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FINAL CASE Committee Meeting Minutes 6-20-24CASE COMMITTEE MEETING MINUTES THURSDAY, JUNE 20TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 20 JUNE 2024 PAGE 1 | 6 1. ROLL CALL Present: Committee Chair Justin Chesney, Committee Members Kerri Thelen, Thomas Walsh, and Lisa Mattis, 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: Town Council Member Lindsay Hardy, Committee Members Pedro Campos, Danielle McNair, Calyn Rieger The meeting was called to order at 12:30 p.m. Lisa Mattis joined the meeting at 1:14 p.m. 2. PUBLIC COMMENT No public comments were made. 3. MINUTES Committee Member Walsh motioned to approve the minutes from April 18, 2024. Committee member Thelen seconded the motion and it passed unanimously. 4. STAFF UPDATE CASE Manager Dempsey gave an update that we are in full swing in events season, we have new CASE Committee members and this would be a good opportunity to refresh the group on policies and procedures at events which are included in the committee packet (available at Avon.org). Dog Policy at Special Events CASE Manager Dempsey then gave an update on executing the dog policy at events and mentioned it was implemented at the AvonLIVE! on 6.19.2024. Adjustments made include removal of “no dogs/pets” signage and expanded the dog friendly area within the event footprint. The Committee commented/inquired: A. Are dogs not allowed in the park? B. Are we changing these ordinances today? Are these being brought before council? C. Is this language going into the ordinance? D. We should be clear about how dogs are not permitted at Salute to the USA. E. I think there is a lot of space for dogs at the event. F. What happens in specific situations with patrons with disabilities/service animals? G. What are we doing when we find dogs outside of the allotted area? H. Are there leash signs? CASE COMMITTEE MEETING MINUTES THURSDAY, JUNE 20TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 20 JUNE 2024 PAGE 2 | 6 CASE Manager Dempsey replied that dogs are allowed in the park, but at events the municipal code restricts pets. CASE Manager Dempsey went through the specific language surrounding dogs at culinary events, fireworks or other events where deemed “safe” to allow dogs. CASE Manager Dempsey replied that General Govt intern Arnell Wade is working on revisions to the ordinance restricting dogs in special event areas. CASE Manager Dempsey replied that she does not exactly know what the ordinance will include but will update CASE Committee members when the ordinance is on the Council agenda. CASE Manager Dempsey replied that dogs are not allowed at Salute and security is aware of the restrictions. Special Event Coordinator Van Winkle replied that she has some social posts scheduled and will be sure to include dogs in the prohibited items list. CASE Manager Dempsey replied that yes, while there is ample space for dogs, we also need to make ample space for those who may not like being around dogs, have allergies, or have a fear of dogs. CASE Manager Dempsey also mentioned that de-escalation of upset patrons is a tough task, especially with dogs. Service animals pose an even further challenge. She went over the two questions that we can ask those patrons about their service animals. CASE Manager Dempsey noted that we would let patrons with service dogs know of the dog friendly area and ask them to enjoy the event from there with their dog. She also mentioned that she inquired with the Town Attorney about restricting service dogs to the dog friendly area. CASE Manager Dempsey replied that yes, the “well behaved, leashed” language is included in the dog friendly area signage. Optional Premises Liquor License CASE Manager Dempsey then gave an update on the Optional Premises License that the Town of Avon applied for through the State of Colorado was awarded in 2021. CASE Manager Dempsey outlined the requirements associated with an Optional Premises License. CASE Manager Dempsey mentioned that we will not need to reapply until 2026. The Committee commented/inquired: A. Where is the area that we notice people passing alcohol to people inside the venue at AvonLIVE!? B. I like to purchase one open drink from the bar, and two closed ones to leave in my cooler. Why can’t I do that? CASE Manager Dempsey replied that the area near the sport court/workout area is where we see passing of alcohol the most. CASE Manager Dempsey also noted that Committee members as ambassadors should be familiar and aware of their own surroundings at these events in order to ensure that we as event producers are upholding our requirements for the Optional Premises License. CASE Manager Dempsey replied that there are a variety of reasons why we can’t sell patrons sealed alcoholic beverages for consumption later, but primarily we need to ensure the sealed alcoholic beverage does not leave the venue. CASE COMMITTEE MEETING MINUTES THURSDAY, JUNE 20TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 20 JUNE 2024 PAGE 3 | 6 Ambassador Responsibilities Description CASE Manager Dempsey then opened the discussion on CASE Committee Brand Ambassador responsibilities and reviewed what the CASE Committee developed in April of 2020. CASE Manager Dempsey asked committee members to offer thoughts of additions/subtractions to these responsibilities. The Committee commented/inquired: A. I think it’s straightforward. B. I have no additions/subtractions. C. I believe it is a sufficient description. D. “Bring the CASE Committee Vision, Culture and Values” – big statement but what exactly does it include? CASE Manager Dempsey replied that we will outline what the Vision, Culture, and Values using the unofficial strategic plan which the Committee started but is on hold for now. . CCI Summit Summary CASE Manager Dempsey then gave an update CCI Summary that was presented to council. The Committee commented/inquired: A. No comment CASE Manager Dempsey Town Clean Up & Sustainability Fair CASE Manager Dempsey then gave an update on the event and the savings that came from the event due to waste recycling. The budget for this event comes out of the bag fund, not the special events budget. Special Event Coordinator Van Winkle gives updates on how the event went, what vendors attended, the waste that was recycled, and the sponsors of the event. These post event details can be found in the CASE Packet report available on avon.org. The Committee commented/inquired: A. What is the bag fund? B. Does Vail do something similar or are we the only town that does this? C. Do we look at their ID to confirm they live here? CASE Manager Dempsey replied that those monies come from local retailers/restaurants/businesses when they sell single use bags to patrons for use in their store/business. Special Event Coordinator Van Winkle says that there are other towns who do this, but we offer specific electronic waste services. Special Event Coordinator Van Winkle confirms that we do check IDs for assurance that event attendees are from the area. Current Activity & Planning CASE COMMITTEE MEETING MINUTES THURSDAY, JUNE 20TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 20 JUNE 2024 PAGE 4 | 6 Salute to the USA Painted Benches Program Avon Elementary School Mural Project CASE Committee Upcoming Travel CASE Manager Dempsey then gave an update on Salute to the USA, and Melissa Etheridge. CASE Manager Dempsey notes that Melissa is one of the largest artists we have had for this event. CASE Manager Dempsey notes that there will be restrictions unlike what we have seen backstage at these events. Backstage at the Terrace will be completely off limits to everyone unless approved by the Tour Manager. CASE Manager Dempsey mentioned the art activations that will be featured at Salute to the USA. CASE Manager Dempsey mentioned that the Painted Benches Project is underway and that the project will hopefully be completed on time. Special Events Coordinator Pasquarella gives update on timeline and bench locations to be changed. CASE Manager Dempsey updates the committee on the Avon Elementary School Mural Project and that the artist and design concept has been selected. The artist let us know early this morning that they will begin the project on July 8th. The Committee commented/inquired: A. What’s Frosted Flamingo? B. Do you know if we will have our sign in place before the Salute event? C. Are we going with this design with some minor tweaks to the mural design? Special Event Coordinator Van Winkle spoke about how Frosted Flamingo is a mobile craft/art truck that will have activations for kids and others at Salute. Special Event Coordinator Van Winkle commented that Pat Milbery’s “Heart of the Valley” activation will be painted live during the event and will remain in that location for Avon visitors and community members to enjoy. CASE Manager Dempsey mentioned that she is not sure but did stop by the manufacturer to approve the materials used. It is in production, but she is unsure it will be completed in time because of the custom orientation of the word “AVON.” CASE Manager Dempsey replied that this design felt the least busy, and the artist agreed, and this is what we have decided to move forward with. 5. CLOSING COMMENTS There were a few comments regarding the state of 2024 CASE Budget, and that 2025 proposed budgets will be flat. Committee member Lisa Mattis mentioned that they are seeing similar trends in multiple business sectors. The motto is “survive ‘til 2025.” Case Manager Dempsey asked if others were seeing similar trends. Committee Chair Justin Chesney mentioned that they are in a similar situation in the lodging/hospitality industry. Seeing a lot of last-minute bookings. The catering sales team has been fielding catering requests and offering them at the lowest rates possible so that they have occupancy and so that there are events on the books. He mentions that the wedding planners that CASE COMMITTEE MEETING MINUTES THURSDAY, JUNE 20TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 20 JUNE 2024 PAGE 5 | 6 they work with have seen a 20% decrease in their own business across the board. He said this is largely due to the post-covid “wedding rush” and that they have essentially no weddings booked for the entire month of July. He mentions that this year has been especially different than years past. He mentioned that transient travel across the United States is down, and that if people are traveling they are going abroad because the dollar is worth more in other countries than it is here. Committee Member Lisa Mattis noted that she is hearing that the visitors from Texas are already here visiting, which is odd considering they don’t normally see Texans until the week of the 4th of July. CASE Manager Dempsey notes that BEST OF THE WEST will likely be pushed to 2026 or 2027 considering these budgetary trends and financial forecasting. Heart and Soul will also likely not be addressed in 2025. CASE Manager Dempsey said that she does not plan to propose increases to the budget. She said there might be a few items that need to be addressed that are critical to CASE success. Events infrastructure costs continue to rise (security, portable restroom facilities, etc.) Infrastructure costs will likely be adjusted in the budget, but things like “better talent at AvonLIVE! or Salute to the USA” and associated costs will likely not be adjusted. CASE Manager Dempsey mentioned that we issued two RFP’s for AvonLIVE! production management and talent acquisition with a proposal due date of July 15th. CASE Manager Dempsey announced that she will issue a ticketed music festival RFP in the next 30-45 days. The Committee commented/inquired: A. Who runs the block party in Eagle? B. CASE Manager Dempsey replied that it is a company called Optimum Events. She mentioned that they did not submit an application to the Town of Eagle for funding this yearIs that event something we could take over? C. CASE Manager Dempsey replied that unofficially we’ve had loose conversations and there doesn’t appear to be interest.The Down Valley Vibes Festival ticketed events is produced by Second Street Tavern formerly Bonfire Brewing and set to take place on August 23 and 24 on 2nd street. D. Are you in a position to recommend not moving forward with the Heart and Soul or Best of the West considering the budget health you mentioned earlier? - CASE Manager Dempsey replied that due to where we are with 2025 proposed budgets it may not be best to recommend moving forward with those events in 2025. - Committee member wanted to ask that same question differently – would you get behind actively recommending not moving forward with those events? - CASE Manager Dempsey replied that she does not think she is there yet and looks to Town Manager Heil to decide/guide. Her own opinion is that it would be tough to get approval. E. Is that disappointing to you? - CASE Manager Dempsey replied that it is disappointing. It is something we have been trying to launch for almost five years, but also mentions that she understands budget constraints and timing – there are other things that are important as well (housing, infrastructure, policing, etc.) and notes that what CASE provides is is also important. F. I still think that we need another Salute, or another signature event here in Avon. G. Since we lost Winter Wondergrass we need to bring something like that back to Avon. - CASE Manager Dempsey mentioned that the RFP she plans to release for a ticketed music festival event is being proposed as a partnership with the Town. This allows the Town to assume a portion of the risk of producing an CASE COMMITTEE MEETING MINUTES THURSDAY, JUNE 20TH, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 20 JUNE 2024 PAGE 6 | 6 event of that (“Winter Wondergrass”) size.. Timing is also another factor and as we have heard from the community something in September would be ideal artist touring through this area that could sell 10,000 tickets are in the height of summer. H. How do we stay competitive with our peer communities, and how do we attract ourselves even more to visitors? - Several committee members mentioned that we need to diversify our larger events, attract demographics that otherwise may not visit Avon, and bolster winter programming. I. When would be the timing of this additional signature event? - Special Events Coordinator Pasquarella mentioned that it may make the most sense to pair the potential signature event with Salute to the USA because of the financial undertaking, event asset use, and overall risk level. J. What would you say Vail’s signature events are? - Several Committee members mentioned Bravo!, Vail Dance, and the GoPro games. K. Athletic events may be an area of opportunity. We used to have a lot of athletic programming, and those event producers did not continue those events due to loss of money at those events. - CASE Manager Dempsey noted that music has gone up and participatory athletic events have gone down. L. I (Committee member Thelen) want to mention that youth sports bring in so many opportunities for economic growth. M. CASE Manager Dempsey noted that our budgets will not directly compete with Vail or Beaver Creek, which is appropriate, as we are community focused, as opposed to tourism focused. Knowing that the tourism focused events is missing in our portfolio. N. I walked away from the CCI Summit thinking to myself that we already do so much in comparison to others. 6. ADJOURNMENT The meeting was adjourned at 1:57 p.m. Respectfully submitted by: Mike Pasquarella Special Events Coordinator