CASE Committee Packet Materials 2025.02.20
970-748-4065 ddempsey@avon.org
TO: CASE Committee FROM: Danita Dempsey, Chief Cultural Officer
RE: Staff Update
DATE: February 14, 2025
SUMMARY: This report provides updates on three key areas: (1) the Fireworks in Avon event (2) the
Seasons Mural Project and (3) the Art Around Avon program. Additionally, Staff are preparing materials for
the upcoming CASE Committee applicant interviews and appointments by the Town Council on February
25th. Also, as summer event preparations begin, Staff have been collaborating with other departments on
the impacts of the East Nottingham Improvements Project, specifically regarding parking and resource
recovery equipment, and have recommended temporary adjustments.
Finally, the report mentions the importance of resuming tours of peer communities to learn about their arts
and culture centers and programs for long-term planning.
STAFF UPDATE:
1. FIREWORKS IN AVON: The third annual Fireworks in Avon event was on Saturday, January 18th
and featured a 20-minute performance by the Battle Mountain Line Drum, free hot chocolate,
peppermint schnapps (21+), chocolate chip cookies and culminated with a 10-minute fireworks
display to a choregraphed music score. Staff enhanced the guest experience with the addition of
ambient lights, and two speakers to further relay the soundtrack. While attendance was down from
approximately 1,500 in 2024 to approximately five hundred this year as a result of the frigid
temperatures, guest had a delightful time.
There is $67,329 in the 2025 Adopted Budget and the approximate actual production costs are
$58,065 representing a 13.75% net savings. The full post-event brief is provided as
ATTACHMENT A.
2. SEASONS MURAL PROJECT: The Request for Proposal (“RFP”) / Artist Call was released on
Friday, February 14th and announced via press release, direct communication with prior applicants,
and the Art Guild at Avon member database. The Project Intent, Design & Theme, and Anticipated
Timeline are provided below, and the complete RFP / Artist Call is available here.
a. Project Intent: To create a significant landmark, visually connecting Avon’s Library,
Recreation Center, Civic Center, and the eastern gateway to Nottingham Park which
inspires community, conversation, connection; and further identifies Avon as an art
community. The mural will use a bright and cheerful color palette to evoke joy and
positivity. Characters and scenes will be depicted in a whimsical, illustrative style to
engage viewers of all ages. The selected artist is responsible for working with Town
representatives in all aspects to include multiple iterations of design.
b. Design & Theme: The CASE Committee is seeking a design that will be a vibrant
celebration of our community's rich tapestry, weaving together elements of history,
education, discovery, and our unique mountain lifestyle. The Seasons Mural will be a
970-748-4065 ddempsey@avon.org
visual narrative that honors our ranching and farming heritage, embraces the dynamic
influences of Latino culture, and highlights the natural beauty and learning opportunities
within our environment.
3. ART AROUND AVON: The fourth biennial Art Around Avon Request for Proposal (“RFP”) / Artist
Call was released on December 5th and announced via press release and direct communication
with prior/current artists in the program and the Art Guild at Avon member database. There are
currently six (6) qualified submissions representing two (2) artists. A targeted e-blast went out
through CAFÉ on February 7th which should garner more awareness. Staff have been in touch
with current and prior artists in our program who have stated they will submit prior to the deadline.
Also, Staff has begun outreach to curate the Jury Panel and currently have five (5) individuals
willing to volunteer their time. Once again, the Anticipated Timeline is provided below:
CURRENT / PLANNING ACTIVITY:
1. CASE COMMITTEE APPLICANTS: The application for four (4) CASE Committee members was
made available on December 3, 2024, and closed January 17, 2025. Staff received eleven (11)
applications to fill in the four (4) open seats. The applicant pool consists of two (2) applicants from
incumbent members (1) Justin Chesney (2) Danielle McNair, and new applicants (3) Greg Cooper
(4) Lynn Fieger (5) Alejandro Cerda (6) Ian Grask (7) Tara Novak (8) Amy Lewis (9) Oriana
970-748-4065 ddempsey@avon.org
Anderson (10) Kristen Dudding and (11) Charles Yang. The Avon Town Council will conduct
interviews with each applicant, vote and appoint four (4) members to the CASE Committee on
Tuesday, February 25th during the regular Town Council meeting. The Council has appointed
Councilors Ruth Stanley and Lindsay Hardy to serve on CASE in an Ex-Officio capacity.
Furthermore, at the March 20th CASE Committee meeting members shall vote for a Chair and Vice
Chair for the year.
2. PRIVATE RENTALS AND SPECIAL EVENT TEMPORAY RESTRICTIONS: Due to the restricted
access to Town venues associated with the East Nottingham Park Improvements Project, rentals
and/or Special Event Permit issuance is not available between April and October 2025, for the
affected areas. An exception could be considered should the Town be presented with a ticketed
single day or multi-day concert / festival opportunity. A written report was provided to Council on
this subject on the February 11, 2025, Council Meeting. The full report is available on page 92 of
the Council Packet Materials.
Furthermore, to fully accommodate the impacts of the East Nottingham Park Improvements project,
the Recreation Center west parking lot will be temporarily used for (1) storage and staging of
portable restrooms, handwashing stations, and barricade fencing (2) parking for Rec. Center users
ADA needs, Town personnel and vehicles and (3) Avon Library personnel.
3. PEER COMMUNITY TRAVEL & RESEARCH CULTURAL PLANS: Staff began contacting
organizations and peer communities identified in the January 16, 2025, CASE Committee Packet
Materials. Staff will provide updates when scheduling with these communities begins and
coordinate accordingly with CASE. And, as discussed last month, one of the Department Goals
includes the following:
a. Culture and Arts Plan: Conduct an inclusive community stakeholder process to develop a
Culture and Arts Plan to present to Council for adoption. The community stakeholder
process will involve all existing non-profits and community groups which support culture
and arts in the Avon region. Utilize the grant award from the National Endowment for the
Arts to retain consulting services to assist with developing the Culture and Arts Plan.
Research similar culture and arts plans, programs, and facilities in other communities. The
CASE Committee will serve as the primary committee to review drafts of a Culture and Arts
Plan and will recommend a complete draft Culture and Arts Plan to Council.
As we are embarking on the development of a Culture and Arts Plan, I am again providing the
Committee with example Plans for examining over the next several months. The Example
Strategic Plans link below provides access to a folder containing Plans from communities, some
like Avon such as Town of Silverthorne (update 2024), and Steamboat Springs and others unlike
Avon such as Golden, Grand Junction and Colorado Springs.
Example Strategic Plans
970-748-4065 ddempsey@avon.org
FUTURE AGENDA ITEMS:
1. New CASE Committee member on boarding
2. Chair and Vice Chair nominations and voting.
Thank you, Danita.
ATTACHMENTS:
Attachment A – FINAL Post Event Brief – Fireworks in Avon
ATTACHMENT A - POST-EVENT BRIEF: FIREWORKS IN AVON
EVENT OVERVIEW
EVENT NAME DAY/DATE AND TIMES PRODUCER
Fireworks in Avon Saturday, January 18th, 2025
Start Time: 5:30pm End Time: 6:30pm
☒ Town Produced ☐ 3rd party _______________
LOCATION ESTIMATED ATTENDANCE/FREE OR
TICKETED
WEATHER DURING EVENT
Avon Pavilion & Nottingham Park EST: 500 Temp: High of 25, low of -2, 13 at 5:30
p.m.
Wind: 8mph from NW at 5:30 p.m. and
dropped to 5mph by end of event.
Rain/Snow: N/A
BRIEF EVENT DESCRIPTION
Bundle up, gather your friends and family for the third annual Fireworks in Avon over MLK Weekend. Enjoy free hot cocoa
and peppermint schnapps, the famous Beaver Creek Resort chocolate chip cookies (limited quantities available), and a
special performance by the Battle Mountain Drumline. Then delight as the winter skies light up for Avon’s ten-minute
fireworks extravaganza over Nottingham Lake on Saturday, January 18th, 2025.
EVENT DETAILS
CASH FUNDING IN-KIND FUNDING: ESTIMATED COST ALCOHOL SERVED
BUDGET $67,329; ACTUAL $58,065
N/A ☒ Yes, Town Served ☐ Yes, BYOB
☐ Yes, S.E. Permit ☐ No
STAFF OBSERVATI0NS/RECOMMENDATIONS
Staffing:
• Four (4) Volunteers
• Two (2) Event staff
• Five (5) Public Works Staff Members
• Three (3) Buildings Staff
• Three (3) Bartenders
Operations & Logistics:
• Pub Ops and Facilities teams began snow removal and set up by 8am. Power was turned on by 1pm for sound equipment.
• Set up and tear down of event assets was very quick.
• Volunteer shifts and roles are appropriate.
Functioned Well:
• Pre-planning (operations, marketing and promotions, pyro safety, communications, etc.) went smoothly.
• Free hot chocolate, peppermint schnapps, and cookies were popular with guests.
o Bartenders used 1.5 cases of schnapps, leaving 1 full case. Ordered 3 cases in total.
o Ordered 50 gallons of hot chocolate; only a half Cambro was leftover.
o 1,000 cookies from BCRC with around 20 leftovers.
o (2) volunteers handed out cookies.
• Bars ran well with 3 bartenders, 1 volunteer for hot chocolate, and 1 for ID checks.
o Split bar lines worked for the event size but may need adjusted for larger crowds.
• The Battle Mountain Drumline arrived on time and had the Log Cabin available for staging.
• Addition of 3 speakers and gobo lights enhanced guest experience.
• Fireworks timing and coordination with KZYR went smoothly, with staff support on-site.
• (3) firepits from Event Rents, (3) mushroom heaters, and (3) fire barrels kept the area warm and had enough propane for the
event.
• Snow removal was efficient with ice melt and a full bucket for replenishing.
• Closing ice skating for the day made it easier to manage.
• All staff working were extremely helpful.
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• Portable restrooms were provided by Pub Ops, removing the need to open the public restroom buildings.
Production & Talent:
• Battle Mountain Drumline performed from 5:35 p.m. to 5:50 p.m. Barricade fencing was removed from the stage and the stage
wall was closed to block wind.
Security, Medical, & Emergency Response:
• Added (16) Meridian Barriers for safety. (8) from Vail, (4) from Eagle, and (4) from our inventory
• (7) Citadel hired for pyro perimeter and on-site security needs, arrived 25 minutes late.
• (3) Avon PD vehicles for overnight security.
• (2) patrol vehicles at the north and south ends of the Lake Street Closure.
• Simulcast team had to adjust radio channels due to mismatched settings.
Sanitation & Resource Recovery:
• First use of Cerobins; easy to set up and identify as trash receptables. Consider using them only for compost since we did not
have any signage.
• (2) portable restrooms located next to the stage loading dock for guests to use.
• Ordered a 30-yard roll off from Apex Waste but used our 8-yard dumpster due to minimal debris. Consider a 10-yard roll off next
year.
Transportation & Parking:
• We utilized the same bus schedule as last year because it worked out well. The only significant change was that the Lake Street
bus stop was closed because of the Meridian Barrier placement. Transit utilized the temporary bus stop on Mikaela Way.
Marketing, Promotions & Communications:
• Five specific event social media posts on Discover Avon Instagram and Facebook.
• Facebook event 1.7K people responded they were interested in going to the event.
• Vail Daily and Summit Daily print advertising
• Vaildaily.com and Summit daily.com digital advertising
• Posters were hung in Avon, Edwards, and Eagle-Vail
o Postering occurred between Dec. 18th and Dec. 27th, 2024
• Westword and 5280.com digital advertising throughout the month of December 2024
• KZYR Radio Ads; KZYR Last DJ on Friday, Jan. 17th, 2025
• TOA Websites – Discovery Avon and avon.org
• Press Release and Impact Notices sent and posted
• Zach Mahone – Drone operator and photographer
Areas for Improvement/Adjustment:
• Improve communication with Public Ops team, as some Meridian barriers were misplaced.
• American Fencing installed on January 17th with a new arrangement. Minimal fencing around the discharge site. Western
Fireworks staff made on-site adjustments.
o Ensure a Public Operations contact is assigned for future locate team coordination.
o Remind Western staff to park their vehicles in the AES lot.
• Delayed placement of “Restricted Access”. The changes in fencing at Discharge Site caused misalignment with signage
locations on map.
• Consider compensation options (stipend, swag) for Battle Mountain Drumline. Add warm-up time to the schedule; their 10-
minute stage warmup gave the impression that the event had started.
• Citadel security staff arrived 25 minutes late on Friday evening.
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PICTURES AND/OR MARKETING MATERIAL
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