announced the release of the Painted Benches Project RFP and noted that we have already received three applicants. CASE Manager Dempsey stated that the Avon Elementary School Mural Project RFP was released earlier that week, that its process was vetted by the Avon Recreation Center Muralist, and that we have received one application, but it would need to be denied due to the applicant being from out of state. CASE Manager Dempsey then went into detail about the 2025 AvonLIVE! Talent Acquisition and Stage Production RFPs which were split into two because not all stage production companies also book the talent/bands. The Committee commented/inquired: A. Did any of the previous artists who applied for the Rec Center mural express interest in applying for this mural? B. Are the painted benches that are already painted being painted over? CASE Manager Dempsey responded by saying that the artists who applied for the Rec Center mural would be sent the RFP and be encouraged to apply. Special Events Coordinator Pasquarella mentioned that the benches that were previously painted are a part of this project, that they would be refurbished by artists that initially worked on them, and that the RFP was specifically for four (4) unpainted benches that would be added to the larger collection. CASE Committee Upcoming Travel CASE Manager Dempsey presented the two upcoming travel opportunities Grand Lake Creative District and Colorado Creative Industries Summit. She noted that the staff and CASE Committee are booked to Grand Lake on April 30 th, 2024. CASE Manager Dempsey mentioned that all committee members should have received an email communication from Colorado Creative Industries to download their conference application and to look at the sessions that would be provided. In addition to the scheduled travel opportunities there is potential upcoming community visits with the Town of Ridgway, Buena Vista this summer and Durango in 2025. The Committee commented/inquired: A. We should visit Ridgway and Telluride on the same day. CASE Manager Dempsey responded by saying while that would be an ideal scenario for the committee, we have not heard back from Telluride about a potential community visit. 5. ADJOURNMENT The meeting was adjourned at 1:19 p.m. Respectfully submitted by: Mike Pasquarella Specials Events Coordinator