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FINAL CASE Committee Meeting Minutes 11-21-24CASE COMMITTEE MEETING MINUTES THURSDAY, NOVEMBER 21, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 21 NOVEMBER 2024 PAGE 1 | 4 1. ROLL CALL Present: Town Councilor Ruth Stanley, Committee Chair Justin Chesney, Committee Members Danielle McNair, Calyn Reiger, and Kerri Thelen Staff: Culture, Arts, & Special Events Manager Danita Dempsey, Special Events Coordinator Emily Dennis Public: Vail Valley Art Guild (“VVAG”) Executive Director Russell Frederickson, and Eagle Valley Library District’s Carrie Mae Mack Absent: Town Councilor Lindsay Hardy, Committee Members Thomas Walsh, Pedro Campos, and Lisa Mattis The meeting was called to order at 12:30 p.m. 2. MINUTES Committee Member Reiger motioned to approve the minutes from September 19, 2024. Committee Member McNair seconded the motion, and it passed unanimously. 3. PUBLIC COMMENT No public comments were made. 4. STAFF UPDATE CASE Manager Dempsey presented the Summer Sizzle Recap video stating that the project was led by Communications Manager, Liz Wood. CASE Manager Dempsey overviewed Town Councils support of the 2025 Proposed Budget for CASE and thanked CASE Committee members for preparing authentic and passionate individual statements of support. She also mentioned that Town Council may want to revisit the 351 Old Fire Station project once new council members are seated and in the first or second quarter of 2025. CASE Manager Dempsey shared that Town Manager adjusted the Proposed Budget. Adjustments included a budget decrease of approximately $39,000. CASE Manager Dempsey reviewed year-over-year attendance, net revenue, etc. information for all third party produced events. Committee Chair Justin Chesney mentioned that Pride in the Park expanded in 2024 to include more free activation for participants. He also mentioned that the event continues to draw in more attendance each year. CASE Manager Dempsey mentioned that Committee Chair Chesney is President of Mountain Pride’s board, and that Pride in the Park faced some weather impacts in 2024. CASE Manager Dempsey reviewed Vail Lacrosse Tournament and mentioned that this is a great sporting event that Town of Avon supports. She mentioned that the Avon portion of the event is smaller than in years past. CASE Manager Dempsey reviewed Triple Bypass and mentioned that this is a very fitting event to host in the Town of Avon and it continues to run better operationally each year. She mentioned that the producer, Team Evergreen, does a CASE COMMITTEE MEETING MINUTES THURSDAY, NOVEMBER 21, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 21 NOVEMBER 2024 PAGE 2 | 4 great job at donating back to nonprofits, including local ones to Eagle County. There will be conversations with Team Evergreen in early 2025 to renew the special event agreement to host Triple Bypass in Avon for another three years. The Committee commented/inquired: A. Town Counciler Stanley asked how well the event went. B. Case Manager Dempsey mentioned that the event with very smoothly even with Post Boulevard roundabout construction although considerations are being made for next year on how to be better equipped to deal with extreme heat. The finish area has misting stations, but race producers are considering other options to cool participants. C. Committee Member McNair commented that ice baths for race participants could be a good way to combat heat at the race finish area. CASE Manage Dempsey reviewed Avon Arts Celebration, mentioning that this was their fifth year in Avon and that over 100 artists participated. She also remarked that the producer changed this back to a three-day event in 2024 and included alcohol sales but that the sale of alcohol did not increase attendance. The Committee commented/inquired: A. Town Councilor Stanley asked if the budget includes sales tax information for other events or just Avon Arts Celebration B. Committee Member Thelen asked if there is a way to see how much revenue the event brought in by reviewing hotel and lodging sales tax. C. CASE Manager Dempsey mentioned that there is not a mechanism to capture specific lodging sales tax and that we only know what producers remit from their event. D. Committee Member Thelen stated that she would be interested in knowing more information on hotel sales tax and comparing on a month-to-month basis. E. CASE Manager Dempsey mentioned that there is an accommodations tax report to Town Council each quarter and that she would provide a link to Committee members. CASE Manager Dempsey reviewed Dancing in the Park and mentioned that there was a minimal increase in attendance. She also mentioned that the Town of Avon increased funding for this event. Several Committee members commented on the success of program, stating that it was the best yet. CASE Manager Dempsey reviewed Vail Valley Brew Au’, mentioning that 2024 is the final year for this event. She mentioned that we no longer have Man of the Cliff, XTERRA, and now Brew’Au and that there are no culinary events and asked if the Committee had an opinion. The Committee commented/inquired: A. Committee Member McNair mentioned that she enjoys culinary events, but ones focused on breweries may not be as successful as they were in years past. CASE COMMITTEE MEETING MINUTES THURSDAY, NOVEMBER 21, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 21 NOVEMBER 2024 PAGE 3 | 4 CASE Manager Dempsey reviewed Cars in the Park, mentioning that this event was successful for its first year and is a great fit for the Town of Avon. She mentioned that the producer has been encouraged to explore sponsorship opportunities for 2025. CASE Manager Dempsey reviewed AVID Dance, stating that it was a small event and offered a free performance. She also mentioned that there is potential for this event to return in 2025. The Committee commented/inquired: A. Committee Member Thelen asked CASE Manager Dempsey if there was anything she was looking to bring in. B. CASE Manager Dempsey mentioned a few events that may be added in 2025 and discussed the idea of a ticketed event. C. Town Councilor Stanley explained that it may be best to wait to bring new ideas to council until new Town Councilors are seated. D. CASE Manager Dempsey agreed with Town Councilor Stanley. E. Committee Member Thelen expressed interest in more winter events and activations, stating that the upper field is a large open space that could be utilized for fun activities. F. The Committee then discussed logistics of the ice castle in Eagle and the potential for a similar activation in Avon. G. CASE Member Dempsey mentioned that when the time is right, the Committee may need to have a brainstorming session on new events. 5. CURRENT ACTIVITY/PLANNING CASE Manager Dempsey reviewed the third-party produced post-event debrief presentation, mentioning what went well and what improvements can be made for each third party produced event. The Committee commented/inquired: A. Town Councilor Stanley suggested changing the alcohol offerings to a wine tasting for Avon Arts Celebration to see if that would bring in a larger crowd. B. VVAG Executive Director Frederickson asked about the timeline for revisiting the 351 Old Fire Station project. C. CASE Manager Dempsey stated that the 351 Project may be revisited in Q1 or Q2 of 2025. She also overviewed the outcome of the discussion during the CASE Committee and Town Council work session. CASE Manager Dempsey reminded the Committee that some members’ terms end in February 2025 and explains that CASE Applications will be open soon. The Committee comments/inquires: A. The Committee asked for a review of the requirements to sit on the CASE Committee. B. CASE Manager Dempsey reviewed requirements and states that a new meeting schedule will be established once new CASE Committee members have been seated, mentioning that meeting on the third Thursday of the month will remain. CASE COMMITTEE MEETING MINUTES THURSDAY, NOVEMBER 21, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 21 NOVEMBER 2024 PAGE 4 | 4 CASE Manager Dempsey updated the Committee on the construction of the restroom building, mentioning that construction is scheduled from April 2025 through September 2025. She also mentions that the special events team will be reconfiguring load in and strike for events during this time. She states that private rentals may be handled on a case- by-case basis. The Committee commented/inquired: A. Committee Member Reiger asked how Salute to the USA will be impacted by construction. B. CASE Manager Dempsey stated that the construction company is aware of Salute to the USA and that work will not be done for approximately one week during that time. C. Committee Member McNair asks how construction will impact parking, noting that employees typically park in the two completely free lots. D. The Committee then discussed how employee parking for local businesses could impact parking for visitors, wondering how this could be handled. E. Council Member Stanley stated that Town Council is always looking at ways to improve parking but there is not currently an affordable solution. F. The Committee discussed the importance of public transit and ways to encourage residents and visitors to use it, mentioning that CORE has seen huge increases in ridership. CLOSING COMMENTS There were a few final questions related to CASE Committee applications, with CASE Manager Dempsey explaining the makeup of the group and the rotation of Town Council members. ADJOURNMENT The meeting was adjourned at 1:26 p.m. Respectfully submitted by: Emily Dennis Special Events Coordinator