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TC Packet 10-08-2024_____________________________________________________________________________________ MEETING AGENDAS AND PACKETS ARE FOUND AT: WWW.AVON.ORG MEETING NOTICES ARE POSTED AT AVON TOWN HALL, AVON RECREATION CENTER, AVON ELEMENTARY AND AVON PUBLIC LIBRARY INDIVIDUALS WITH DISABILITIES ARE ENCOURAGED TO PARTICIPATE IN ALL PUBLIC MEETINGS SPONSORED BY THE TOWN OF AVON. IF YOU REQUIRE A DISABILITY ACCOMMODATION, PLEASE CONTACT THE TOWN CLERK, MIGUEL JAUREGUI CASANUEVA, AT 970-748-4001 OR MJAUREGUI@AVON.ORG WITH YOUR REQUEST. REQUESTS SHOULD BE MADE AS SOON AS POSSIBLE BUT NO LATER THAN 72 HOURS BEFORE THE SCHEDULED PUBLIC EVENT. AVON TOWN COUNCIL MEETING AGENDA TUESDAY, October 8, 2024 MEETING BEGINS AT 5:00 PM Hybrid meeting; in-person at Avon Town Hall or virtually through Zoom Zoom registration is on the header at Avon.org AVON TOWN COUNCIL PUBLIC MEETING BEGINS AT 5:00 PM 1. CALL TO ORDER AND ROLL CALL 2. APPROVAL OF AGENDA 3. DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS 4. PUBLIC COMMENT – COMMENTS ARE WELCOME ON ITEMS NOT LISTED ON THE FOLLOWING AGENDA Public comments are limited to three (3) minutes. The speaker may be given one (1) additional minute subject to Council approval. 5. CONSENT AGENDA 5.1. Approval of September 24, 2024 Regular Council Meeting Minutes (Town Clerk Miguel Jauregui Casanueva) 5.2. Notice of Award: Talent and Stage Production Agreement (CASE Manager Danita Dempsey) 6. BUSINESS ITEMS 6.1. Proclamation: Honoring High Five Access Media Day (High Five Access Media Director JK Perry) 6.2. Presentation: Family Learning Center Update (Family Learning Center Executive Director Whitney Young) 6.3. Presentation: Avon Police Department National Night Out Awards (Chief of Police Greg Daly) 6.4. Work Session: Joint Work Session with CASE Committee (CASE Manager Danita Dempsey) • Review of Community Arts Center Concept at 351 West Benchmark Road • 2025 Culture, Arts & Special Events Budget 6.5. Work Session: 2024 Community Survey Results (Marketing & Communications Manager Elizabeth Wood) 6.6. Work Session: Draft 2025 Department Goals (Town Manager Eric Heil) 6.7. Presentation: Parking Management Program Update (Senior Administrative Services Officer Krista Jaramillo) 7. WRITTEN REPORTS 7.1. Upper Eagle Regional Water Authority August 22, 2024 Meeting Summary (Mayor Pro Tem Tamra Underwood) 7.2. September 10 Health & Recreation Committee Draft Meeting Minutes (General Government Fellow Arnell Wade) 7.3. September 19 CASE Committee Draft Meeting Minutes (Senior Special Events Coordinator Chelsea van Winkle) 7.4. Special Events 2024 Season Recap (CASE Manager Danita Dempsey) 7.5. Third Quarter 2024 Department Goal Update (Town Manager Eric Heil) _____________________________________________________________________________________ MEETING AGENDAS AND PACKETS ARE FOUND AT: WWW.AVON.ORG MEETING NOTICES ARE POSTED AT AVON TOWN HALL, AVON RECREATION CENTER, AVON ELEMENTARY AND AVON PUBLIC LIBRARY INDIVIDUALS WITH DISABILITIES ARE ENCOURAGED TO PARTICIPATE IN ALL PUBLIC MEETINGS SPONSORED BY THE TOWN OF AVON. IF YOU REQUIRE A DISABILITY ACCOMMODATION, PLEASE CONTACT THE TOWN CLERK, MIGUEL JAUREGUI CASANUEVA, AT 970-748-4001 OR MJAUREGUI@AVON.ORG WITH YOUR REQUEST. REQUESTS SHOULD BE MADE AS SOON AS POSSIBLE BUT NO LATER THAN 72 HOURS BEFORE THE SCHEDULED PUBLIC EVENT. 7.6. Quarterly Community Housing Programs Update (Housing Planner Patti Liermann) 7.7. Summary of Signed Letters of Support (Town Manager Eric Heil) 8. MAYOR AND COUNCIL COMMENTS & MEETING UPDATES 9. ADJOURN Public Comments: Council agendas shall include a general item labeled “Public Comment” near the beginning of all Council meetings. Members of the public who wish to provide comments to Council greater than three minutes are encouraged to schedule time in advance on the agenda and to provide written comments and other appropriate materials to the Council in advance of the Council meeting. The Mayor shall permit public comments for any action item or work session item and may permit public comment for any other agenda item, and may limit such public comment to three minutes per individual, which limitation may be waived or increased by a majority of the quorum present. Article VI. Public Comments, Avon Town Council Simplified Rules of Order, Adopted by Resolution No. 17-05. AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 1 1. CALL TO ORDER AND ROLL CALL The meeting was hosted in a hybrid format, in-person at Avon Town Hall and virtually via Zoom.us. Mayor Amy Phillips called the September 24, 2024, Council regular meeting to order at 5:00 p.m. A roll call was taken, and Councilors present in person were Chico Thuon, Rich Carroll, Lindsay Hardy, Ruth Stanley, Mayor Pro Tem Tamra Underwood, and Mayor Amy Phillips. Councilor RJ Andrade was absent at time of roll call and joined the meeting in person at 5:31 p.m. They were joined in person by Town Manager Eric Heil, Deputy Town Manager Patty McKenny, Town Attorney Nina P. Williams, General Government Manager Ineke de Jong, Town Clerk Miguel Jauregui Casanueva, Avon Rec Director Michael Labagh, Chief Financial Officer Paul Redmond, Public Works Director Eva Wilson, Community Development Director Matt Pielsticker, Planning Manager Jena Skinner, Long Range Housing Planner Patti Lierman, Senior Accountant Chase Simmons, Town Engineer Nicole Mosby, General Government Intern Arnell Wade, and Avon Police Chief Greg Daly. 2. APPROVAL OF AGENDA Video Start Time: 00:00:43 Mayor Phillips initiated the meeting with the Agenda approval process. Councilor Stanley asked for Consent Agenda Item 5.2 to be pulled from the Consent Agenda and added to the Business Item Agenda as Business Item 6.0. Councilor Thuon motioned to approve the Agenda, as amended. Councilor Stanley seconded the motion. It was approved unanimously with a 6-0 vote of those present. 3. DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS Video Start Time: 00:01:40 Mayor Phillips asked if there were any conflicts of interest related to the Agenda, and none were disclosed. 4. PUBLIC COMMENT Video Start Time: 00:01:55 Mayor Phillips explained that public comment can be made by participating in the meeting in person, via zoom’s video/audio, via telephone, or via email. She added that the public comment section is intended for items not listed in the Agenda, and participation by members of the public is limited to 3 minutes. She asked if there was any public comment from those present in the room or virtually and Mr. Tim McMahon, resident of Avon, took the podium in person to congratulate the Town on the success of its community picnic. He also asked for future Council Candidates to be required to attend Council Meetings in the year preceding their candidacy before they can run for a Council seat, and closed remarks by speaking of suicide awareness month. Ms. Liz Wood, Communications and Marketing Manager for the Town of Avon, took the podium in person and stated she looks forward to presenting Council with the results of the community AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 2 survey and noted she received 1,021 responses which exceeded her minimum target of 1,000. She also asked for Mayor Phillips to participate in a lottery drawing that included the names of all participants of the community survey. Mayor Phillips drew the name Mike Retzke who was the winner of the e-bike for taking the survey. No other public comment was made in person nor virtually. 5. CONSENT AGENDA Video Start Time: 00:07:40 Mayor Phillips introduced the approval of the Consent Agenda to include the following: 5.1 Approval of September 10, 2024 Regular Council Meeting Minutes (Town Clerk Miguel Jauregui Casanueva) 5.2 Notice of Award: Council Chambers Audio Visual Replacement (Chief Information Officer Robert McKenner) 5.3 Notice of Award: Design Amendment for the US6 Safety and Mobility Project (Public Works Director Eva Wilson) Councilor Stanley motioned to approve the Consent Agenda, as amended. Councilor Hardy seconded the motion. It was approved unanimously with a 6-0 vote of those present. 6. BUSINESS ITEMS 6.0. [Formerly Consent Agenda Item 5.2.] Notice of Award: Council Chambers Audio Visual Replacement (Chief Information Officer Robert McKenner) Video Start Time: 00:08:05 Councilor Stanley asked if High Five Media will still be included as part of future operations for Council Meetings and was advised by Town Manager Eric Heil that they will and there is no plan to change their use at Council Meetings. She also asked if the proposal would reuse any old A/V equipment and was advised that it would not. She also asked when the project would be completed, and was advised it would be completed in December of 2024. After brief deliberations, Mayor Pro Tem Underwood motioned to approve the Notice of Award related to the Council Chambers Audio Visual Replacement. Councilor Stanley seconded the motion. It was approved unanimously with a 6-0 vote of those present. 6.1. Resolution 24-24: Supporting Town of Avon Ballot Issue 2C - Use Tax on New Construction to Fund Community Housing (Chief Financial Officer Paul Redmond) Video Start Time: 00:11:26 Chief Financial Officer Paul Redmond delivered a presentation related to Resolution 24-24. Mayor Pro Tem Underwood asked for Town Attorney Nina Williams to explain when Councilors may express their personal and in-office opinions on this matter. Mayor Phillips opened the floor to public comment and no public comment was made in person nor virtually. Mayor Pro Tem Underwood spoke in favor of the use tax given that it will wholly benefit Community Housing, and spoke of the exemption for home remodels, differed payment for large scale remodels until certificate of occupancy is obtained, and other terms related to the Use Tax. AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 3 Councilor Stanley expressed support for Mayor Pro Tem Underwood’s statements. Councilor Carroll spoke of the $125,000 exemption for home renovations as compared to the $10,000 exemption offered in Town of Vail. Councilor Thuon asked staff to send Council a copy of the Blue Book related to the November 5, 2024, election. After deliberations, Mayor Pro Tem Underwood motioned to approve Resolution 24-24. Councilor Hardy seconded the motion. It was approved unanimously with a 6-0 vote of those present. 6.2. Resolution 24-25: Supporting Eagle County Conservation District Ballot Issue 7C (Eagle County Conservation District Executive Director Laura Bohannon) Video Start Time: 00:21:45 Eagle County Conservation District Executive Director Laura Bohannon delivered a presentation related to Resolution 24-25. Mayor Pro Tem Underwood asked Ms. Bohannon to speak of their wildfire mitigation and virtual fence cattle programs that are helping reduce wildfires. Mayor Phillips opened the floor to public comment and no public comment was made in person nor virtually. Councilor Carroll stated it is never a good time for a tax increase but looking at the value these programs bring, he finds it an amazing resource, and he encourages the public to read up on the measure and educate themselves on the low-cost high impact of this tax. After brief deliberations, Councilor Carroll motioned to approve Resolution 24-25. Councilor Stanley seconded the motion. It was approved unanimously with a 6-0 vote of those present. At 5:31p.m., Councilor RJ Andrade joined the meeting in person. 6.3. Council Action: Price Capped Deed Restriction Replacement (Housing Planner Patti Liermann) Video Start Time: 00:31:01 Long Range Housing Planner Patti Liermann introduced the topic of the replacement Price Capped Deed Restriction forms. Mayor Pro Tem Underwood asked Ms. Liermann where she can find the updated language for the initial purchase price adjustment in Attachment B and was advised that the recitals for Attachment B will be updated to include the initial purchase price adjustment, but this amendment was not included in the draft in the packet. Mayor Pro Tem Underwood suggested it also be added to the definition of Initial Sales Price. Mayor Phillips asked if the Units transferred in the 1990s will also be resetting to a new minimum valuation and was shown a table in Ms. Liermann’s presentation which included adjustments to purchase price values. Mayor Phillips asked that the proposed base price reset for future special assessments to incentivize healthy reserves for a well-run homeowners’ association. She added that this is part of the problem and needs to be tackled in the effort of updating deed restrictions. Town Attorney Nina Williams clarified that this issue needs to be included in the Avon Community Housing Policies and not the deed restriction documents. Mayor Pro Tem Underwood noted that Section 6.5(b) of the deed restriction refers to the Avon Community Housing Policies. AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 4 Councilor Hardy asked if these new values would allow existing homeowners to access more equity in their homes and was advised that as a price capped unit it is still harder to use the home itself to access equity through debt with a mortgage guarantee. Mayor Pro Tem Underwood asked that on page 64 of the packet, the definition of eligible household remove the words ‘remote workers’, and replace i.e. with e.g. In page 70, Section A, Mayor Pro Tem Underwood asked for EHOP Guidelines to be stricken since they are not a defined term, along with any other references to it in the document. In Page 72, Paragraph 11.B. and E., Mayor Pro Tem Underwood asked the reference to be corrected to ‘Eligible Household’ in lieu of ‘Avon Employee Household’ and to make sure all references such as this also get replaced. In Page 73, Section 13.A., Mayor Pro Tem Underwood asked that staff review and decide if they should strike this paragraph. Mayor Phillips asked for Exhibit C in page 82 of the packet to have a reference to ACHP on the respective whereas. Mayor Philips also asked for these changes to be made in Attachments A and B given that the only difference between the documents refers to the compound interest factor. Mayor Phillips opened the floor to public comment and Ms. Maria DeSimone, resident of Avon, took the podium in person to state that she is addressing Council as a resident of the Wildwood Townhomes and in representation of all her neighbors. She expressed gratitude for prioritizing this deed restriction’s historical issues but also stated that she does not agree with the proposal from the Town of Avon because of the low base resale values that were chosen. She also noted her disagreement to disallow rental of these deed restricted units, the addition of new inspections, the addition of adding the lottery, and stated they do not feel their concerns have been addressed by Town Officials. She thanked Council for their time and asked for the opportunity to be heard as a unified homeowners association on the concerns she raised for the proposed new deed restriction. Mr. Dick Hoene, resident of Avon, took the podium in person and stated most owners have owned their homes for more than 30 years, and they need to be rebuilt due to lack of maintenance. He stated the financial solutions offered are very complicated and he thinks a solution that would satisfy them would be that when these deed restriction units get to the end of their useful life, they should be converted through the valuation process used in MiCasa, where the pool of buyers bid on whatever unit they can afford. He believes that would be a simpler than the current solution of updating the deed restriction applicable to them. Ms. Robin Sifers, resident of Avon, took the podium in person to state that some things in the deed restriction were not factored in, including the ability for their children to enjoy ownership of their property. Additionally, that there are no considerations for those of retirement age. She highlighted that the market value is so low that they still can’t afford to fix their homes. AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 5 Mr. Edward Elder, resident of Avon, took the podium in person to state that he agrees on the deed restriction needing changes, but the financial end of the current agreement does not look good. No other public comment was made in person nor virtually. Mayor Phillips asked Ms. Liermann to explain how retirement is addressed in the Deed Restriction proposal, and she explained you can retire in your home without issue. Ms. Liermann asked Ms. Sifers what she meant by transferring titles to her children and clarified the contents of the policy which includes the rights of survivorship. Ms. Maria DeSimone, resident of Avon, was allowed to take the podium a second time to speak of her concerns about transferring titles to family members and express that in her opinion, the conversation with Town Officials has been one-sided. She added she does not believe her homeowner rights have been respected. Councilor Hardy asked Ms. Liermann to detail how many public meetings she held with deed restriction homeowners to get owner feedback and was advised of the meetings hosted and communication efforts she had for deed restriction homeowners. Mayor Philips also asked that she explain the different types of deed restrictions, including resident occupied deed restrictions. Councilor Hardy wondered how stripping deed restriction appreciation caps can be fair given that they would give away equity for the benefit of specific homeowners. Councilor Thuon noted there is a lot of emotion on the topic and he hopes it will be tabled to give more time for staff to work with those involved and impacted by the new deed restriction provisions. Councilor Carroll also acknowledged the emotions surrounding this topic and reminded homeowners present in the room that they don’t have to accept the newly restated deed restriction and can simply choose to stay where and as they are with their existing deed restrictions. He also highlighted there is value in the new deed restriction proposal, including an adjusted increased value and compound interest appreciation, and hoped that homeowners can work with Town Staff on their disconnect in this conversation. Councilor Hardy agreed this topic should be tabled to get it right for the Town and homeowners of deed restricted homes. She added the price cap creates attainable housing and is necessary, but also recognized that there are opportunities to clean up the language in the materials. Mayor Pro Tem Underwood added that getting it right for everyone might mean not being able to get it perfectly for every specific homeowner involved. AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 6 After deliberations, Mayor Pro Tem Underwood motioned to table the approval of the Price Capped Deed Restriction Replacement to one of the Council Meetings in the month of November of 2024, and directed Staff to work on incorporating the feedback given during this session in the deed restriction materials. She also asked for Town Staff to meet with deed restriction homeowners once again sometime in the month October of 2024, and work with them to make sure the replacement documents are made as correct as possible. Councilor Hardy seconded the motion. It was approved unanimously with a 7-0 vote. Mayor Phillips asked for a recess from 7:19 p.m. to 7:30 p.m., at which time the meeting resumed. 6.4. PUBLIC HEARING: Resolution 24-26 Approving 2nd Amendment to 2024 Budget (Chief Financial Officer Paul Redmond) Video Start Time: 02:19:20 Chief Financial Officer Paul Redmond delivered a presentation related to Resolution 24-26. Councilor Carroll requested that Page 111 of the packet be brought up and asked if the Sherwood Meadows special assessment of $51,000 listed there was a surprise to the Town, which Mr. Redmond answered in the affirmative. Mayor Phillips opened the floor of the public hearing, and no public comment was made in person nor virtually. After deliberations, Councilor Thuon motioned to approve Resolution 24-26. Councilor Hardy seconded the motion. It was approved unanimously with a 7-0 vote. 6.5. Work Session: Review of Draft Revenues (Chief Financial Officer Paul Redmond and Town Manager Eric Heil) Video Start Time: 02:29:38 Chief Financial Officer Paul Redmond and Town Manager Eric Heil introduced the topic of reviewing draft revenues for the 2025 proposed budget. Mayor Phillips opened the floor to public comment and no public comment was made in person nor virtually. Councilor Carroll thanked Finance Director Redmond for listening to the Finance Committee on its contributions. Mayor Phillips stated that on the Real Estate Transfer Tax, it would be helpful to see resale transfer tax values too, which have almost doubled in the last 8 years and are a good barometer to start long term planning with capital improvements. As this was a work session with Council, no motion was requested. At 8:00 p.m., Town Manager Eric Heil asked Council to consider addressing Business Items 6.7. and 6.8. ahead of 6.6. for better time management. This received the full support of all Councilors. 6.6. Work Session: 2025 Proposed and Long-Range Capital Improvement Plan (Public Works Director Eva Wilson) This work session was moved after Business Item 6.8. AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 7 6.7. Notice of Award: East Nottingham Park (Restrooms) Improvements Project (Town Engineer Nicole Mosby) Video Start Time: 02:50:18 Town Engineer Nicole Mosby delivered a presentation related to the Notice of Award of the East Nottingham Park (Restrooms) Improvements Project. Councilor Carroll expressed gratitude for the quality of her report, including its historical components. Mayor Phillips opened the floor to public comment and no public comment was made in person nor virtually. Councilor Hardy highlighted that the cost of these bathrooms is astronomical but necessary and clarified she still does not favor the Skate Plaza to be located where it is proposed. After deliberations, Councilor Carroll motioned to authorize the issuance of a Notice of Award to Baker Constructors for the construction of the East Nottingham Park Improvements in the amount of $3,940,836, to approve the Independent Contractor Service Agreement with Green Flush Technologies in the estimated amount of $933,671, to increase the project budget to $5,586,466 including $1,000,000 of DOLA funds and $1,736,466 Reserve funds, and to increase the project budget to $481,972 including authorizing Staff to request $361,972 from the Holy Cross Community Enhancement Fund. Mayor Pro Tem Underwood seconded the motion. It was approved unanimously with a 7-0 vote. 6.8. Notice of Award: Lot 5 Recycling Center Upgrade Project (Public Works Director Eva Wilson) Video Start Time: 03:09:50 Public Works Director Eva Wilson delivered a presentation related to the Notice of Award of the Lot 5 Recycling Center Upgrade Project. Councilor Carroll asked for ongoing maintenance costs to be added to this project’s cost estimate. Mayor Pro Tem Underwood congratulated staff for a good collaboration with County partners, and Councilor Carroll joined her and asked for Staff to extend a thank you to them. Mayor Phillips opened the floor to public comment and no public comment was made in person nor virtually. After deliberations, Mayor Pro Tem Underwood motioned to authorize the issuance of a Notice of Award for the construction of the Avon Recycling Center Improvements to GM Asphalt Repair in the amount of $273,492 as approved in the Town of Avon 2024 Capital Improvement Projects Fund and increase the Avon Recycling Center CIP project budget to $336,500 with the understanding that Eagle County will contribute $118,250 in cash for the project. Councilor Stanley seconded the motion. It was approved unanimously with a 7-0 vote. 6.6.Work Session: 2025 Proposed and Long-Range Capital Improvement Plan (Public Works Director Eva Wilson) Video Start Time: 03:17:50 Public Works Director Eva Wilson delivered a presentation of the 2025 Proposed and Long- Range Capital Improvement Plan and was joined at the podium by Chief Financial Officer Paul Redmond who also detailed the contents of the budgetary elements related to the plan. AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 8 Council and Staff discussed selected slides and asked questions and gave feedback as needed on each slide. Town Manager Eric Heil noted the next step after the review of these slides is to meet with Staff to decide priority projects and secondary projects and decide the most effective route forward. Mayor Pro Tem Underwood thanked Public Works Director Wilson for the time she spent assembling these materials. Mayor Phillips opened the floor to public comment and no public comment was made in person nor virtually. As this was a work session with Council, no motion was requested. 7. WRITTEN REPORTS 7.0. August 15th Draft CASE Committee Meeting Minutes (Special Events Coordinator Mike Pasquarella) 7.1. August 23 Planning & Zoning Commission Abstract (Planner II Max Morgan) 7.2. Monthly Financials (Senior Accountant Dean Stockdale) 7.3. Monthly Public Operations Update (Operations Manager Gary Padilla) 7.4. September 16th Draft Finance Committee Meeting Minutes (Chief Administrative Officer Ineke de Jong) 7.5. September 16th Draft Avon Downtown Development Authority Meeting Minutes (Chief Administrative Officer Ineke de Jong) ** Indicates topic will be discussed at future agenda’s 8. MAYOR AND COUNCIL COMMENTS & MEETING UPDATES Video Start Time: 04:09:35 Mayor Pro Tem Underwood thanked everyone for the community picnic and said it was good food, short lines, free beer, great local music and it was fun. Councilor Stanley also mentioned the unique appearance of a bear at the picnic grounds. Councilor Stanley added that on Monday October 7th, 2024, at 5 p.m. High Five Media will host a Councilor Candidate Forum for Avon Town Council Candidates, and the public is invited to send questions to ask the candidates at avonforum2024@highfivemedia.org. 9. ADJOURN There being no further business before Council, Mayor Phillips moved to adjourn the regular meeting. The time was 9:21 p.m. These minutes are only a summary of the proceedings of the meeting. They are not intended to be comprehensive or to include each statement, person speaking or to portray with complete accuracy. The most accurate records of the meeting are the audio of the meeting, which is housed in the Town Clerk' s office, and the video of the meeting, which is available at www.highfivemedia.org. AVON REGULAR MEETING MINUTES TUESDAY SEPTEMBER 24, 2024 HYBRID MEETING; IN-PERSON AT AVON TOWN HALL AND VIRTUALLY THROUGH ZOOM 9 [Signature Page for Council Meeting Minutes dated September 24, 2024] RESPECTFULLY SUBMITTED: ________________________________ Miguel Jauregui Casanueva, Town Clerk APPROVED: Mayor Amy Phillips ___________________________________ Tamra Underwood Ruth Stanley Lindsay Hardy RJ Andrade Rich Carroll Chico Thuon 970-748-4065 ddempsey@avon.org TO: Honorable Mayor Phillips and Council members FROM: Danita Dempsey, Culture, Arts & Special Events Manager RE: Talent Agreement for AvonLIVE! DATE: September 16, 2024 SUMMARY: Staff request authorization to enter into a three-year Talent Agreement with Peak Performances, Inc. for the acquisition and management of talent and all stage production for the 2025 through 2027 AvonLIVE! concert series. Per the Town’s Procurement Policy, the Town Manager may enter into procurement agreements for up to 100,000. The total amount of the Talent Agreement is $210,275.00, which requires approval by the Town Council. BACKGROUND: Request for Proposals (“RFP”) were released on April 9, 2024, for AvonLIVE! 2025 (1) Stage Production and (2) Talent Acquisition & Management. The community was alerted about the RFPs via a press release on April 9th, notice on Avon.org special event landing page, and four local companies were sent an email directly to their inbox. To that end, two companies (1) Peak Performances and (2) Kaleidoscope Productions completed and submitted proposals for Stage Production and Talent Acquisition & Management. Both companies are found to be qualified, familiar with Avon’s venue, policies, community and have a proven record of successful production. ANALYSIS: Based on the Staff’s analysis of the proposals submitted by both organizations, I recommend continuing with Peak Performances for the years 2025 through 2027, thus entering into a 3-year contract. 1. Peak Performances has procured talent and provided stage production since AvonLIVE! since inception in 2015. 2. Peak Performances offers a savings of approximately $5,543 in talent management fees compared to the 15% of total talent budget outlined in the Kaleidoscope proposal (based on 2024 numbers). 3. Peak Performances proposal is within the budget available and outlined in the RFP for talent, stage, sound, and light expenditures. 4. The Kaleidoscope Productions proposal was approximately $40,000 higher than the budget available and outlined in the RFP for stage, sound, and light expenditures. 5. Peak Performances has a proven record of booking and managing talent and based on their proposal, Staff finds their experience is with a higher level of talent than Kaleidoscope Productions. FINANCIAL CONSIDERATIONS: The 2025 Proposed Budget includes a total of $210,275.00 for all aspects of talent acquisition and management, and stage, sound, and lighting production. A detailed description of the expenses by category is provided Table 1 below. Page 2 of 2 Table 1 RECOMMENDATION: Authorize execution of the Talent Agreement with Peak Performances, Inc. for the acquisition and management of talent and all stage production. PROPOSED MOTION: “I move to authorize the execution of the Talent Agreement with Peak Performances, Inc. for the acquisition and management of talent and stage production for the 2025, 2026 and 20227 AvonLIVE! concert series.” Thank you, Danita. ATTACHMENTS: Attachment A – 2025 Talent Agreement Food & Beverage Artist Hospitality $ 2,345.00 Sub-Total:2,345.00$ Audio Visual Sound 13,200.00$ Lights 17,600.00$ Backline 7,200.00$ Sub-Total:38,000.00$ Purchased & Other Contracted Services Talent Management Fee 16,380.00$ Live Streaming 1,300.00$ Headlining Talent 120,000.00$ Opening Talent 21,500.00$ Talent Lodging: Headliner 6,000.00$ Talent Lodging: Opener 2,500.00$ Ground Transport 2,250.00$ Sub-Total:169,930.00$ Grand Total: 210,275.00$ 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 1 of 13 TALENT AGREEMENT FOR THE 2025 AVONLIVE! CONCERT SERIES THIS AGREEMENT (“Agreement”) is made and entered into on October 8, 2024, by and between the Town of Avon (“Avon”), a Colorado home rule municipality, and Peak Performances Inc. (“Contractor”) (individually referred to as a “Party” and collectively referred to as the “Parties”). In consideration of the mutual promises and agreements herein contained and for other good and valuable consideration, and on behalf of themselves, their successors and assigns, the parties hereto agree as follows: RECITALS WHEREAS, Avon is producing a series of eleven (11) free concerts known as the AvonLIVE! concert series at the Avon Pavilion in Nottingham Park on Wednesday evenings; and, WHEREAS, Avon desires to hire Contractor to arrange for music talent, light and sound support for the 2025, 2026 and 2027AvonLIVE! concert series, (the “Events”). NOW, THEREFORE, for good and valuable consideration, including the mutual promises contained herein, the sufficiency of which is acknowledged and accepted by the Parties, the Parties agree as follows: TERMS AND CONDITIONS: 1.Events. The Town of Avon is producing the AvonLIVE! concert series; therefore, no special event permit is required. A.The Premises for the Events as described in Exhibit A: Description of Premises. B.This Permit grants Contractor the right, and imposes the duty, to use the Premises as defined in this Agreement for the purpose of arranging live music performances for the Events, as is more specifically described in Exhibit B: Event Description, subject to compliance with the terms and conditions of this Agreement. The dates and hours of use of the Premises are described in Exhibit B: Events Description. C.The CASE Manager (“CASE Manager”) for the Town of Avon shall be the primary contact for the Town of Avon. All references to the CASE Manager in this Agreement may also include the CASE Manager’s designee(s). The CASE Manager has the authority to reduce any stated minimum timeframe for receipt of documents or Event plans. ATTACHMENT A 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 2 of 13 D. Contractor shall provide to the CASE Manager the Contractor’s chain of command prior to the first Event. E. Avon and Contractor desire to execute similar Talent Agreements for 2028 with Contractor, which shall be subject to such terms and conditions as the parties may mutually agree. Notwithstanding the foregoing, neither party shall have a legal obligation to execute future Talent Agreements. The compensation for Talent Management shall be increased by up to 4% over the previous year in 2025, respectively. 2. PREMISES INSPECTION & USAGE. A. Pre-Event Inspection. Contractor and the CASE Manager shall jointly perform and document a pre-event inspection of the Premises before the Premises are released to Contractor. Contractor, by attending the pre-event inspection, verifies that the Avon Performance Pavilion Technical Specifications, provided in the Contractor Toolkit, have been reviewed, are understood, and will be followed as presented. Avon shall ensure all facility components are in working order and fully operational, such as but not limited to power and lights. Contractor acknowledges and agrees that Avon is permitting Contractor to use the Premises, including the Avon Pavilion, in its “as is” condition and the Avon shall be under no obligation to replace, upgrade or otherwise modify the facilities. B. Premises Usage. The following guidelines shall be observed for usage of the Premises: (1) Contractor shall not install, place, inscribe, paint, or otherwise attach and shall not permit any banner, sign, advertisement, notice, marquis, or awning on or within the Pavilion, without the prior review and consent of Avon in each instance. (2) Contractor shall, at its own expense, provide and maintain in first-class condition all permitted signs and shall, upon the expiration of this Agreement, at its own expense, remove all such permitted signs and repair any damage caused by such installation and/or removal. Avon shall have the right to remove all non- permitted signs without notice to Contractor, at the expense of the Contractor. (3) Contractor will respect and utilize Premise improvement locates and stakes shall not be driven into the ground along any pathways, athletic fields, parking lots or grassy areas with underground sprinkler systems without prior permission from the Town Manager. (4) Contractor shall not make alterations, additions, or improvements on or to the Pavilion without the prior written consent of Avon, to include, but not limited to tenting, catering equipment, and portable facilities. All such work shall be performed in a good and workmanlike manner. 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 3 of 13 (5) By order of the Eagle River Fire Protection District, Contractor will ensure that NO THEATRICAL SMOKE, without approval, is blown on the Pavilion and NO PYROTECHNICS OF ANY SORT are to be detonated. Decorative open flame, fire pits, patio style heaters and/or fire performers are only permissible if permitted through and approved by Eagle River Fire Protection District. Cooking of any sort by hot plate, open flame, grill, etc. is not allowed in the Green Room (including restroom). Water-based haze shall not be permitted without approval by Avon and Eagle River Fire Protection District. (6) To the extent licensed personnel, such as electricians, medical, emergency response or health official, are required to conduct certain services or inspections, Contractor shall abide by these local and State requirements. C. Post-Event Inspection. Contractor and the CASE Manager shall jointly perform and document a post-event inspection of the Premises before the Premises are returned to Avon. Contractor shall notify the CASE Manager of any problems or damage that may have occurred during an Event during the post-event inspection. Contractor shall be liable for any damage to the Premises and any adjacent Town Property caused by the installation or removal of any alteration, addition, or improvement. Avon may take action to repair and restore any damage caused by Contractor and Contractor shall be liable for such costs, including reasonable attorneys’ fees and costs to enforce this Agreement. 3. AMPLIFIED SOUND. Contractor shall abide by the following requirements for amplified sound: A. Sound Checks: Sound Checks may occur within five (5) hours of the start of the performance. B. Performance Times: Dates and times of all performances and/or announcements will be listed. C. Sound Volume: Contractor agrees the volume for any sound check and during performance times will be moderated to achieve the sound quality needed for the Events and shall be considerate of the surrounding neighborhoods. The sound volume levels will be monitored by Avon using professional grade decibel meter. The suggested levels are dB A weighted at 75 feet from the source and shall not exceed 105 dB A. The CASE Manager has the authority to require the volume to be reduced at any time during the Events. D. Sound Penalty: Contractor acknowledges and agrees that strict adherence to the sound check, and performance times approved in the Sound Permit and are a material term of this Agreement. Contractor shall pay a penalty of one hundred dollars ($100.00) per minute for music, public address announcements, sound check, or any other amplified sound that occurs before or after any time period in which amplified sound is permitted or which occurs after the CASE Manager has required the volume to be reduced. 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 4 of 13 Contractor acknowledges and agrees to pay the sound penalty assessed, by not later than 5:00 p.m., three business (3) days after the day of the Event which the sound penalty occurred. Payment will be received prior to release of the Events final payment in accordance with Section 4.A.(3), if applicable. 4. AVON CASH AND SERVICES. A. Payment Schedule 2025. Cash funding of $210,275.00 was appropriated for 2025 by the Avon Town Council to support the Events. Funds will be released as follows: (1) Fifty percent (50%) January 1, 2025. (2) Forty percent (40%) after completion of the first four Events and on or before Friday, July 11, 2025. (3) Ten percent (10%) upon reconciliation and on or before thirty (30) days after the date of the last Event. B. Avon Services. Contractors’ obligations are limited to booking live music talent, meeting the needs and costs of the talent, and arranging for appropriate sound and light. Avon shall provide all other services, including but not limited to trash, portlets, marketing, parking, security, kids’ activities, liquor service and special event permit licensing, food trucks and vendors, signage, installation and set-up of seating, bench seating, tents, all of which shall be in Avon’s sole discretion. Avon shall arrange for volunteers, Town staff and paid staff as determined appropriate by Avon in Avon’s sole discretion. 5. AVON TRADEMARKS. The Town of Avon’s symbols, logos, graphics, fonts, and colors, including such marks associated with the Events (collectively referred to as “Marks”). Avon’s Marks are and shall remain the sole and exclusive property of Avon. Contractor shall not hold itself out as having any ownership rights with respect to Avon’s Marks or, except as may be specifically granted hereunder, any other rights herein. Any and all goodwill associated with any such rights shall inure directly and exclusively to the benefit of Avon. Subject to the terms and conditions of this Agreement, Avon hereby grants to Contractor a non-exclusive, non-transferable, revocable, and limited license to reproduce Avon’s Marks in connection with (1) the Events; and (2) carrying out any other Contractor obligations under this Agreement. Except as expressly permitted hereunder, Contractor hereby covenants and agrees that it will make no use of Avon’s Marks. Contractor shall have no right to sublicense its rights under this license. Contractor’s use of Avon’s Marks shall be strictly subject to the prior written approval of the CASE Manager, of which approval may be granted or withheld at the CASE Manager’s discretion. Notwithstanding any provisions hereof to the contrary, prior to the printing or reproduction of any Avon Marks pursuant to this Agreement, Contractor shall provide Avon with samples of all such materials for Avon’s review and approval or disapproval. Any trademarks, logos or other intellectual property developed by Avon or by Contractor in connection with Avon’s Events services provided hereunder shall be the property of Avon. Contractor logo will be included in digital 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 5 of 13 and printed marketing collateral. 6. MORALITY CLAUSE. Contractor acknowledges that the Town of Avon’s image is of immeasurable value to the Avon community. If at any time the Contractor, its performers or artists, or the sub-contractors hired to serve or support the event, has an incident, occurrence or public disclosure concerning a statement or action that tends to shock, insult or offend the Avon community or public morals or decency, including but not limited matters involving discrimination, sexual harassment, or alleged felony acts, which Avon perceives as reflecting negatively on Avon’s image, then Avon may restrict Contractor from using such performer, artist or sub-contractor, or in the case of a matter involving the Contractor, Avon may demand assignment of the Events to another Contractor or may elect to deem such occurrence by Contractor as a material breach of this Agreement and may elect to cancel the Events in accordance with Section 10. Event Cancellation after providing notice and opportunity for cure. 7. INDEMNIFICATION. Contractor agrees to indemnify the Town of Avon, its officers, agents, and employees, and to hold them harmless against any and all claims, actions, demands or liabilities, including attorney fees and court costs, for injury, death, damage, or loss to person(s) or property arising out of or directly or indirectly resulting from Contractor’s actions or omissions in connection with the conduct of the Events. Town of Avon agrees, to the extent permitted by law, to indemnify the Contractor, its officers, agents, and employees, and to hold them harmless against any and all claims, actions, demands or liabilities, including attorney fees and court costs, for injury, death, damage or loss to person(s) or property arising out of or directly or indirectly resulting from reckless, willful or wanton actions or omissions of the Town of Avon in connection with the conduct of the Events. 8. INSURANCE. Contractor shall obtain general liability insurance coverage within the minimum limits set below naming Avon as an additional insured and insuring Avon and its officers, agents, and employees against any and all liability and damages which may arise out of or directly or indirectly result from the conduct of the Events. The policy dates shall include the entire range of dates for which Town of Avon property is used. The minimum limits and requirements of the coverage shall include: $1,000,000 per occurrence primary coverage, and $2,000,000 annual aggregate; and 30 days’ written notice of cancellation. Contractor shall provide to Avon proof of Comprehensive Automobile Liability insurance for any private motor vehicles owned by Contractor or its officers, agents, or employees that are used as part of the Events. The insurance policy shall provide that it is primary insurance and that its coverage will apply prior to utilization of Avon’s general liability coverage. Contractor shall provide written evidence of all insurance coverage required in this Section to the CASE Manager no later than thirty (30) days prior to the first day of the Events. All required insurance policies shall be non-cancellable without thirty (30) days prior written notice to Avon. Contractor shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to this Section of this Agreement by reason of its failure to procure or maintain insurance or by reason of its failure to procure or maintain insurance in sufficient amounts, duration, or types. All subcontractors of Contractor shall be required to list the Town of Avon, its elected officials, officers, and employees as additional insured and 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 6 of 13 provide the appropriate certificate of insurance to Avon upon request. 9. RELEASE OF LIABILITY. Avon assumes no responsibility whatsoever for any non- municipal property placed in said Premises. Contractor hereby expressly releases discharges Avon from any and all liabilities for any loss, injury or damages to any person or property of Contractor, its employees, agents, concessionaires, performer, attendee, spectator, or other invitee that may be sustained by reason of the occupancy of the Premises under this Agreement, except for the negligent acts of Avon or its officers, agents, employees. In the event the Premises or any part thereof is damaged by fire or other natural causes or if for any other reason, including strikes, failure of utilities, which results in cancellation of the Events, or which in the judgment of the CASE Manager, renders the fulfillment of this Agreement by Avon impossible, Contractor hereby expressly releases and discharges Avon and its officers, agents and employees from any and all demands, claims, liabilities, and causes of actions arising from any of the causes aforesaid. Contractor assumes no responsibility whatsoever for any municipal property in said Premises. Avon hereby expressly releases discharges Contractor from any and all liabilities for any loss, injury or damages to any person or property of Avon, its employees, agents, concessionaires, performer, attendee, spectator, or other invitee that may be sustained by reason of the occupancy of the Premises under this Agreement, except for the negligent acts of Contractors or its officers, agents, employees. 10. EVENT CANCELLATION. The CASE Manager may cancel the Events, a single Event, if material terms of this Agreement are not substantially fulfilled in a timely manner which is foreseen to result in an event which may compromise public safety or which will negatively impact the reputation of the Town of Avon, or in the event of an unforeseen force majeure event. Should Avon deem any term or terms of this Agreement unfulfilled or in material breach, Avon shall give Contractor written notice and Contractor shall have five (5) business days (or such longer time as mutually agreed by the Parties) to cure such breach. Should Contractor cure, this Agreement shall continue in full force and effect. If Contractor cancels the Events, or if the Contractor is not able to cure and Avon elects to terminate the Events, then (A) Avon shall remit to Contractor all deposits less any Events related expenditure incurred by Avon; and (B) all funds provided by Avon for the Events shall be returned for Events which are cancelled and all such funds shall be provided to the other Party within thirty (30) days of the cancellation. Any funds not returned to and received by Avon shall bear interest at the rate set forth in Avon Municipal Code Chapter 3.32 – Interest on Past Due Accounts. Neither Party shall be liable to the other for any lost profits, lost revenues, consequential or special damages as a result of cancellation. Contractor will make best efforts to negotiate on behalf of Avon to ensure deposits are not unrecoverable. Avon shall be responsible for any and all non-refundable payments that have been made to or are required of performers, production staff and show related expenses to include but not limited to lodging, air and ground travel. 11. MUNICIPAL ADDENDUM. This Agreement is subject to the Municipal Addendum attached here to as ADDENDUM A: MUNICIPAL PROVISIONS and made part of this Agreement, the terms of which shall apply and supersede any conflicting term in the body of this Agreement. 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 7 of 13 12. NOTICES. Any notice to either Party under this Agreement shall be in writing and shall be sent to the addresses designated below. Notices by e-mail shall be deemed received when acknowledged by the recipient. Avon: Contractor: Peak Performances Inc. 440 D Street Golden, CO 80401 info@peakperformances.com Danita Dempsey, CASE Manager P.O. Box 975 100 Mikaela Way Avon, CO 80435 (970) 748-4065 ddempsey@avon.org IN WITNESS WHEREOF, the Parties hereto have executed this Agreement the day and year first above written. TOWN OF AVON By and Through the Mayor, Amy Phillips By: ________________________________________ Date: ________________ Amy Phillips, Mayor CONTRACTOR Peak Performances By:________________________________________ Date: __________________ [signature] Name: Michael O’Brien, CEO 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 8 of 13 ADDENDUM A: MUNICIPAL PROVISIONS. A.1. Addendum A Controls: In the event the terms and conditions of this Addendum A conflict in whole or in part with the terms and conditions of the Agreement, the terms and conditions of this Addendum A shall control. A.2. No Waiver of Governmental Immunity: Nothing in this Agreement shall be construed to waive, limit, or otherwise modify any governmental immunity that may be available by law to Avon, its officials, employees, contractors, or agents, or any other person acting on behalf of Avon and, in particular, governmental immunity afforded or available pursuant to the Colorado Governmental Immunity Act, Title 24, Article 10, Part 1 of the Colorado Revised Statutes. A.3. Affirmative Action: Contractor will not discriminate against any employee or sub- contractor for employment because of race, color, religion, sex or national origin. Contractor will take affirmative action to ensure applicants are employed, and employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. A.4. Article X, Section 20/TABOR: The Parties understand and acknowledge that Avon is subject to Article X, § 20 of the Colorado Constitution (“TABOR”). The Parties do not intend to violate the terms and requirements of TABOR by the execution of this Agreement. It is understood and agreed that this Agreement does not create a multi-fiscal year direct or indirect debt or obligation within the meaning of TABOR and, therefore, notwithstanding anything in this Agreement to the contrary, all payment obligations of Avon are expressly dependent and conditioned upon the continuing availability of funds beyond the term of the Avon’s current fiscal period ending upon the next succeeding December 31. Financial obligations of Avon payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available in accordance with the rules, regulations, and resolutions of Town of Avon, and other applicable law. Upon the failure to appropriate such funds, this Agreement shall be terminated. A.5. Employment of or Contracts with Illegal Aliens: Employment of or Contracts with Workers without authorization. This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a specific end product other than reports that are merely incidental to the performance of said work. This paragraph shall not apply to any services falling under the exceptions provided for in C.R.S. 8-17.5-101(b)(I)-(V). Contractor shall not knowingly employ or contract with a worker without authorization to perform work under this Agreement. Contractor shall not contract with a subcontractor that fails to certify that the subcontractor does not knowingly employ or contract with any workers without authorization. By entering into this Agreement, Contractor certifies as of the date of this Agreement it does not knowingly employ or contract with a worker without authorization who will perform work under the public contract for services and that the Contractor will participate in the e-verify program or department program in order to confirm the employment eligibility of all employees who are newly hired 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 9 of 13 for employment to perform work under the public contract for services. The Contractor is prohibited from using either the e-verify program or the department program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. If the Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with a worker without authorization, the Contractor shall be required to notify the subcontractor ad the Town within three (3) days that the Contractor has actual knowledge that a subcontractor is employing or contracting with a worker without authorization. The Contractor shall terminate the subcontract if the subcontractor does not stop employing or contracting with the worker without authorization within three (3) days of receiving the notice regarding Contractor’s actual knowledge. The Contractor shall not terminate the subcontract if, during such three days, the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with a worker without authorization. The Contractor is required to comply with any reasonable request made by the Department of Labor and Employment made in the course of an investigation undertaken to determine compliance with this provision and applicable state law. If the Contractor violates this provision, the Town may terminate this Agreement, and the Contractor may be liable for actual and/or consequential damages incurred by the Town, notwithstanding any limitation on such damages provided by such Agreement. A.6. No Waiver of Rights: A waiver by any Party to this Agreement of the breach of any term or provision of this Agreement shall not operate or be construed as a waiver of any subsequent breach by either Party. Avon’s approval or acceptance of, or payment for, services shall not be construed to operate as a waiver of any rights or benefits to be provided under this Agreement. No covenant or term of this Agreement shall be deemed to be waived by Avon except in writing. A.7. Binding Effect: The Parties agree that this Agreement, by its terms, shall be binding upon the successors, heirs, legal representatives, and assigns. A.8. Limitation of Damages: The Parties agree that Contractor’s remedies for any claims asserted against Avon shall be limited to proven direct damages in an amount to exceed amounts due under the Agreement and that Town shall not be liable for indirect, incidental, special, consequential or punitive damages, including but not limited to lost profits. A.9. No Third-Party Beneficiaries: Nothing contained in this Agreement is intended to or shall create a contractual relationship with cause of action in favor of, or claim for relief for, any third party, including any agent, sub-consultant or sub-contractor of Contractor. Absolutely no third-party beneficiaries are intended by this Agreement. Any third-party receiving a benefit from this Agreement is an incidental and unintended beneficiary only. A.10. Governing Law, Venue, and Enforcement: This Agreement shall be governed by and interpreted according to the law of the State of Colorado. Venue for any action arising under this Agreement shall be in the appropriate court for Eagle County, Colorado. To reduce the cost of dispute resolution and to expedite the resolution of disputes under this Agreement, the Parties hereby waive any and all right either may have to request a jury trial in any civil action relating primarily to the enforcement of this Agreement. The Parties agree that the 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 10 of 13 rule that ambiguities in a contract are to be construed against the drafting party shall not apply to the interpretation of this Agreement. If there is any conflict between the language of this Agreement and any exhibit or attachment, the language of this Agreement shall govern. A.11. Survival of Terms and Conditions: The Parties understand and agree that all terms and conditions of the Agreement that require continued performance, compliance, or effect beyond the termination date of the Agreement shall survive such termination date and shall be enforceable in the event of a failure to perform or comply. A.12. Assignment and Release: All or part of the rights, duties, obligations, responsibilities, or benefits set forth in this Agreement shall not be assigned by Contractor without the express written consent of Avon. Any written assignment shall expressly refer to this Agreement, specify the particular rights, duties, obligations, responsibilities, or benefits so assigned, and shall not be effective unless approved by Avon. No assignment shall release the Contractor from performance of any duty, obligation, or responsibility unless such release is clearly expressed in such written document of assignment. A.13. Severability: Invalidation of any of the provisions of this Agreement or any paragraph sentence, clause, phrase, or word herein or the application thereof in any given circumstance shall not affect the validity of any other provision of this Agreement. 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 11 of 13 EXHIBIT A: DESCRIPTION OF PREMISES Premise will include the Avon Performance Pavilion, including ingress and egress access through the old Town Hall parking lot, use of western portion of the old Town Hall parking lot, use of the green room, use of the cabin if available, location on the main athletic field for up to four (4) 10 x 10 tents (or equivalent square footage) for front of house production tent and merchandise. 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 12 of 13 EXHIBIT B: EVENT DESCRIPTION Contractor shall provide the following services described below for the production of live music performances for the AvonLIVE! free concert series: 1. Talent Buyer & Management - Contractor shall: 1.1. Secure appropriate artists bookings for the AvonLIVE! concert series in accordance with the budget. Avon will assist with identifying local and regional artists for the opening performers. Contractor shall coordinate with Avon on the selection of headlining performers. 1.2. Consult with the Town on the concert series budget and recommend adjustments as appropriate. 1.3. Promptly advise Town of talent opportunities which would require a budget increase for an Event. 1.4. Mike O’Brien or qualified designee will be onsite and able to assist Town of Avon staff during each Event. 1.5. Maintain appropriate books and records for inspection by Town if requested. 1.6. Provide all management, hospitality and oversight for all artists hired for the series including but not limited to: a. Contracting b. Rider fulfillment c. Backline d. Hospitality (Avon provides sponsor products to include canned water, beer, and wine.) e. Transportation f. Payment of talent fees for headliner and opening performers g. Lodging 2. Stage Production – Contractor shall: 2.1. Stage production premises is the Avon Performance Pavilion. 2.2. Opening talent should begin at approximately 6:00 p.m. and end at approximately 7:00 p.m. 2.3. Headlining talent should begin at approximately 7:30 p.m. and end at approximately 9:00 p.m. 2.4. Hard stop for all sound amplification is 9:00 p.m. unless otherwise approved by Town. 2.5. Arrange and provide for all stage production to including but not limited to: a. Lighting equipment, engineer, and staff b. Sound equipment, engineer, and staff, sufficient for an audience of 2,500 c. Trussing, if applicable d. Rigging, if applicable e. Backdrop, if applicable 3. Event Dates & Times: AvonLIVE! 3.1. All events are open to the public at 5:30 p.m. and close to the public at 9:15 p.m. a. Wednesday, June 11, 2025 (Battle of the Bands) b. Wednesday, June 18, 2025 2025 AvonLIVE! Concert Series Talent Agreement: Peak Performances, Inc. September 6, 2024 Page 13 of 13 c. Wednesday, June 25, 2025 d. Wednesday, July 9, 2025 e. Wednesday, July 16, 2025 f. Wednesday, July 23,2025 g. Wednesday, July 30, 2025 h. Wednesday, August 6, 2025 i. Wednesday, August 13, 2025 j. Wednesday, August 20, 2025 k. Wednesday, August 27, 2025 4. Budget: Contractor shall provide services described in accordance with the budget identified below. 4.1. Contractor shall consult with the Town if an adjustment is required. 4.2. Contractor shall maintain appropriate financial receipts, invoices, records, etc. for inspection by Town if requested. Food & Beverage Artist Hospitality $ 2,345.00 Avon provide canned water, beer and wine Sub-Total:2,345.00$ Audio Visual Sound 13,200.00$ Lights 17,600.00$ Backline 7,200.00$ Sub-Total:38,000.00$ Purchased & Other Contracted Services Talent Management Fee 16,380.00$ Minimum $1,125 for bands under $10K; $1,687 top end for bands at or over $10K Live Streaming 1,300.00$ Battle of the Bands Headlining Talent 120,000.00$ Opening Talent 21,500.00$ Talent Lodging: Headliner 6,000.00$ Talent Lodging: Opener 2,500.00$ Ground Transport 2,250.00$ Sub-Total:169,930.00$ Grand Total: 210,275.00$ AvonLIVE! 2025 Budget: 11 Shows 970-748-4013 idejong@avon.org TO: Honorable Mayor Amy Phillips and Council Members FROM: Ineke de Jong, Chief Administrative Officer RE: Proclamation Honoring High Five Access Media Day DATE: September 27, 2024 SUMMARY: The Town Council is asked to consider adopting the attached Proclamation supporting High Five Access Media Day. High Five Access Media is a nonprofit, noncommercial community access media center located in our Town. They serve Eagle County by providing video production education, access to professional equipment, and distribution of programming on local cable television on Comcast Channel 5, and across internet and social media platforms. In addition, they provide coverage of government proceedings, nonprofits, and community events. Their mission is to empower the local community, through media education and technology, to become civically engaged, express ideas, and advocate for causes. Board Members & Staff will attend Tuesday’s meeting to present more information and answer questions about High Five Access Media Day. Thank you, Ineke ATTACHMENTS: Attachment A: High Five Access Media Day Proclamation OFFICIAL PROCLAMATION TOWN OF AVON, COLORADO HONORING HIGH FIVE ACCESS MEDIA DAY WHEREAS, the sharing of ideas and information helps to empower the local community as well as build common understanding and common values within a community; and WHEREAS, community media organizations provide a means for diverse communities to tell their stories, hear each other’s stories, and create new stories together; and WHEREAS, community media organizations provide people with the skills necessary for the creation, sharing, and consumption of knowledge and ideas through media; and WHEREAS, community media is an important resource for participating in local democratic policy and processes; and WHEREAS, community media connects community organizations, schools, and local governments to their constituents so that they can become civically engaged, express ideas, and advocate for causes; and WHEREAS, in many communities, people are not aware of the diverse and valuable programming on public, education, and government access channels or community radio channels; and WHEREAS, communities will benefit from increased general awareness of, viewing audiences for, and creators of media content created by and for the community; WHERAS, High Five Access Media plays a vital role in the building our community by broadcasting local government meeting to locals, second-home owners and visitors alike as well as encouraging conversations about our common interests, increasing discourse around policy issues, fostering understanding of local cultures, broadcasting local events and sharing information to improve our lives. NOW, THEREFORE, LET IT BE KNOWN: The Town Council of the Town of Avon, Colorado, hereby proclaims Sunday, October 20, 2024 as High Five Access Media Day in our community and all people are hereby called upon to promote the importance of community media, training available at High Five Access Media, and programming available on channel 5. TOWN OF AVON BY: ATTEST: ________________________________ ____________________________________ Amy Phillips, Mayor Miguel Jauregui Casanueva, Town Clerk ATTACHMENT A Family Learning Center (FLC) FLC works in partnership with the community as a: •Nondenominational •Not for profit •Early childhood education center in Eagle County FLC provides: •Affordable, quality, care for children ages 8 weeks to 6 yrs. •Using developmentally appropriate practices •In a safe, healthy, and nurturing environment •Space for up to 123 students •FLC provides high quality care to some of Eagle County’s most at-risk youth and families. •FLC partners with funding opportunities through: •Colorado Childcare Assistance Program (CCAP) •Universal Preschool Program (UPK) •Sliding scale tuition plans •Offer 3 meals a day through child and adult care food program (CACFP) •Beginning in our infant rooms, all kids are taught and interact in both Spanish and English to prepare our children for a seamless transition to an ECSD Kindergarten Dual Language Program. Grants, donations, fundraising County & State Programs TUITIOn The Family Learning Center is the largest nonprofit early childhood education center in Eagle County •Majority of families and staff who attend FLC live in Eagle River Village & Lake Creek Village Housing areas in Edwards & Avon area •Families and staff live from West Vail to Gypsum •78% of children/families are English language learners •61% below CO State poverty line •Over 91% of our staff speak Spanish and English The Challenge Loss of lease on current building The Trifecta Housing Childcare Employment Building scope CURRENT BUILDING •12,000 square feet: •3 infant rooms •4 toddler rooms, •3 preschool rooms •infant/toddler gross motor skills room, art room •Commercial kitchen for food program •3 offices, curriculum/resource room, staff break room •3 playgrounds, blm access, garden space •Big room/auditorium How You Can Help: - Ideas for space - Out of the box thinking about possibilities offering new construction a waiver to include early childcare space to their plans - People to contact Thank you! From the entire FLC community (970) 748-4040 gdaly@avon.org TO: Honorable Mayor Philips and Avon Town Council members FROM: Chief Greg Daly RE: Recognition of Community Members/Organizations/ Businesses for Support of National Night Out DATE: October 8, 2024 SUMMARY: Honorable Mayor and Council, we are delighted to have the opportunity to present the Chiefs Community Partnership Award to community members, organizations, and businesses for their phenomenal support of our annual National Night Out activities in August. BACKGROUND: For the last seventeen (18) years, the Avon Police Department has participated annually (except for COVID) in National Night Out events with the Avon community on the first Tuesday of every August. This year, the department continued to host community parties in three neighborhoods: The Aspen’s Mobile Home Park, Eaglebend Apartments, and the O’Neil Spur Park in Wildridge. This event is significant in continuing to strengthen relationships between the Town of Avon, the Avon Police Department, and our community. It is also an opportunity to interact with neighbors, friends, and area first responders. National Night Out was developed with an emphasis on the vital importance of police -community partnerships and citizen involvement to reduce crime and improve neighborhood safety. The Avon Police Department has been successful in our National Night Out activities because of the generous giving of local businesses and community members. This year, Chief Daly and his team are honored to recognize several businesses and community members in front of the Avon Town Council for their continued support and/or significant giving over the last eighteen (18) years. Many other members of the community have supported National Night Out and our staff at the Avon Police Department wish to thank them as well. Tonight, we honor the following individuals and organizations. Not all of the mentioned individuals or organizations can attend tonight but we will ensure that they receive an Avon Police Department Chiefs Community Partnership Award on behalf of the Town of Avon. • Raya Pociute (Polar Star Property Manager) • Birch Barron - Director of Eagle County Emergency Management • Aspen House of Bounce- Eustolia Valadez • Antonio Perez (DJ) • Gretchen Pleshaw (DJ) • Omar Loya (DJ) Page 2 of 2 • Brian Nolan and Family • Staff at Blue Moose Pizza • R Farmers Market • Walmart (food and a community grant) • Menyi Juliana Erazo Ramirez (Volunteer) • Jose Martinez (Volunteer) • Mayra Parra (Volunteer) • Scarlett Torres (Volunteer) • Ximena Garcia (Volunteer) • Abril Antillon (Volunteer) • Patty and Allen Petersons cadre of volunteers (names to follow) • Aspens Mobile Home Park Staff We would also like to thank Eagle River Fire Engine 7 and Avon Public Operations staff for their assistance. Thank you, Chief Greg Daly ### 970-748-4065 ddempsey@avon.org TO: Honorable Mayor and Council members FROM: Danita Dempsey, CASE Manager RE: Concepts for Community Arts Center at the Old Fire Station 2025 Proposed CASE Budget DATE: October 1, 2024 SUMMARY: This report introduces the concept of repurposing the old fire station (“351”) into a community arts and cultural hub further connecting the Town’s culture and arts venues, existing programming, and future offerings into the community. There are numerous examples of communities who’ve repurposed buildings into vibrant arts space to include the Towns of Silverthorne, Telluride, Carbondale, Grand Junction, Salida, Breckenridge and Golden, to name a few. The concepts include 351 as a central spot where local artists and arts organizations can create without financial burden, exhibit, and sell their works, host educational workshops, and cultural organizations meetings, etc. A place which enriches the community through easily accessed discovery of the arts, fostering the caring support of the arts and the culture that grows around it. Staff is seeking direction on the initial concepts being presented and if pleasing to the Council, Staff will develop next steps to include drafting a Request for Proposal (“RFP”) to engage an architect to analyze the project, identify priorities and timelines, associated costs, and develop appropriate design phase plans. Additionally, this report provides a year-over-year comparison of the 2024 Adopted Budget and outlines the 2025 Proposed Budget for Council consideration. BACKGROUND: Avon leapt into the arts and culture arena in 2015 with the completion of the Avon Pavilion and expansion of its events portfolio to include multiple live music events, art festivals, cycling finishes, and other community gatherings. In February of 2019, Resolution 19-12 was approved by the Avon Town Council forming the Culture, Arts & Special Event (“CASE”) Committee whose purpose and duties include in part, to “…research and provide guidance and advice concerning development of the Cultural Plan for the Town.” In 2020 and beyond, the Town has made great strides towards culture and arts offerings with the addition of the (A) Art Around Avon rotating art program (B) installation of the Enjoy Life | Disfrute La Vida! and Queen of the Valley murals (C) installation of nine historical markers and (D) Painted Benches Project, to name a few projects. Additionally, in January of this year, the Town entered into a Rent Support Lease Agreement with the Vail Valley Art Guild (“VVAG”) to relocate their headquarters to a ground level commercial space in The Seasons in Avon and across from Town Hall. Over time, this strategic location will help activate the Main Street Mall and better facilitate community interest and involvement in the VVAG, and culture and arts in general. The Rent Support Agreement terminates December 31, 2026. The desired outcome is the Avon- based VVAG is better poised to play a key role in the development of a culturally diverse portfolio of offerings, increasing the social and economic vitality in Avon. Moreover, members of CASE, Vail Valley Art Guild and Staff conducted site visits with the towns of Silverthorne and Gand Lake earlier this spring with plans to visit the towns of Breckenridge, Salida, and Carbondale later this fall and/or spring 2025. The purpose of these site visits was to gather facility and programming information and conduct networking. Located in Tract G which has always been envisioned as dedicated public use that includes parks, recreation, civic and cultural activities; 351 is well positioned geographically flanked by Harry A. Nottingham Park, the Avon Recreation Center, and the Avon Library. And with approximately 15,000 square feet (about Page 2 of 10 half the area of a large mansion) of space, it is appropriately sized to serve as a launchpad to grow Avon’s arts and cultural efforts. The repurposing concepts imagine Avon in partnership with the Vail Valley Art Guild (“VVAG”) creating space for ceramics, woodworking, painting, small coffee shop with grab-n-go foods, hosting workshops of all kinds, art exhibits and a store front for local artist to sell their creations, etc. Currently, there is not another Town owned property or building where this facility is viable in the near term. As outlined in the 2024 General Government Department Goals, the La Zona project identified the 351 properties as an appropriate location for the development of a community event, gathering space, and art center. The conceptual uses for 351 are well aligned, bringing people together through arts capacity to tell a community’s shared story, inspire reflection and form connections. Ten years after the completion of the Avon Pavilion, the remodeling of 351 into an arts and culture-related center is timely, in step with Avon’s growing community and burgeoning culture and arts offerings, and overtime will increase the draw and attraction to Avon. 351 BUILDING SUMMARY & CONCEPTS: Over the past 30 days, Staff has presented to the citizens’ committees to include the (1) CASE Committee (2) Planning & Zoning Commission (3) Health & Recreation Committee and (4) Downtown Development Authority. The summarized feedback is provided and attached as Attachment A. The concepts for 351 are within the approved uses for funds generated by the DDA, such as “…public improvements that benefit the health, vitality and success of the Avon commercial core.” An investment in 351 will overtime stimulate economic growth, and inspire partnerships that improve vitality, enhance the fabric of our community, and build healthy connections. The conceptual uses are within the Public Facilities (“PF”) zoning list of allowed uses. The coffee shop/grab-n-go foods will function alongside other uses such as the gallery, exhibition space, and store. Therefore, Staff anticipates these are acceptable under the Accessory Use regulations of the Avon Development Code. The conceptual uses create new programming opportunities and increase accessibility for the Avon Recreation Department patrons such as youth and adult art, music, and culinary experiences. The building was vacated by the Eagle River Fire Protection District in 2017 and acquired by the Town of Avon. In the years since, the building has been used for short term housing for local business owners’ staff and more recently, as storage for event assets, Facilities and Public Operations Departments. The concept envisions the repurposing will have industrial finishes (exposed metal, wood, concrete, etc.) to help minimize cost. This is best visualized in the large bays with garage style doors, concrete floors, and exposed columns. There may be some exceptions, for example in the kitchen, where if culinary classes, demonstrations, etc., are offered there may be a need for commercial or residential finishes. There are currently approximately 30-75 parking stalls that could support this project (W. Benchmark Road, Rec. Center West, Old Town Halls, Lake Street). That said, parking in and around 351 is cramped and competitive to say the least, and a full parking analysis should be conducted during the planning phase. Full activation and programming concepts for use of the space are not fully fleshed out, however initial concepts include (1) in the two large bays: an art gallery/exhibit space, coffee shop/grab-n-go foods, store front selling local artists work (2) in the two small bays: woodworking and/or ceramics (3) individual art and music studios in the upstairs and/or downstairs bedrooms (4) office and meeting space for VVAG and other arts organizations in the conference room (5) special events, workshops, classes and gatherings in multiple Page 3 of 10 spaces. Staff can envision activating the outdoor space as well either as an extension of an indoor event or separately. The desired exterior design should include cheerful, colorful, and artsy applications indicative of what to expect inside the space; Image 1 below provides a visual illustration. The west facing façade is cluttered with utility infrastructure and requires thoughtful consideration during the planning process on alternative placement and/or design that allows this infrastructure to blend in as illustrated in Images 2 and 3 below. Image 1: Art Spot Image 2 Page 4 of 10 Image 3 1. EXTERIOR: The exterior façade is stucco and vertical wood siding and requires refreshing. The roof is in disrepair and in need of replacement. The landscaping on the east, west and north sides of the building needs cleaning up of debris, trimming of trees, and renewing. The trash enclosure on the south side of the building needs replacement and updating to accommodate for three product streams (landfill, compost and recycle) and easy access for servicing. 2. INTERIOR: 351 is approximately 15,000 square feet (about half the area of a large mansion) and houses the following number of room types in the building: 2-offices/reception, 14-bedrooms, 6-full baths, 2-½ baths, 1-kitchen/dining, 2-living room/common spaces, 1-laundry room, 1-conference room. The fire suppression system needs replacement/repair in certain areas of the first floor. A description of the exterior as well as a layout of the rooms on both the first and second floors and images for visual reference are provided and attached as Attachment B. PEER COMMUNITY SITE VISITS: Staff, members of the Town Council, CASE Committee and the VVAG conducted site visits to two peer communities (Silverthorne and Grand Lake) and attended the Colorado Creative Industries Summit in Pueblo, Colorado. The salient point resonating with the group is the importance of listening to and engaging the community, the authenticity of the offerings relating to “fit” for the community, and the repurposing of buildings. Based on peer community site visits, Staff believes a structure like the Town of Silverthorne’s “Art Spot Silverthorne Makerspace” is a good model to begin discussions. Therefore, a summary of our collective findings from the Town of Silverthorne is provided below with the Town of Grand Lake provided and attached as Attachment C. As well, Attachment B includes images from the peer community site visits. 1. TOWN OF SILVERTHORNE: In April of this year, Town Staff, members of the CASE Committee and the VVAG toured the Town of Silverthorne’s (1) Art Spot (2) Silverthorne Pavilion (3) and Silco Theatre, formerly the Lake Dillon Theater. a. Art Spot Silverthorne Makerspace: The Town of Silverthorne applied for and received a $300,000 grant from Colorado Creative Industries to remodel and equip their old fire station. The Art Spot opened in August of 2023 and is an unpretentious, welcoming, and colorful building which includes multiple spaces equipped with supplies for making art, teaching, learning, gathering, and celebrating. Page 5 of 10 i. Art Spot revenue streams include membership, daily admissions, rental fees, and a 20% commission on art sold in The Market. Current annual revenue stream is approximately $85,000. ii. The General Fund includes $100,000 per year for operations and expenses of the Art Spot. The Town Public Operations Department maintains the property. iii. The Art Spot features three (3) studio spaces available to local artists to rent. The Town of Silverthorne subsidizes 40% of the rental fee. Artists use these spaces as a store-front and/or workspace to create. iv. “The Market” is the store front selling works of Summit County based artists. The Market is operated by Town staff and open 6 days a week. v. Certified programming spaces include a woodshop (hand and power tools, etc.) and ceramics (8 pottery wheels, kiln, etc.) where the user is required to take the Art Spot provided/led certification prior to using the space. vi. The non-certified spaces where certification is not required include jewelry making, drawing, textiles, candle making, flower arranging, painting, 3-D printing, and much more. vii. Silverthorne Staff described the difference between certified and non-certified space as the latter being “dust-free.” b. Silco Theatre: The Silco Theatre is a beautiful venue built in 2019 for $9 million with the Town of Silverthorne providing $6M and the Lake Dillon Theater Company raising the additional $3M. i. The Town of Silverthorne subsidizes the Silco Theater $250,000 per year to help cover the cost of programming and events. ii. The Theatre revenue stream includes fund raising events, donations, sponsors, tickets, program fees, bar sales, and private rentals. iii. The Theater hosts a theatrical season which includes comedy, dramas, musicals, provocative theatre, concerts, and educational opportunities. iv. The Theater has multiple flex spaces which accommodate distinct types of seating based on performance type and number of tickets. c. Silverthorne Pavilion: Nestled adjacent to the Blue River and recreation pathways, the Silverthorne Pavilion hosts a multitude of weddings (over 200 weddings each year), concerts, theater, comedy, public and private meetings. i. The Pavilion grounds include cozy outdoor areas with seating and a fireplace. ii. The Pavilion indoor space includes a “ballroom” style room comfortably seating up to 250 guests, a balcony around the parameter, storage, and commissary. iii. The foyer includes a large entry way, a bar, and adjacent room for meetings, gatherings, etc. iv. The Pavilion is Town owned and operated. 2025 PROPOSED BUDGET& CALENDAR - Overall, the 2025 Proposed Budget reflects a net decrease of $31,686.34 representing a 3.5% net decrease. A detailed 2024 Adopted Budget vs 2025 Proposed Budget Comparison is provided and attached as Attachment D. The numbers provided in Attachment D do not include personnel costs, general operations (cell phones, meeting expense, dues, and memberships, etc.) and capital outlay (computers, furniture, etc.). Page 6 of 10 SPECIAL EVENTS: 1. There are two new event additions to the 2025 Proposed Budget and draft Special Event Calendar to include (1) Cars in the Park ($5,562.50), which is a collaboration between a third-party producer and the Town and (2) Avon Turkey Trot ($12,249.50). a. In 2023, the Vail Valley Foundation approached the Recreation Department requesting the Town assume operations of the YouthPower 365 Turkey Trot. The Town agreed and the Recreation Department will continue operations in 2024. b. In 2025, the event will transition to the Culture, Arts & Special Events division. The Avon Turkey Trot budget includes $6,000 of donations to YouthPower 365 derived from the projected registration revenue total of $12,000 and representing 50%. Therefore, the net expense of the Avon Turkey Trot is $249.50. 2. One third-party event has been discontinued, the Vail Valley Brew-Au, representing $22,000 of cash support and $4,320 of in-kind value. Staff have been closely monitoring the Vail Valley Brew- Au for the past three years. And the seventh annual event which took place on August 10, 2024, experienced a 47.67% decrease in attendance and 47.85% decrease in ticket sales. Therefore, Staff decided to discontinue the Vail Valley Brew-Au and communicated with the producer, Happy Hour Entertainment, who was understanding. Additionally, the draft 2025 Special Event Calendar includes hold dates for the addition of (1) a potential Bravo! performance (2) a single-day, third party produced ticketed concert as well as the (3) Cars in the Park and (4) Avon Turkey Trot. Please note the draft 2025 Special Event Calendar includes the (1) anticipated private rentals on page two and (2) Recreation Department outdoor programming/events on page three. The 2025 Special Event Calendar is provided as Attachment E. The details of the 2025 Proposed Budget are provided below, and Staff are happy to answer any questions Council members may have related to the 2025 Proposed Budget. 1. Fireworks in Avon: 2025 Proposed Budget decrease = ($5,334) representing 7.3%. a. The most impactful expense reductions are the anticipated cost of (1) chain-link fencing which decreased from $20,000 to $18,000 in 2025 (2) Audio Visual which decreased from $7,725 to $2,200 in 2025 and (3) Security which decreased from $6,025 to $5,000 in 2025. b. Slight increases in other line items account for the overall variance in savings of $8,550 such as materials and supplies, contracted services, and advertising. c. Background: i. The Town entered a new 3-year contract with Western Enterprises on January 9, 2024, for the Pyrotechnic Design and Production of both the Fireworks in Avon (“Winter display”) and Salute to the USA. ii. See “Salute to the USA” background below. 2. Egg Hunt: 2025 Proposed Budget increase = $2,490.50 representing 15%. a. The most impactful increases are in (1) materials and supplies for pre-stuffed plastic eggs from $3,400 to $4,200 and (2) advertising and promotions from $2,750 to $4,418 in 2025. Page 7 of 10 3. Town Clean Up & Sustainability Fair: Paid for out of the Bag Fund and therefore, not in the CASE 2025 Proposed Budget = $10,097 total expense. a. Background: This year there were 2,963 lbs. of electronic waste recycled, was well received by the community, and will continue in 2025 with funding coming from the Disposable Paper Bag Fund (“DPBF”). The event aligns with multiple criteria for use of DPBF funds to include but not limited to: i. “The paper bag fee is to be used exclusively for the following purposes: …(2) educating Town residents, businesses and guests about the impacts of waste on the Town's environmental health, the importance of reducing the number of disposable bags entering the waste stream, and the impact of disposable bags on the Town's waterways and the environment; (3) creating public educational campaigns to raise awareness about waste reduction and recycling; …(6) funding community cleanup or collection events and other activities to reduce waste…” 4. Salute to the USA: 2025 Proposed Budget decrease = ($4,008.75) representing 1.06%. a. The most impactful expense reductions are the anticipated cost of (1) overtime which decreased from $23,000 to $21,000 in 2025 (2) point of sale rental for bar operations which decreased from $3,150 to $0. b. Slight increases in other line items account for the overall variance in savings of $5,150 such as materials and supplies, contracted services, and advertising. c. Background: i. If the Town cancels the fireworks on July 3rd, the 30% of the purchase price cancellation fee can be applied to the Winter display (“Fireworks in Avon”) as an additional expenditure to the original purchase price for a larger display. ii. If the Town postpones the Winter display, the Town is required to reschedule the display for not later than the end of the Beaver Creek ski season for that year. If the Town does not reschedule before the end of the Beaver Creek ski season or completely cancels, the Town is responsible for the full purchase price of the Winter display. iii. The Town may cancel at the Town’s sole discretion due to (1) wildfire risk or for other reasons including but not limited to (2) inclement weather and (3) public health orders. d. A 2024 Salute to the USA event recap was provided at the September 10th, 2024, meeting of the Town Council. The report can be found beginning on page 101 of the Council Packet 9-10-2024. 5. SunsetLIVE! (15): 2025 Proposed Budget with an increase = $537 representing 1.52%. a. Approximately $2,392 per show in 2025 Proposed Budget for 15 concerts representing an overall increase of 1.52%. b. Background: In 2024, Staff proposed, and Council approved fifteen (15) concerts due to (1) addition of one FTE (2) Staff’s ability to execute a concert on the Sunday post Salute to the USA (3) the importance of activation over Independence Day holiday weekend (4) SunsetLIVE! has become a signature series and when possible, recommend not skipping the Sunday nearest the Independence Day holiday. 6. AvonLIVE! (11): 2025 Proposed Budget increase = $1,806.39 representing .64%. Page 8 of 10 a. Most impactful increases include (1) talent management from $15,750 to $16,380 in 2025 (2) resource recovery from $3,876 to $4,300 and (3) other miscellaneous expenses across multiple line items account for another $752. b. Approximately $25,807 per show in 2025 Proposed Budget for 11 concerts representing an overall increase of .64%. 7. Lakeside Cinema (8): 2025 Proposed Budget decrease = ($1,492.25) representing 5.25%. a. There is one less movie this year due to (1) the first Friday in July being July 4th and (2) Staff’s ability to execute the day after Salute to the USA. i. Most impactful decreases include a (1) reduction in number of films/studio rights with Criterion from $1,250 to $450 in 2025 (2) reduction in number of free bags of popcorn for attendees from $2,250 to $1,960 and (3) other miscellaneous expenses across multiple line items account for other $402.25. Also, a $523 increase in advertising. ii. Approximately $3,363.44 per show in 2025 Proposed Budget for 8 movies representing an overall increase of 6.58%. 8. Best of the West / Heart & Soul Festival: 2025 Proposed Budget decrease = $15,000. a. As stated in the Opening Comments, Town produced single-day ticketed music in on hold and primarily due to (1) budget constraints related to flat 2025 sales and accommodations tax projections and (2) the East Nottingham Improvements Project and completion of modular restrooms. b. Background: The 2024 Adopted Budget included $7,500 for each new brand to develop programming and budget for launch of the Best of the West in 2025 and re-launch of Heart and Soul Festival in 2025 or 2026. i. There was minimal creative development on the Best of the West logo which was halted until further notice. And the two ad buys completed for Best of the West in December this year, will be used for Fireworks in Avon. 9. Third-Party Producers: The 2025 Proposed Budget reflects providing cash funding to producers that were granted funding in years 2020 – 2024 with the exception of Man of the Cliff, which has been discontinued, and Vail Valley Brew-Au, addressed earlier in this report. There is a net decrease of $32,000 in cash contributions to third-party producers / contingency reduced from $10,000 in 2024 to $0 in 2025. a. Background: In 2024, a portion of the $10,000 in contingency funds were utilized to support the marketing and promotion of the AVID Dance performance at the Avon Pavilion on September 8th. 10. Concessions Revenue: We are close to having final gross and net revenue numbers, however, below is an estimate of gross revenue for each event or series: a. AvonLIVE! – Gross Revenue = $36,511.32 down from $45,274 last year representing 19.35% decrease. i. $30,636.81 in 2022 ii. $16,865 in 2021 b. Salute to the USA - Gross Revenue = $54,707 up from $51,465 last year representing a 6.7% increase. i. $28,388 in 2022 Page 9 of 10 ii. Flat revenue compared to 2021. ARTS & CULTURE: The 2025 Proposed Budget includes an increase = $44,250 representing 62%. While this increase is signification it is important to note in includes a (1) $50,000 National Endowment of the Arts contribution match of $50,000 (2) minimal increase of $2,650 for temporary art installation (Art Around Avon) and (3) decrease of ($8,400) for temporary / permanent installations (murals, benches, bronze). 1. Art Around Artist stipend for first year of exhibition which rotates in 2025 and on exhibit through May of 2027 (est. 23 pieces) = $20,700. 2. Large format mural = $25,000. a. Last year Town Council selected the Avon Elementary School from two identified locations, the other being the West facing exterior wall of The Seasons building and across Mikaela Way from the Library. This is the location we plan for the mural installation. 3. Addition of four (4) new painted benches = $5,200 4. Utilizing the empty aerosol cans from the mural installation at Avon Elementary, and in collaboration with the Art Guild at Avon, create a recycled art sculpture = $2,500 5. Relocate the bronze sculpture titled “Ollie” (skateboarder) currently located on the Main Street Mall = $900 6. Digital / printed mapping services, advertising, promotions, photography, and CAFÉ fees, etc. = $7,600 RECOMMENDATION: Staff believe we had another homerun this year and hit the bullseye with a community focused, full, and diverse calendar of events that utilizes our natural and built resources, was engaging, entertaining, and vibrant! We planned and executed a strategic line up which kept Avon competitive and recommend advancing the 2025 Proposed Budget and calendar of arts, culture, and special events. Furthermore, Staff recommends the 2025 Proposed Budget include $75,000 to engage an architect to begin the 351 design process. If there is a desire to move quicker, Staff recommends a placeholder of $2M in CIP Fund to begin the most critical structural needs such as replacing the roof and repairing and/or expanding the fire suppression system and work towards building out the space with industrial finishes in most spaces. FINANCIAL CONSIDERATIONS: If the initial concepts proposed within are pleasing to the Town Council, Staff will proceed with the next steps including (1) releasing an “RFP” to engage an architect to analyze the project, develop appropriate design phase plans, identify priorities and timelines, and associated costs (2) researching other communities art centers and programming (3) creating proforma analyzing projected expense and revenue generation and (4) explore grant opportunities to contribute to the repurposing and equipment costs. Thank you, Danita. Attachment A: Citizens Committees Feedback Summary Attachment B: 351 Concepts Culture & Arts Center Attachment C: Peer Community Site Visit – Town of Grand Lake Page 10 of 10 Attachment D: 2024 vs 2025 Proposed Budget Comparison Attachment E: 2025 Draft Special Event Calendar ATTACHMENT A Town of Avon Citizens Committees and Commissions 351 Concepts Presentation Summary Staff provided a written report and presentation to the Culture, Arts & Special Events (“CASE”) Committee, Planning & Zoning Commission (“P&Z”), Health & Recreation Committees (“H&R”) and Downtown Development Authority (“DDA”). Generally, all groups showed support and enthusiasm for the initial concepts. 1. CASE Committee – Available as Approved CASE Committee Meeting Minutes 8.15.2024. 2. Planning & Zoning Commission - During the September 9th meeting, Staff presented initial concepts for the repurposing of 351 into a Culture & Arts Center. A summary of the feedback includes: a. “We need to do something…” b. “Let the programming be organic…see what evolves.” c. “Go all in…” d. “Consider black box space that could be used for improv or theatre company…” e. “Who pays for tenant finishes?” f. “What is the lease/rent arrangement with Vail Valley Art Guild for this space?” a. Staff replied “…it’s too early to answer those questions as we are just in the concept phase...” 3. Health & Recreation Committee - During the September 10th meeting, Staff presented initial concepts for the repurposing of 351 into a Culture & Arts Center. A summary of the feedback includes: a. “Is there interest from or any engagement with the community in arts space?” a. Staff replied, “Yes, during the LaZona project presentations we heard from the community that space for an art center is desired…if this project is pleasing to the Council, we will engage with the community to solicit feedback…” b. “What about schools?” “Have we contacted schools to see if they can use the space?” a. Staff replied, “We have not yet contacted schools as these are just concepts not yet presented to Council for consideration.” c. “Where are the artists going to live?” “Wasn’t there discussion in the past that artists would live in this building?” a. Staff replied, “The thinking is that artists already live in the community…” and, b. Town Manager replied, “…yes there was that initial discussion however, the building code has changed a lot in the past 4 years due to having a new building official…” and “…stated that it’s up to Council to see what they would like to see or implement out of all the ideas we have collected.” d. “What’s the connection with recreation?” a. Staff replied, “We can see a connection to recreation through culinary programs and affordable art programs…” e. “Where is Vail Valley Art Guild located?” “When will there be a sign for Art Guild at Avon?” a. Staff replied, “…we are working with them to get a new permanent sign in place…” f. “Is the vision like Alpine Arts Center in Edwards?” a. Staff replied, “There may be similarities, and we want to consider what is offered in the community to avoid redundancy…” g. “Where did this concept come from?” a. Town Manager replied, “…first was a skate park plan to go there and there was a change in priority due to comparable size, and community interest. If we want an art space, we need inexpensive space and that is something we, Avon is lacking and zero spaces to be exact. Ideas and concepts will be considered when the council meets on October 8th, then we will bring in an architect. My biggest concern is that these projects are over budget, we need a workshop industrial space layout, and these renovations will cost millions of dollars. However, there is a future project with pedestrian mall and library coming this upcoming spring.” 4. Downtown Development Authority (“DDA”) Downtown Development Authority (“DDA”) During the September 16th meeting, Staff presented initial concepts for the repurposing of 351 into a Culture & Arts Center. A summary of the feedback includes: a. The Art Guild seems to be busy on the pedestrian mall and there is a lot of activity. b. Adding coffee or sandwich offerings will make it even more attractive. c. This fits in and is a complimentary piece to the civic core of town including the rec center and Town Hall municipal building. d. These are all the right things! e. Is the initial investment dependent on a business model of cashflow in the future? Is there a way to make this an entity that is cash flow positive? f. Should the Town look for third party providers to come operate this? g. Very generally, this is an appropriate concept for the area and attracts the summer interest for people to stop by and check it out. h. Having a financial plan will be important. i. The first step could be a feasibility study, more so than architectural design as nobody even knows what it will take to make the building functional. j. Board member Gregg Cooper asked for the business plan to be the first step, before doing a feasibility study or paying an architect. Culture & Arts Center Concepts August 19, 2024 Culture & Arts Center Concepts: 351 W. Benchmark Rd 8/19/2024 Danita Dempsey, CASE Manager ATTACHMENT B Old Fire Station: 351 Benchmark Road Ariel View Culture & Arts Center Concepts August 19, 2024 South Facing Facade Old Fire Station: 351 Benchmark Road Exterior West Facing Facade Culture & Arts Center Concepts August 19, 2024 North Facing Facade Old Fire Station: 351 Benchmark Road Exterior East Facing Facade Culture & Arts Center Concepts August 19, 2024 South Facing Facade Old Fire Station: 351 Benchmark Road Culture & Arts Center Concepts August 19, 2024 First Floor •Six (6) bedrooms. •Two (2) full baths, one (1) ½ bath (shower only). •One (1) conference room. •One (1) small office/reception area w/ storage closet, entry door. •One (1) larger open office space with storage closet and wet sink. •Two (2) small bays opening on the south side of the building. •Storage or other space behind the small bay on west side of the building. •Two (2) large bays opening on both the north and south sides of the building. •Storage or other space at base of steps to second floor, entry door. •Eight (8) bedrooms. •Four (4) full baths, one (1) ½ bath. •One (1) small living room/common space. •One (1) large living room/common space w/ kitchen and dining room. •One (1) laundry room (3 washer and 4 dryer outlets). •One (1) conference room, slightly below the second floor and separated by five to six steps up. •One (1) small hallway converted to a locker room. •Two (1) balconies connected to two different sets of bedrooms. Second Floor Old Fire Station: 351 Benchmark Road First Floor Full Bath Culture & Arts Center Concepts August 19, 2024 Large Bay Small Bay Open Office Old Fire Station: 351 Benchmark Road Second Floor Full Bath Culture & Arts Center Concepts August 19, 2024 Bedroom Kitchen Open Office Town of Silverthorne: Art Spot Silverthorne Makerspace The Market Culture & Arts Center Concepts August 19, 2024 Art Spot Culture & Arts Center Concepts August 19, 2024 Art Spot Makers Space: Certification Required Woodshop Ceramics / Pottery Culture & Arts Center Concepts August 19, 2024 Art Spot Makers Space: No Certification Drawing, Painting, Jewelry Making, Floral Arranging, etc. Culture & Arts Center Concepts August 19, 2024 Town of Silverthorne: Pavilion Weddings, Live Music, Film, Comedy Shows, etc. Culture & Arts Center Concepts August 19, 2024 Town of Silverthorne: Silco Theatre Dramas, Musicals, Concerts, Educational Opportunities, Comedy Shows, etc. Culture & Arts Center Concepts August 19, 2024 Town of Silverthorne: Silco Theatre Large Theatre | Multiple Seating Arrangements Small Theatre | Intimate Performances Culture & Arts Center Concepts August 19, 2024 Town of Grand Lake: Community House Historical Building (150 years) Theater for plays, concerts, art fairs, etc. Culture & Arts Center Concepts August 19, 2024 Town of Grand Lake: Rocky Mountain Folk School & Pavilion Folk School: Pottery, Boot Making, Chair Canning, Papermaking, etc. Pavilion: Bingo, Pumpkin Fest, Potlucks, Private Rental, etc. Culture & Arts Center Concepts August 19, 2024 Town of Grand Lake: Grand Lake Center Gymnasium: Theater, Pickle Ball, Private Rental, etc. Classroom Converted to Exercise Equipment Culture & Arts Center Concepts August 19, 2024 Town of Grand Lake: Grand Lake Center Classroom Converted: Meeting Space, Private Rentals, etc. Classrooms Converted: Daycare, Youth Hangout 970-748-4065 ddempsey@avon.org ATTACHMENT C PEER COMMUNITY SITE VISIT 1. TOWN OF GRAND LAKE: In May of this year, a site visit included a tour of the (1) 150-year-old Community House (2) covered outdoor Pavilion (3) Rocky Mountain Folk School offering “…western cowboy artisan crafts…” and (4) Grand Lake Center is a repurposed elementary school which the Town acquired from the School District for $10. The Town of Grand Lake became a Creative District in 2018 after eight different non-profit organizations came together to submit the application. The Town contributes $100,000 to the Creative District, which serves as a backstop to cover the cost of production. The local Chamber produces or hires producers for event production/activation. a. Community House: The historic building hosts community theatre on the small indoor stage which through Colorado Creative Industries grant for $136,000, recently updated the lights and sound equipment. i. The local theatre company has a 20–30-year lease for the three main spaces in the Community House. ii. An Art Fair is held in the building and on the grounds, and smaller spaces are used for piano or dance lessons, rehearsal space and the like. iii. The space is also available for private rentals. b. Pavilion: Outdoor covered pavilion with multiple large picnic tables, canvas roll up “walls” and festoon style lighting. i. Regular programming and a dynamic aspect to the space and for the community c. Grand Lake Center: In 2011, the Grand Lake Elementary School ceased operations. The School, purchased by the Town in 2015 and reopened in 2016 as the Grand Lake Center. i. A 22,000 square foot multi-purpose center for the community offering year-round activities for all ages featuring a fully equipped fitness center, indoor gymnasium with basketball/pickleball courts, youth programs and camps, business services, meeting, and event space. ii. Revenue streams include general funds, fitness membership, daily admissions, rental fees. iii. The Public Operations Department maintains the property and helps with setting up events. d. Rocky Mountain Folk School: The Folk School is located in a Town owned building with a rich history. i. The Folk School, which offers skill-based arts and crafts, opened in spring of 2022 to help the community further its creative vibrancy and economic development year-round. ii. The Town covers the cost of programming through the general fund and grants. Adopted 2025: PROPOSED $1,020,517.25 Adopted 2025: PROPOSED $148,671.00 Adopted 2025: PROPOSED $871,846.25 Adopted 2024: ADOPTED $1,030,753.59 Adopted 2024: ADOPTED $127,221.00 Adopted 2024: ADOPTED $903,532.59 Difference -$10,236.34 Difference $21,450.00 Difference -$31,686.34 3.5% net decrease TOWN PRODUCED EVENTS TOTALS TOWN PRODUCED EVENTS TOTALS Variance Percentage of Change Winter Fireworks 72,663.00$ Winter Fireworks 67,329.00$ (5,334.00)$ 7.3% Decrease Egg Hunt 16,192.50$ Egg Hunt 18,683.00$ 2,490.50$ 15% Increase Town Clean Up & Sustainability Fair -$ Town Clean Up & Sustainability Fair -$ -$ Flat Best of the West 7,500.00$ Best of the West -$ (7,500.00)$ 100% Decrease AvonLIVE! (11)282,070.61$ AvonLIVE! (11)283,877.00$ 1,806.39$ .64% Increase SunsetLIVE! (14)35,342.50$ SunsetLIVE! (14)35,880.00$ 537.50$ 1.52% Increase Salute to the USA 379,563.75$ Salute to the USA 375,555.00$ (4,008.75)$ 1.06% Decrease Lakeside Cinema (9)28,399.50$ Lakeside Cinema (9)26,907.25$ (1,492.25)$ 5.25% Decrease Cars in the Park -$ Cars in the Park 5,562.50$ 5,562.50$ 100% Increase Paddle Battles 12,087.50$ Paddle Battlles 11,535.00$ (552.50)$ 4.57% Decrease Sunset SUP Race (2)-$ Sunset SUP Race (2)-$ -$ Discontinued Summer's End -$ Summer's End -$ -$ Discontinued Community Picnic 21,784.23$ Community Picnic 24,039.00$ 2,254.77$ 10.35% Increase Turkey Trot -$ Turkey Trot 12,249.50$ 12,249.50$ 100% Increase Heart & Soul Festival 7,500.00$ Heart & Soul Festival -$ (7,500.00)$ 100% Decrease General Advertising 11,000.00$ General Advertising -$ (11,000.00)$ 100% Decrease TOWN PRODUCED EVENTS TOTAL:$874,103.59 TOWN PRODUCED EVENTS TOTAL:$861,617.25 (12,486.34)$ 14.3% Overall Decrease THIRD PARTY PRODUCED TOTALS THIRD PARTY PRODUCED TOTALS Variance Percentage of Change Ultimate Apres Avon -$ Ultimate Apres Avon -$ -$ Discontinued Pride in the Park -$ Pride in the Park -$ Vail Valley Lacrosse -$ Vail Valley Lacrosse -$ -$ Vail Valley Brew-Au'22,000.00$ Vail Valley Brew-Au'-$ (22,000.00)$ 100% Decrease Xterra USA Championships -$ Xterra USA Championships -$ -$ Discountinued Dancing in the Park 40,000.00$ Dancing in the Park 40,000.00$ -$ Flat Avon Art Celebration 3,000.00$ Avon Art Celebration 3,000.00$ -$ 66% Increase Vail Valley Soccer Cup -$ Vail Valley Soccer Cup -$ -$ Flat Man of the Cliff 10,000.00$ Man of the Cliff -$ (10,000.00)$ 100% Decrease Contingency 10,000.00$ Contingency -$ (10,000.00)$ 100% Decrease TOTAL THIRD PARTY & CONTINGENCY:85,000.00$ TOTAL THIRD PARTY & CONTINGENCY:43,000.00$ (42,000.00)$ 49.4% Decrease CULTURE, ARTS & ACTIVITIES TOTALS CULTURE, ARTS & ACTIVITIES TOTALS Variance Percentage of Change Temp. Art Installations 22,050.00$ Temp. Art Installations 24,700.00$ 2,650.00$ 12% Increase Temp. and/or Permanent Art Installation 49,600.00$ Temp. and/or Permanent Art Installation 41,200.00$ (8,400.00)$ 17% Decrease Grant Match -$ Grant Match 50,000.00$ 50,000.00$ 100% Increase TOTAL ART INSTALLATIONS:71,650.00$ TOTAL ART INSTALLATIONS:115,900.00$ 44,250.00$ 62% Increase GRAND TOTAL:$1,030,753.59 GRAND TOTAL:$1,020,517.25 (10,236.34)$ .02% Overall Increase EVENT SPONSORSHIP TOTALS EVENT SPONSORSHIP TOTALS Variance Percentage of Change Salute to the USA 10,000.00$ Community Events 3,333.33$ (6,666.67)$ AvonLIVE! Series -$ Firework Events 3,333.33$ 3,333.33$ Best of the West -$ Live Music Events 3,333.33$ 3,333.33$ Summer's End -$ -$ -$ Heart & Soul -$ -$ -$ Sub -Total:10,000.00$ Sub -Total:10,000.00$ -$ 0% EVENT CONCESSIONS EVENT CONCESSIONS Variance Percentage of Change Gross AvonLIVE! 43,131.00$ Gross AvonLIVE! 43,131.00$ -$ Flat Gross Salute to the USA 51,000.00$ Gross Salute to the USA 51,000.00$ -$ Flat Summer's End -$ Summer's End -$ -$ Heart & Soul -$ Heart & Soul -$ -$ Sub -Total:94,131.00$ Sub -Total:94,131.00$ -$ 0% TURN-KEY PERMITS TURN-KEY PERMITS Variance Percentage of Change Other TBD 1,500.00$ Other TBD 1,500.00$ -$ Flat Sub-Total:1,500.00$ Sub-Total:1,500.00$ -$ 0% SPECIAL EVENT FEES SPECIAL EVENT FEES Variance Percentage of Change Vendor Fees: Salute 9,350.00$ Vendor Fees: Salute 15,900.00$ 6,550.00$ 70% Increase Vendor Fees: Avon Live 4,000.00$ Vendor Fees: Avon Live 8,700.00$ 4,700.00$ 117% Increase Vendor Fees: Summer's End -$ Vendor Fees: Summer's End -$ -$ Vendor Fees: Heart & Soul -$ Vendor Fees: Heart & Soul -$ -$ Bridge Banner Fees -$ Bridge Banner Fees -$ -$ Sound Permits 100.00$ Sound Permits 100.00$ -$ Flat Paddle Battle Registration Fees 400.00$ Paddle Battle Registration Fees 400.00$ -$ Flat Turkey Trot Registration Fees -$ Turkey Trot Registration Fees 12,000.00$ 12,000.00$ 100% Increase SunsetSUP Registration Fees -$ SunsetSUP Registration Fees -$ -$ Sub -Total:13,850.00$ Sub -Total:37,100.00$ 23,250.00$ 153% Increase SPECIAL EVENT ADMISSION FEES SPECIAL EVENT ADMISSION FEES Variance Percentage of Change Ultimate Apres Avon -$ Ultimate Apres Avon -$ -$ Vail Valley Brew Fest 1,800.00$ Vail Valley Brew Fest -$ (1,800.00)$ Sub-Total:1,800.00$ Sub-Total:-$ (1,800.00)$ 100% Decrease MOBILE VENDORS MOBILE VENDORS Variance Percentage of Change Food Truck Program 700.00$ Food Truck Program 700.00$ -$ Flat Sub-Total:700.00$ Sub-Total:700.00$ -$ 0% PAVILION RENTAL $5,000 PAVILION RENTAL $5,000 Variance Percentage of Change Sub-Total:$5,000 Sub-Total:$5,000 -$ 0% FIELD RENTAL $240 FIELD RENTAL $240 Variance Percentage of Change Sub-Total:$240 Sub-Total:$240 -$ 0% TOTAL PROJECTED REVENUE:127,221.00$ TOTAL PROJECTED REVENUE:148,671.00$ 21,450.00$ 16.86% Increase 2024 BUDGET EXPENSE: ADOPTED 2025 BUDGET EXPENSE: PROPOSED 2024 BUDGET REVENUE: ADOPTED 2025 BUDGET REVENUE: PROPOSED 2024 VS 2025 BUDGET COMPARISON ATTACHMENT D 2024 VS 2025 BUDGET COMPARISION SUMMARY: 9.27.2024 GROSS EXPENSE GROSS REVENUE NET ATTACHMENT E Draft 2025 Events Calendar January February March Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 23 24 25 26 27 28 29 30 31 April M May June Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 27 28 29 30 25 26 27 28 29 30 31 29 30 July August S September Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 1 2 3 4 5 6 6 7 8 9 10 11 12 3 4 5 6 7 8 9 7 8 9 10 11 12 13 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 15 16 17 18 19 20 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 27 28 29 30 31 24 25 26 27 28 29 30 28 29 30 31 October November December Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 30 Event Type Legend Music Education Hold Private Rental / APP Arts, Culture & Culinary MSM Activation Participatory & Athletic Field Maintenance 2+ colors for multiple Events/Venues Event: Dates, Names & Venue Details JANUARY January 18 | Fireworks in Avon A April April 19 | Egg Hunt UF. MAY May 21 | Town Clean Up & Sustainability Fair A May 25 | SunsetLIVE! T JUNE June 1, 8, 15, 22, 29 | SunsetLIVE! T June 14 | Pride in the Park** P, UF June 26 | Bravo! **P, UF HOLD June 11, 18, 25 | AvonLIVE! P, UF June 17 - 19 | Lacrosse** LF JULY July 3 | Salute to the USA P, A, UF, LF, T July 9, 16, 23, 30 | AvonLIVE! P, UF July 12 | Triple Bypass** UF, A July 24 - 27 | Avon Arts Celebration**UF Load the 24th July 6, 13, 20, 27 | SunsetLIVE! T July 11, 18, 25 | LS Cinema P, UF July 19 | CO Disc Dogs** UF July 31 | Dancing in the Park** P, UF AUGUST August 1, 8, 15, 22, 29 | LS Cinema P August 3, 10, 17, 24, 31 | SunsetLIVE! T August 9 | Open Water Swim Champ NB, NL August 31 | Paddle BattlesNB, NL August 2, 9,16 | HOLD August 6, 13, 20, 27 | AvonLIVE! P, UF August 23 | Cars in the Park** UF, P SEPTEMBER September 6 or 7 | AVID Dance** UF, P, T, GR HOLD September 11 | Community Picnic UF OCTOBER October 3 -5 | Vail Valley Soccer Tournament** UF, LF October 25 | Polar Plunge NL, T NOVEMBER November 20 | Turkey Trot TR, UF, P Venue Legend Main Street Mall | MSM Pavilion | P Terrace | T All-town | A Trails | TR Lower Rec Field | LF Upper Rec Field | UF Nottingham Lake | NL Nottingham Beach | NB 2025 Private Rentals Calendar January February March Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 23 24 25 26 27 28 29 30 31 April M May June Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 27 28 29 30 25 26 27 28 29 30 31 29 30 July August S September Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 1 2 3 4 5 6 6 7 8 9 10 11 12 3 4 5 6 7 8 9 7 8 9 10 11 12 13 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 15 16 17 18 19 20 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 27 28 29 30 31 24 25 26 27 28 29 30 28 29 30 31 October November December Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 30 Event: Dates, Names & Venue Details PENDING: NO PAVILION RENTALS APRIL 2025 THROUGH SEPTEMBER EAST NOTTINGHAM IMPROVEMENTS: MODULAR BATHROOMS MAY May 28 | BCMS Continuation Ceremony P, UF May 30 | EFEC P, UF JUNE JULY July 19 | Colorado Disc Dogs UF July 21, 22, 24, 25 | High Five Media – Summer Camp GR August August 5 - 30 (T, W, TH, SAT) | Vail Valley Soccer Practices & Games LF September September 2 - 30 (T, W, TH, SAT) | Vail Valley Soccer Practices & Games LF September 3 | Town of Avon Staff Picnic P, UF, T October October 1 - 31 (T, W, TH, SAT) | Vail Valley Soccer Practices & Games LF Venue Legend Main Street Mall | MSM Pavilion | P Terrace | T All-town | A Trails | TR Lower Rec Field | LF Upper Rec Field | UF Nottingham Lake | NL Nottingham Beach | NB 2025 Recreation Events Calendar January February March Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 23 24 25 26 27 28 29 30 31 April M May June Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 27 28 29 30 25 26 27 28 29 30 31 29 30 July August S September Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 1 2 3 4 5 6 6 7 8 9 10 11 12 3 4 5 6 7 8 9 7 8 9 10 11 12 13 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 15 16 17 18 19 20 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 27 28 29 30 31 24 25 26 27 28 29 30 28 29 30 31 October November December Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 30 Event: Dates, Names & Venue Details JUNE June 9, 16, 23, 30 | Therapeutic Yoga in the Park T June 12, 19, 26 | OW Swim NB, NL June 16, 23, 30 | Dunk-N-Dash NB, NL, TR June 12, 19, 26 | Youth Yoga in the Park T June 14 | Super Dad 2K Run/Walk TR June 21, 28 | Stiff People Yoga in the Park RECLAWN June 25 | Kickball League LF JULY July 5, 19, 26 | Stiff People Yoga in the Park RECLAWN July 7, 14, 21, 28 | Dunk-N-Dash NB, NL, TR July 9, 16, 23, 30 | Kickball League LF July 7, 14, 21, 28 | Therapeutic Yoga in the Park T July 8, 15, 22, 29 | Sand Volleyball NB July 10, 17, 24, 31 | OW Swim NL, N AUGUST August 2 | Kickball Playoffs LF August 4, 11, 18, 25 | Therapeutic Yoga in the Park T August 5, 12, 19 | Sand Volleyball NB August 9 | Open Water Swim Champ NB, NL August 2, 9, 16, 23, 30 | Stiff People Yoga in the Park RECLAWN August 4 | Dunk-N-Dash NB, NL August 7 | OW Swim NL, NB August 11 | Dunk-N-Dash Champs NB, NL SEPTEMBER OCTOBER October 18 | Pumpkin 2K Fun Run TR Venue Legend Main Street Mall | MSM Pavilion | P Terrace | T All-town | A Trails | TR Lower Rec Field | LF Upper Rec Field | UF Nottingham Lake | NL Nottingham Beach | NB (970) 748-4087 ewood@avon.org TO: Honorable Mayor Amy Phillips and Council members FROM: Elizabeth Wood, Communications & Marketing Manager RE: Community Survey Results DATE: September 19, 2024 SUMMARY: The 2024 Avon Community Survey was available from July 8 – August 20, 2024. The purpose of the survey was to gauge opinion regarding services, activities, and policy direction of the Town. A Work Session was held with the Avon Town Council on March 26th to review survey questions and create a survey draft. That draft was issued to a small focus group of six individuals and their feedback was used to refine a final draft of the survey. SURVEY INSTRUMENT: The Town partnered with Intercept Insight to create the survey, which included both multiple choice and open-ended questions about potential policy and Town services. The survey was about 35 questions, with responsive options that asked different questions depending on how the previous question was answered. The survey took approximately 15-20 minutes to complete and was offered in English and Spanish. The survey was structured to ask (1) demographic questions, (2) satisfaction of Town’s basic services which will reoccur on each survey to develop trend data, and (3) specific policy questions which are intended to provide guidance on pending policies, programs and strategies of the Town. Additionally, each departmental section also included the opportunity for open-ended responses. The complete report from Intercept Insight is included as Attachment A. DISTRIBUTION METHOD & MARKETING: The survey was available online and marketed using a variety of techniques. Press releases were sent to the Town’s general information and business lists reaching over 3,500 individuals. Information about the survey was included in the July and August newsletters which reach approximately 2,500 people. Additionally, print and digital marketing campaigns in the Vail Daily were conducted in two languages over eight weeks. Social media campaigns were also conducted during the same time frame, reaching 23,628 people and creating 1,124 post engagements. A radio campaign was conducted on KZYR and Always Mountain Time, including two interviews about the importance of the survey. Postcard mailers (3,588) were sent to all registered Avon voters and property owners. Several prize incentives were advertised with survey marketing. Swag bag prizes were drawn each Friday the survey was open, offering six prizes total. The overall marketing for the survey cost approximately $11,230. Prize incentives cost an additional $3,750. The survey was completed by 1,021 people. Forty-nine (49) percent of those surveyed identified as full- time Avon residents. Over 72 percent of respondents own their home. The top three neighborhood response rates came from Wildridge, West Avon (valley floor west of Avon Elementary/Sunridge), Hurd Lane/Eaglebend Drive, and East Avon (valley floor east of Avon Road). Page 2 of 20 Print and Digital Vail Daily Ads: Page 3 of 20 Printed Mailer: Social Media Content Examples: FINANCIAL CONSIDERATIONS: The total approximate cost of the survey was $22,119. The cost breakdown is outlined below. Survey Design and Results Summary – Intercept Insight $6,000 Marketing – Print, digital, social, radio (2 languages) $11,233 Prizes and Incentives $3,750 Postcard Mailer $2,086 TOTAL SURVEY COST $23,069 Page 4 of 20 Avon Community Survey Results Demographic Questions In which neighborhood do you reside? • Wildridge & Wildwood: 189 (30%) • West Avon (valley floor west of Avon Elementary – Sunridge/Aspens/Liftview): 83 (13%) • East Core (valley floor east of Avon Road – Chapel Square): 76 (12%) • Hurd Lane/Eaglebend: 73 (12%) • Town Core Area (between Avon Road an Avon Rec Center): 64 (10%) • Nottingham Park/Lake Area: 60 (10%) • Northside – Metcalf and Nottingham Roads: 54 (9%) • Village at Avon, Piedmont, Buffalo Ridge: 21 (3%) • Mountain Star: 7 (1%) Do you own or rent your residence? • Own: 452 (72%) • Rent: 176 (28%) Fu l l ti m e r e s i d e n t Pa r t t i m e r e s i d e n t Em p l o y e d i n A v o n Li v e i n A v o n , wo r k r e m o t e Li v e i n E a g l e V a i l Bus i n e s s / c o m m e r c i a l pr o p e r t y o w n e r Li v e / W o r k i n Ea g l e C o u n t y Vi s i t o r / g u e s t La n d l o r d / r e n t a l pr o p e r t y o w n e r i n A v o n Page 5 of 20 Policy Questions Do you support Avon’s continued prioritization of the Eagle County Climate Action Plan? • Yes: 608 (60%); No: 96 (9%); Not Sure 317 (31%) Car Sharing Would you consider using the car share program for your transportation needs? • Definitely WILL NOT use: 304 (30%) • Probably WILL NOT use: 442 (43%) • Probably WILL use 185: (18%) • Definitely WILL use 90: (9%) Page 6 of 20 If you were to use the car share program, how often do you anticipate using this service? • Daily: 53 (7%) • Weekly: 89 (12%) • Monthly: 64 (9%) • A few times a year: 206 (29%) • Rarely: 305 (43%) For what distance would you typically use the car share service? • Less than 10 miles: 294 (41%) • 11-20 miles: 214 (30%) • 20-50 miles: 132 (18%) • 50-200 miles: 77 (11%) Composting Are you interested in participating in a Residential Composting Pilot Program? • Not at all interested: 185 (18%) • Slightly interested: 185 (18%) • Somewhat interested: 241 (24%) • Very interested: 341 (33%) • I already compost: 69 (7%) Energy Audit and Electrification Education Are you interested in having an energy audit done and making energy improvements to your home in the next 5 years? • Yes: 274 (61%) • No: 178 (39%) Would you be interested in considering electrifying your heating and water heating systems? • Yes: 146 (32%) • Maybe: 162 (36%) • No: 144 (32%) Are you interested in learning more about energy rebates? (provide email; 154 emails collected) • Yes: 183 (41%) • No: 264 (59%) Page 7 of 20 Sustainability Comments Summarized Pollution and Waste Management: Many comments express frustration about pollution, litter, and inadequate waste management. There are concerns about the effectiveness of recycling programs and the issues with plastic bag bans leading to more trash in public areas. Sustainability Practices: Several commenters suggest improvements in sustainability efforts, such as better composting, recycling at public events, and increased use of renewable energy. There are also calls for better community education on these issues. Electric Vehicles and Energy: Some people are interested in electric vehicles and renewable energy but face obstacles like high costs for home upgrades and insufficient charging infrastructure. There are also concerns about the environmental impact of battery production. Public Services and Infrastructure: Comments suggest expanding public transportation options, improving bike paths, and enhancing waste management services. There's a call for more recycling bins and better maintenance of public spaces. Development and Environmental Impact: There are concerns about overdevelopment harming the environment and calls for halting growth to preserve natural areas. Mobility Do you use the free town bus? • No: 518 (51%) • Yes – both winter and summer: 315 (31%) • Yes – Summer only: 19 (2%) • Yes – Winter only: 169 (17%) Please rate your satisfaction with the Town of Avon buses in the following areas (scale: 1-100): • Cleanliness of the bus stops: 73 • Cleanliness of the busses: 76 • Connectivity of routes with regional transit: 69 • Ease of access of transit route and schedule: 68 • Frequency of red/blue routes: 68 • Frequency of skier express shuttle: 69 • Friendliness of staff: 76 • Routes make sense: 69 Page 8 of 20 Please rate your satisfaction with pedestrian safety in the following areas (scale: 1-100): • Overall pedestrian safety: 59 • Safety on roads: 56 • Safety in/near roundabouts: 49 How safe do you feel biking in Avon? (scale: 1-100): 54 Do you feel Avon needs regulations on e-bikes (including more dismount zones or speed limits)? • Yes: 521 (51%) • No: 500 (49%) Ro u t e s a r e n ’ t c o n v e n i e n t I n e e d m y c a r f o r w o r k La y o v e r i s t o o l o n g In s u f f i c i e n t f r e q u e n c y No t av a i l a b l e i n my n e i g h b o r h o o d I b i k e o r c a r p o o l t o w o r k Ot h e r Page 9 of 20 Mobility Comments Summarized Paid Parking Issues: Many residents find the paid parking system confusing, inconvenient, and unfair, especially for locals. They argue it drives people away from local businesses, is expensive, and that the system is poorly managed and executed. Parking Concerns: There is a significant demand for more free and accessible parking, especially for locals. Comments suggest that parking should be easier to find, less expensive, or free altogether, particularly in high-use areas like around Nottingham Park and the rec center. Traffic Safety and Infrastructure: Safety issues around roundabouts and pedestrian crossings are a major concern. Suggestions include improved signage, more crosswalks with safety features like flashing lights, and better visibility. There are also calls for more bike lanes and safer pathways for e-bikes and pedestrians. Public Transportation: Residents are asking for improved public transit options, including more frequent buses and better connectivity to key locations like Beaver Creek Village and Wildridge. Some also suggest a ride-share program to enhance convenience. Local vs. Tourist Needs: There is frustration over prioritizing tourists over locals. Some residents feel that the needs of the local community should be given more attention, with better parking and transit options provided for them. General Community Feedback: Residents appreciate efforts to gather information and feedback but stress that changes should address their concerns and needs. There is a call for more transparency and effective communication from town officials. Police Questions Rate your satisfaction with the Avon Police Department in the following areas (scale: 1-100): • Professionalism: 74 • Traffic Safety: 68 • Community Engagement: 70 Do you feel safer or less safe in Avon over the past three years? • Much safer: 82 (8%) • Somewhat safer: 142 (14%) • About the same: 632 (62%) • Less safe: 135 (13%) • Much less safe: 30 (3%) Page 10 of 20 Police Comments Summarized Mixed Feelings on Enforcement: Some residents criticize the PD for being overly aggressive with ticketing, particularly for minor infractions, while others appreciate their responsiveness and professionalism in serious situations. Visibility and Community Engagement: Many express a desire for more police presence in neighborhoods and public areas, especially to deter speeding and improve safety. Positive interactions with officers, especially in schools, are noted as beneficial. Calls for Improved Traffic Enforcement: Numerous comments emphasize the need for better enforcement of traffic laws, particularly regarding speeding, e-bikes, and parking violations. Concerns About Homelessness and Crime: Several commenters raise issues related to homelessness and increasing crime, advocating for more proactive measures from the PD. Appreciation for Leadership and Professionalism: There are commendations for the PD’s leadership and overall professionalism, with many noting improvements over the years. Desire for Better Communication: Some residents feel disconnected from the police, suggesting more outreach and visibility could enhance community relations. Critiques of Specific Officers: A few comments mention negative experiences with specific officers, citing rudeness and unprofessionalism, contrasting with generally positive experiences reported by others Public Works Please rate your level of satisfaction with services and/or maintenance in the following areas (scale: 1-100): • Snow removal: 69 • Roads/Streets: 58 • Paths & Trails: 66 • Mowing: 71 • Cinder clean up: 68 Public Works Comments Summarized Construction Delays: Many residents are frustrated with the slow progress of construction projects, particularly near the Shell station and around the Post Office. Road Maintenance: There are numerous complaints about potholes, crumbling roads, and the need for crack sealing and overlays, especially in Wildridge and around the Post Office. Page 11 of 20 Trash and Cleanliness: Increased litter, especially during busy summer months, is a significant concern. Suggestions include more frequent trash pickups and better management of trash in parks and along trails. Snow Removal: Residents express dissatisfaction with snow removal efforts, particularly on side streets and in shaded areas. The piles left in front of driveways and sidewalks make it challenging for pedestrians and drivers alike. Pathway Maintenance: The bike and walking paths require attention due to bumps, flooding, and inconsistent snow removal. There’s a call for better management of these paths, especially during winter. Weed and Rodent Control: Concerns about invasive weeds and pest control, especially in parks and natural areas, were highlighted. Communication and Transparency: Residents would like better communication regarding street cleaning schedules, construction timelines, and ongoing maintenance efforts. Staffing Issues: Questions about hiring and retaining engineering staff, as well as the efficiency of public works, were noted. Community Appreciation: While there are many concerns, there’s also appreciation for the efforts of the public works team, particularly regarding snow removal and maintenance of public spaces. Suggestions for Improvement: Residents propose more proactive maintenance strategies, including increased mowing, better signage, and potential replacement of paver crosswalks with painted alternatives. Recreation Describe how you feel about the use of Nottingham Lake and beach last summer (2023). • Never felt too crowded: 96 (9%) • Sometimes at capacity, but rarely too crowded: 314 (31%) • Often at capacity: 107 (10%) • Sometimes too crowded or often at capacity: 178 (17%) • Often too crowded and always at capacity: 48 (5%) Recreation Comments Summarized Skate Park: Many residents are enthusiastic about establishing a skate park, often mentioning a desire for a space that could include food trucks and other amenities. Dog Parks: Numerous requests for fenced dog parks, especially near Nottingham Park, to provide safe spaces for pets. Page 12 of 20 Water Features: Suggestions for splash pads, water parks, and even natural swimming areas to enhance family-friendly recreation. Indoor and Outdoor Sports: Requests for expanded facilities, such as indoor basketball courts, soccer fields, and more opportunities for kids’ recreation and activities like yoga. Trail Improvements: Calls for extended and better-maintained trails for biking and walking, including more connectivity to natural areas and parks. Events and Classes: Suggestions for more community events, clean-up initiatives, and educational workshops to foster engagement. Social Spaces: Desire for areas where residents can gather informally for activities like cooking classes, music, and arts. Balancing Growth and Nature: Some residents are wary of overdevelopment, advocating for preservation of natural views and ensuring existing parks are well-maintained before adding new facilities. Parks Comments Summarized Parking Issues: Many comments express frustration over inadequate parking at Nottingham Park, particularly near the beach area. Suggestions include a parking structure, free parking, and better access for drop-off zones. Restroom Facilities: There are frequent requests for more restrooms, especially near the beach, with complaints about cleanliness and maintenance of existing facilities. Dog Parks and Regulations: Strong demand for more off-leash areas and a fenced dog park. Concerns about dogs running loose and the need for stricter leash laws are prevalent. Maintenance and Cleanliness: Many commenters highlight issues with trash and litter, calling for improved maintenance and clean-up efforts, as well as more trash cans and recycling options. Amenities and Activities: Suggestions for additional shaded areas, splash pads, and a seasonal skating rink. There are also calls for more food options, such as restaurants or food trucks near the park. Events and Noise: While many enjoy the events held at the park, there are complaints about noise levels during concerts and requests for a wider variety of performances. Safety and Comfort: Concerns about drug use and rowdy behavior during events, alongside a call for increased police presence to ensure safety. Park Usage and Community Engagement: Comments reflect a desire for more local events and activities that cater to community members rather than just tourists. Skate Park Controversy: A significant number of comments oppose the idea of a skate park at Nottingham Park, arguing it would take up valuable space better used for community activities. Page 13 of 20 Pro Development Comments Summarized Affordable Housing: There is a strong demand for more affordable housing options, with many residents concerned about the prevalence of high-end developments that do not serve local workers and families. New Developments: Mixed feelings about ongoing and planned developments, especially east of City Market. Some residents are disappointed with certain projects, while others appreciate new additions that enhance the community. Infrastructure Improvements: Positive feedback on new sidewalks, bike lanes, and traffic control measures. Enhancements to pedestrian safety and accessibility are highly valued. Community Aesthetics: New buildings are generally seen as attractive, contributing positively to Avon's appearance. There are suggestions for further improvements, like shade structures. Traffic and Safety: Opinions on traffic conditions are varied; some note improvements while others express concerns over congestion and safety issues linked to new developments. Public Amenities: Upgrades to parks and recreational facilities, including pickleball courts and walking paths, are well-received. Residents desire more public parking near popular areas. Commercial Development: A call for more local businesses and dining options that cater to residents rather than just tourists. Art and Public Spaces: While some appreciate public art installations, others feel they don't reflect the community’s character. Overall Sentiment: Many acknowledge the positive changes in the area, but there is frustration over the focus on luxury developments at the expense of affordable options. The community seeks a balance between growth and local needs. Environmental Considerations: A few comments advocate for sustainable building practices in future developments. Community Spirit and Engagement: Residents value community engagement and activities, wanting to maintain a lively atmosphere with events like concerts. Concerns Over Overdevelopment: Long-time residents worry that the influx of new developments is eroding Avon's small-town charm. There is a desire for thoughtful planning to maintain the community’s character. Developmental Concerns Comments Summarized Lack of Options: A significant concern is the absence of affordable and low-income housing for local workers, with many new developments targeting wealthy buyers. Page 14 of 20 High Prices: Current housing prices are often beyond the reach of average residents, making it difficult for families and young people to secure suitable homes. Rapid Growth: Many residents feel that development is occurring too quickly, threatening the town's small- town charm and resulting in a loss of open spaces and natural beauty. Community Character: New luxury complexes are seen as eroding Avon's unique character, leading to calls for developments that preserve green spaces and wildlife habitats. Increased Congestion: Ongoing construction and new developments are contributing to significant traffic issues, particularly at busy intersections, which affects pedestrian safety. Inadequate Infrastructure: Residents express frustration with insufficient infrastructure to support the growing population, including a need for more parking and improved transportation facilities. Housing Availability: The rise of short-term rentals is viewed as exacerbating the housing crisis, reducing the availability of long-term housing for locals and impacting community dynamics. Visual Impact: Some new developments are criticized for their size and aesthetic appeal, with calls for stricter regulations to ensure they blend harmoniously with the surrounding environment. Lack of Local Amenities: While new developments have increased residential capacity, there is a demand for more local services and amenities that cater to residents rather than just tourists. Overwhelmed Infrastructure: Essential services such as grocery stores and recreational facilities are seen as insufficient for the growing population. Lack of Transparency: Residents express dissatisfaction with the perceived lack of community engagement in planning processes and a desire for more transparency from local government regarding development decisions. Need for Better Planning: There are calls for a comprehensive long-term land use plan that balances growth with the preservation of community character and the provision of affordable housing. Sustainability: Many comments highlight concerns about the environmental impact of new developments on local wildlife and habitats. Frustration with Timelines: Residents are frustrated with lengthy construction timelines that disrupt daily life and contribute to traffic issues. Community Identity: Threat to Small-Town Feel: There is a strong sentiment that the influx of short-term visitors and luxury developments threatens Avon's community identity, emphasizing the need for a more resident-focused approach to growth. Page 15 of 20 Developmental Planning – Summarized Traffic Management: Concerns about heavy traffic, especially in Wildridge, with requests for better speed enforcement and traffic flow improvements. Pedestrian Safety: Need for dedicated pathways, crosswalks, and safety measures around roundabouts to protect pedestrians and cyclists. Emergency Preparedness: Worries about evacuation plans in case of wildfires due to increased development. Affordable Housing Crisis: Urgent demand for more affordable housing for locals, addressing the impact of second homeowners and short-term rentals on prices. Development Guidelines: Requests for stricter regulations on new developments, including limits on building sizes to prioritize community needs. Support for Local Businesses: Desire for more unique dining and shopping options that cater to residents rather than tourists. Recreation Facilities: Calls for upgrades to the Recreation Center, including more parking and improved amenities like a competition pool. Parks and Green Spaces: Suggestions for additional parks, dog parks, and green spaces for community enjoyment. Communication and Transparency: Concerns about inadequate communication regarding development projects and a desire for more resident involvement in decision-making. Local Input: Emphasis on the importance of incorporating full-time residents' perspectives in housing and community planning discussions. Environmental Issues: Attention to light pollution, noise from emergency vehicles, and the need for addressing noxious weeds in public areas. Aesthetic Improvements: Suggestions for beautifying the town through landscaping and revitalizing vacant commercial spaces. Regulations Needed: Strong opposition to short-term rentals with calls for stricter regulations or a ban to protect long-term housing options. Support for Long-Term Rentals: Desire for local government incentives to encourage long-term rental options to enhance affordability for residents. Roundabout and Crosswalk Safety: Issues with pedestrian safety at roundabouts, including the need for clearer signage and better traffic management. Bike and Pedestrian Safety: Increasing concerns about e-bike usage and the necessity for dedicated bike paths and safe pedestrian walkways. Page 16 of 20 Enhancing Local Businesses: Interest in casual, reasonably priced dining options and support for local shops. Community Spaces: Suggestions for revitalizing underutilized areas, such as the old rodeo grounds, into recreational or communal spaces. Environmental Considerations: Worries about the impact of new developments on the environment, with a call for sustainable building practices. Public Safety and Cleanliness: Requests for better maintenance of public spaces and cleanliness in parks. Positive Outlook: Long-term residents generally feel positive about Avon’s growth, emphasizing the importance of maintaining a small-town feel. Cohesive Community Atmosphere: A strong desire for community cohesion and character, alongside concerns about density and the “micro city” feel due to new developments. Events Which Avon events do you attend? • Salute to the USA: 62% • AvonLIVE!: 52% • Winter Fireworks: 50% • SunsetLIVE!: 41% • Avon Arts Celebration: 32% • Lakeside Cinema: 25% • Pride in the Park: 25% • Town Clean Up/Sustainability Fair: 18% • Dancing in the Park: 18% • Community Picnic: 16% • Vail Valley Brew’Au: 15% • Avon Egg Hunt: 12% • Triple Bypass: 11% • Paddle Battles: 7% • Vail Lacrosse Tournament: 4% • Vail Valley Soccer Tournament: 4% • Open Water Swim Championships: 4% • I did not attend any Avon events: 12% Page 17 of 20 How do you typically hear about Town events? • Town website: 24% • Social media: 45% • Word of mouth: 39% • Local radio: 13% • Town e-newsletter: 19% • Posters and banners: 33% • Vail Daily: 59% Events Comments Quality of Events: Many residents praised the quality and variety of events, particularly highlighting concerts like Melissa Etheridge and the fireworks show. Community Engagement: Events are valued for fostering community connections and providing opportunities for social interaction. Diverse Programming: There's a strong desire for more diverse events, including cultural festivals, adult- oriented movie nights, and activities that cater to various age groups. Concert Scheduling: Many attendees prefer earlier concert times, especially for family-friendly events, to avoid late-night noise and ensure children can participate. Return of Popular Events: Residents expressed interest in reviving the chili cook-off and incorporating seasonal activities, like winter festivals. New Initiatives: Suggestions for a Local Farmer's Market, food trucks, comedy festivals, and more artistic events (like art or wine festivals) were well-received. Parking Issues: Many comments highlighted the need for improved parking solutions during events, with some suggesting designated transport options like the Wildridge bus service. Crowd Management: Residents noted that larger events can feel overwhelming and suggested better management to enhance the experience for locals. Event Frequency: Some residents feel that the number of events is excessive, leading to crowded conditions and diminishing the quality of attendance. Fireworks Concerns: Mixed opinions on fireworks, with some advocating for their continuation and others urging a switch to less disruptive alternatives due to environmental and safety concerns. Feedback Mechanisms: Suggestions to involve residents more in event planning through surveys or polls to better align events with community interests. Page 18 of 20 Event Promotion: Many felt that there could be better communication about upcoming events, possibly through newsletters or social media updates. Cultural Representation: Calls for more events that reflect the diversity of the community, including those for Latino residents and broader cultural celebrations. Family-Friendly Focus: A strong emphasis on ensuring events remain appropriate and enjoyable for all ages. Communications Questions Rate your satisfaction with Town of Avon Communications • Extremely satisfied: 13% • Very satisfied: 42% • Somewhat satisfied: 38% • Not very satisfied: 5% • Not at all satisfied: 2% Do you prefer to receive information in English or Spanish? • English: 95% • Spanish: 5% What are your top sources for news and information about the Town of Avon? • Vail Daily: 68% • Digital Signs Around Town: 30% • Railroad Bridge Sign on Avon Road: 23% • Attend or Watch Meetings: 5% • Word of Mouth: 2% • Social Media: 47% • E-services: 32% • Avon.org: 26% • Posters and Banners: 35% • Local Radio: 19% • Local Television: 2% Are you currently registered for the Avon Heartbeat e-newsletter? • Yes: 24% • No: 42% • No, but please subscribe me: 34% We received 348 new newsletter registrations through the survey. Page 19 of 20 What do you like best about Avon? (Comments summarized) • Geographic Location/Proximity o Avon is a hub for outdoor recreation. Avon’s location makes it an epicenter for residents and visitors to enjoy outdoor passions, observe nature and attend events. Close access to Beaver Creek and Vail is highly valued by Avon residents and property owners. o Nottingham Park and lake, as well as amenities in the Avon Town Core, are highly valued. • Transit availability and customer service o Rapid, friendly & dedicated operators make it easy to get around the Avon core. o Free public transportation is valued by residents and guests • Avon culture o Family-friendly activities and activations at events build community and offer ‘something for everyone.’ The people who live here are friendly and kind – respondents feel safe living in Avon and value their neighbors and community connections. What do you think is the single most important aspect for Avon to improve? (Comments summarized) • Parking o More (free) designated parking for events and/or a parking garage • Affordable Housing o The desire for workforce and family housing is clear. People want to live in Avon but they can’t afford to buy or rent. There is frustration with the number of short-term rentals and several comments suggest incentives for long-term rentals. • Town Core & Managing Growth o Develop an integrated and walkable ‘downtown’ or business area that reflects Avon’s charm and character. Some comments suggest Avon is being overdeveloped. • Traffic Control & Pedestrian/Bike Safety o Many open comments addressed pedestrian and bike safety as well as crosswalk improvements. Several of these comments were specific to Hwy 6 and some also addressed the on/off ramps of I-70 and adjacent crosswalks and paved paths. Attachment A: 2024 Intercept Insight Complete Report Attachment B: 2024 Avon Community Survey Open Comments Attachment C: 2024 Community Survey Presentation Page 20 of 20 Thank you, Liz 2025 Department Goals September 9, 2024 DRAFT Page 1 of 7 Town of Avon 2025 Department Goals This document presents specific goals to be completed, or substantially completed, during 2025. The goals are identified by town departments and/or divisions.  Quarterly updates will be provided by department directors and managers.  Town Council will have an opportunity to review the information and provide direction on any revisions, deletions, or changes in priority.  The goals provide a foundation for organizing and scheduling Staff work as well as scheduling reports, work session and action items for Council meeting.  The list is not comprehensive in nature and there will be ample opportunity to review and discuss other high-level priorities set by Town Council, including but not limited to housing, water, childcare, climate action, US Post Office and railroad monitoring. 2025 Department Goals General Government GENERAL GOVERNMENT COMMUNICATION & MARKETING 1. Digitize and Archive Photo and Video Content on DVDs & VHS Cassette: Town staff has an abundance of video and photo assets on VHS cassette and DVD dating back to the 1980s. Staff will create a digital archive of this content that will both allow the content to be easily viewable and usable for marketing purposes. 2. Ensure Compliance with HB21-1110: HB21-1110 requires ADA compliance from municipal websites by July 1, 2025. Currently, most content and images on the website are in compliance, and new documents uploaded to the website have been remediated. However, the website has over 180,000 pages of PDF documents dating back to1978 that require remediation. 3. Implement Web Cameras in Nottingham Park: Based on data collected from peer communities, Avon will launch two web cameras in Nottingham Park – both mounted on the Avon Pavilion. One will face Nottingham Lake and the other will face Nottingham Park. The live stream of these cameras will be linked to the Avon.org and Discover Avon websites. CULTURE, ARTS & EVENTS 4. Build Capacity in Art Guild at Avon: Support and collaborate with the Vail Valley Art Guild to build their organizational capacity through communication, information, and resource sharing, measuring current programs and activities, and fine-tuning processes and productivity. Develop and implement 2025 Department Goals September 9, 2024 DRAFT Page 2 of 7 tactics to accurately reference, measure and track contractual deliverables for usable data collection and decision making, such as number/type of workshops, attendance, expense, revenue generation, etc. Identify venues and develop timelines for thoughtful and impactful programs and activities. Through a strategic alliance collaborate on identifying grant funding to further VVAG, CASE and Town goals. 5. Culture and Arts Strategic Plan: Write and release a Request for Proposal (RFP) to hire an experienced cultural and arts planning firm to engage with the community on key designs and plans. Collaborate with our partners at Art Guild at Avon (VVAG) to curate a diverse group of stakeholders (residents, artists, arts organizations, and businesses) forming an Ad Hoc Advisory Committee to participate in the strategic planning process. Develop the Ad Hoc Advisory and public meetings date/locations/times, topics, agenda, and packet materials. Continue to gather and study peer communities cultural/arts strategic plan documents and implemented/successful activities, programs, installations, buildings and/or cultural centers, etc. to ensure successful strategies without redundancy. If the successful application submittal results in grant funds being awarded by the National Endowment of the Arts, these funds will be used to engage with a firm and conduct bilingual community engagement. 6. Community Arts Facility: Liaison with CASE Committee, Planning & Zoning, Downtown Development Authority, Health & Recreation Committees and VVAG to advance the discussion, planning and development of the Old Fire Station site into a Community Arts Facility. Determine strategies and timeframes for developing concepts to into the Culture & Arts Strategic Plan by collaborating with the firm engaged to draft a Strategic Plan, as well as an Ad Hoc Advisory Committee, CASE and members of the VVAG. This includes engaging architect for design concepts, programming concepts, expense and revenue generation models, and community engagement. 7. Selfie Heart Project: Identify location in Nottingham Park, Main Street Mall or other Town core location for a large heart shaped cut out structure (“selfie-heart project”) in metal, wood, or other sustainable and low maintenance material. Brightly colored and designed with the intent of engaging residents and visitors to take photos creating shareable moments and social opportunities. The location selection, design guardrails, budget development and Planning & Zoning review and guidance would be done in 2025 for an early summer 2026 installation. 8. Ice Sculptures on Main Street Mall (MSM): Continue research and identify locations along the MSM appropriate for temporary ice sculpture installations which encourage public engagement, are decorative and/or themed, lit at night, self-explored, and designed to last a minimum of 14-days. The locations selection, design guardrails and budget development would be done in spring/fall 2025 for installation in January or February 2026. This could be a support feature for Fireworks in Avon in January 2026. 9. Nottingham Family Historical Ranching Collection: Research and work alongside Community Development regarding Tamra Underwood Nottingham’s collection of antique (old) farm equipment and coal shed which need to be moved by December 2026, to determine interest in relocating these artifacts/structures to Nottingham Park or other areas in Town. 2025 Department Goals September 9, 2024 DRAFT Page 3 of 7 10. Recycled Material Art Project: Commission a small sculpture project using the left-over aerosol cans from the 2024 Avon Elementary School mural project. This could be a project in partnership with the Art Guild at Avon and commissioning a member artist and displayed in a strategic location. SUSTAINABILITY 11. Avon Composting Program: Research the feasibility of a municipal-run composting center, develop a residential curbside composting program, and explore using Avon-based infrastructure to apply for a USDA grant for a restaurant composting program. This goal directly contributes to the Climate Action Plan’s objective of diverting 80% of organic materials from the landfill by 2030. 12. Climate Action Investment Matrix Refinement: Complete any unfinished aspects of the Climate Action Investment Matrix from 2024, refine the existing work, and develop a long-term data management workflow. Present the comprehensive Matrix, including policy reviews, financial investments, and return on investment for each decarbonization strategy, to Council. 13. Biochar Pilot Program Concept Design: Revive the concept design of the biochar pilot program, which aims to use wood collected through Town clean-up efforts to enhance natural climate solutions. Leverage the consulting grant by the National Renewable Energy Laboratory (NREL) at the Department of Energy awarded to Avon in 2024 and collaborate with the Climate Action Collaborative (CAC) to explore pyrolysis for woody materials and biosolids. The pilot program design is expected to be presentable in late 2025. 14. Plastic Bottle Ban Ordinance: Establish an ordinance to ban single-use plastic bottles in Avon, following the example of other mountain towns such as South Lake Tahoe and Breckenridge. This goal involves policy research, assessment of local context, stakeholder engagement, outreach & education campaign planning, and conducting council work sessions to develop the ordinance. 15. PV & Battery Design for Swift Gulch Campus: We are planning a comprehensive PV & Battery design of the entire Swift Gulch campus, which includes three buildings—ARTF, Fleet, and the new Garage. The goal is to maximize the use of PV solar and battery storage across the campus and help the campus manage the cost of electricity and become grid-independent in the face of emergencies. This study will involve collaboration with Active Energies, establishing agreements with Holy Cross Energy, and consulting with energy engineers and experts from CORE and REG Engineering. TOWN CLERK 16. Renaming Nottingham Lake: The lake located in the center of Harry A. Nottingham Park, in the center of the town of Avon, has been known locally as Nottingham Lake since it was created in 1979. However, in 2018, it was brought to the attention of the Town of Avon and the United States Board on Geographic Names that on official documents, the lake is identified as Benchmark Lake Reservoir. The Town Clerk will work with the Colorado Geographic Naming Advisory Board to rename Benchmark Lake Reservoir as Nottingham Lake. 17. Colorado Open Records Act Tracking Software: The Town Clerk’s Office received 35 Records Requests in 2022, 39 in 2023, and 39 in the first half of 2024 which indicates an increase in requests. 2025 Department Goals September 9, 2024 DRAFT Page 4 of 7 Currently, the process to respond to petitioners of Colorado Open Records Act (“CORA”) requests is done manually. The Town Clerk will research tracking software to standardize the process of responding to CORA requests received, to better monitor and control the processes involved through the potential use of such software. Staff will collaborate with the Police Department’s Records Division to better understand how many Colorado Criminal Justice Records Act (CCJRA) requests they receive to better understand efficiencies that could exist between CORA and CCJRA requests. 18. Continued Research of Agenda Management Software and Workflow for Meeting Packet Preparations: The Town Clerk will continue research of the CivicClerk Agenda Management Software which safely manages agendas, generates minutes, and tallies votes by Councilors. Staff will look at the software with a new lens and assess if it would help with compliance of the HB21- 1110 Digital Accessibility requirements. 19. Avon Liquor Code Amendment Limiting Temporary Displays and End Caps: The Town Clerk will seek to pass an Avon Liquor Code amendment to Chapter 5, Title 5.08 (Liquor Licenses) to limit the use of temporary displays and aisle endcaps at fermented malt beverage and wine retailer off- premises licensees, [retail liquor stores], and [liquor licensed drug stores]. FINANCE 1. Fiscal Analysis Update: In 2022 EPS prepared a study for the Town – a Peer Community Comparison of Revenues, Budgets and Services and Assessment of Real Estate Cost of Ownership. The updated 2022 Study will continue to inform staff, elected officials, and interested residents on Avon’s revenue, tax and fee levels compared to other areas. 2. Review Town Financial Policies: Review and update all financial policies including the “procurement policy” for the Town. 3. “IF PASSES IN NOVEMBER” Implementation of the Use Tax on Construction Materials: Staff will work with Community Development on implementing a Use Tax and develop procedures and policies for Use Tax on Construction Material project audits. INFORMATION TECHNOLOGY 1. Redundant Internet Service: Install SD-WAN appliance to combine the two existing internet service providers into a single, unified connection, to create redundant support for internet service and continuous internet service and connection if one internet service provider experiences service disruption. HUMAN RESOURCES 1. Enhance Education and Training Programs and Platforms for Employees: Assess department needs to define and offer education and training opportunities, some of which include topics addressing leadership, legal compliance, management, performance review process, conflict resolution, communication in the workplace, time management, and diversity, equity & inclusion. 2025 Department Goals September 9, 2024 DRAFT Page 5 of 7 2. Engage Human Resources Consultant to complete Pay Equity Analysis: Perform a Pay Equity Analysis in order to ensure compliance with the Equal Pay for Equal Work Act (EPWA). 2025 Department Goals Community Development 1. Community Housing Initiatives: Pursue all reasonable efforts to implement Community Housing, including but not limited to the following goals: a. Regional Housing Authority: Implement next steps in exploration of Regional Housing Authority. b. Avondale Apartments Construction [Carryover from 2024] : Complete entitlements, construction drawings, and secure funding. c. Slopeside Apartments [Carryover from 2024]: Complete entitlements, and secure development team. Obtain grant(s) for construction if necessary. d. East Avon Preserve [Carryover from 2024]: Facilitate due diligence process for exploring a housing project accessed off Wagon Trail Road. Includes water tank planning. . e. Evaluate Avon Development Code for Housing [Carryover from 2024]: Review existing high density residential zoning and propose revisions which are more efficient and cost effective for development of housing, including density and building height; evaluate development review process to determine if expedited review process for Community Housing is viable. f. Revisit Inclusionary Zoning and Available SFEs [Carryover from 2024]: Explore potential policies that may allocate or prioritize a portion of the remaining available Single-Family Equivalent (SFE) water supply to Community Housing projects. 2. Sun Road Redevelopment: Promote and facilitate redevelopment of the Sun Road Redevelopment area that includes Community Housing, retail and public services and a new regional transit hub. 3. Water Allocation Management [Carryover from 2024]: Import all Single-Family Equivalent (SFE) water allocation data into Town of Avon Geographic Information System (GIS). Establish protocols for updates and ongoing internal management of data. 4. Park Planning [Carryover from 2024]: Retain a consultant to conduct initial conceptual planning for all public park areas in Town. This was originally planned for only Village (at Avon) parks. 5. Main Street Pedestrian Mall Design: Support final planning and design of Mall extension across Lake Street, implementing phase of La Zona. 2025 Department Goals September 9, 2024 DRAFT Page 6 of 7 2025 Department Goals Recreation 1. Redevelop Department Standard Operating Procedures (S.O.P.): Create and/or modify standard operating procedures for each division of the Recreation Department. An up-to-date S.O.P. document for each division will ensure best/standard practices are being implemented and will promote consistency, safety, efficiency and communication throughout department operations. 2. Research National Recreation and Park Association (NRPA) standards: Review industry best practices and compare to current processes. Research national accreditation program through the Commission for Accreditation for Parks and Recreation Agencies (CAPRA). 3. Develop Annual Report for Recreation Department: Create an annual report to include an overview and analysis of our facilities, programs and services for the Recreation Department. Present year 2024 report to Town Council before the end of Q1. 2025 Department Goals Police 1. Security Cameras in the Town Core: Install twenty (20) additional cameras throughout the Town Core and Harry A. Nottingham Park to improve security camera coverage to assist with crime investigation and to deter peron assaults and vandalism. 2025 Department Goals September 9, 2024 DRAFT Page 7 of 7 2025 Department Goals Public Works PUBLIC WORKS >> ALL 1. Monthly GIS Newsletter Program: The monthly GIS newsletter will be established to increase awareness of GIS capabilities and applications. It will also feature updates on current GIS projects and highlight how employees can leverage GIS to enhance their work. This initiative aims to boost GIS literacy, encourage collaboration, and generate new ideas for GIS applications within the town. 2. Asset Management Program: Many municipalities have an Asset Management sector. The newly positioned Asset Manager will develop and implement policy and strategy to collect, analyze, and report on data used to support complex risk-based decisions and make recommendations. PUBLIC WORKS >> ENGINEERING 3. Update Pavement Management Program: The Town owns and manages 24 centerline miles of roadway. Pavement conditions of these roadways have been monitored with visual assessment and managed on an as-needed basis. For 2025, Engineering will perform a complete update of the road conditions assessment and develop a comprehensive management plan and schedule for budgeting overlay and repair of the roadway infrastructure. PUBLIC WORKS >> MOBILITY 4. Micro-Transit Pilot Program: Micro transit solutions are improving rider’s experience by offering small-scale, on-demand public transit services. Adding a micro transit (on demand) service to Avon’s current fixed routes and schedules will enhance our service and extend the reach of transit in town. Staff have secured a $40,000 planning grant for route expansion and will use it to plan this Pilot program. Staff will research private partners that offer a turnkey program. Mobility will seek grant opportunities to fund this project and expect to have it implemented by the beginning of the 2025- 2026 ski season. (970) 748-4040 gdaly@avon.org TO: Honorable Mayor Phillips and Avon Town Council Members FROM: Administrative Manager Krista Jaramillo and Chief Greg Daly RE: Parking Management Program Update DATE: October 08, 2024 OVERVIEW: The Town of Avon has implemented a phased approach to its paid on-street and managed parking program, beginning in June 2023. This memo outlines the project’s key milestones, financials, enforcement statistics, and overall success since its initiation. The objective is to update the Avon Town Council on the parking program's status, provide relevant data, and suggest improvements for future phases. Free Parking: is available at 1 Lake Street, better known as Old Town Hall, and the Avon Elementary School during the summer when school is not in session. Overnight parking is not permitted unless otherwise approved. Managed Parking: Lots include the Avon Recreation Center, Avon Public Library, Avon Town Hall, and the North Parking Lot. These lots allow patrons and visitors to park for three hours free of charge. All lots except the North lot require registration at the respective bu ilding to which the car park belongs. The North lot and River Front Lane have limited 10-minute drop-off spaces. Vehicles parked in these locations beyond the posted time limits or that did not register as required are subject to a park ing ticket. Paid Parking: Areas include East Benchmark and West Benchmark Road, Lake Street, and West Beaver Creek Boulevard. Residents and guests will be provided with free parking for the first three hours and then required to pay a per-hour rate of $1. Parking will be regulated between 8 a.m. and 5 p.m., seven days a week, 365 days a year. There will be no overnight parking unless the Avon Police Department has approved it. KEY MILESTONES • 6/2023: The Police Department took over leadership of Mobility's paid/managed parking program. • 7/2023: Vendors were re-evaluated, and the hiring process for two Code Enforcement Officers began. • 8/2023: Two Code Enforcement Officers started, and T2 Systems was chosen as the parking vendor. • 10/2023: The municipal code was revised to align with the parking program. • 11/2023: Skier parking permits for Town Hall were issued. • 12/2023: Public notification through town newsletter, media releases, webpages, and social media. Phase 1 of the parking program was implemented on 12/18, covering key locations with three hours of free parking and designated drop -off zones. Free all-day parking was offered at 1 Lake Street. • 1/2024: Phase 2 was launched on 1/22, introducing paid parking at several streets, including East and West Benchmark Rd, Lake Street, and W Beaver Creek Blvd. Page 2 of 2 Thank you, Krista and Greg • 7/2024: A change to the registration process at the Avon Recreation Center transitioning to the Pay2Park platform. Three-hour complimentary parking remains despite the title of the application. This platform seems to be more user-friendly. FINANCES: The parking program's expenses include wages, benefits, and equipment for two full-time Code Enforcement Officers and one vehicle, along with costs for parking management software, tools, and equipment, which totaled $68,222.37 in 2023 and are projected to be $16,604.43 in 2024. Additional expenses include $19,801.50 for parking signs and $612.50 for car decals. On the revenue side , through August 30, 2024, the program has generated $6,732.00 from on -street parking and $1,076.25 from ticket fines. W Benchmark Road generates the most on-street revenue, followed by Lake Street. STATISTICS: Between December 2023 and August 2024, 208 parking permits were issued to Town of Avon employees, 35 to Avon Library employees, 31 skier parking permits, and 201 to Town Hall users. The Avon Recreation Center saw the highest permits, with 32,667 total permits issued, including 29,125 regular permits and 3,542 Pay2Park transactions. Enforcement activity during this period included 1,021 warnings (95.79%) and 43 tickets (4.21%), of which 22 were paid, five were dismissed, three were issued, and 13 went to collections. There were six disputed tickets. Three were adjudicated and closed with warnings, one was denied, and they subsequently paid. One contested the late fee, which was waived and then paid. One was dismissed The top enforcement locations were the Avon Recreation Center (50.7%), W Benchmark Rd (27.6%), Lake Street (12.6%), W Beaver Creek Blvd (2.4%), Town Hall (1.6%), Avon Library (1.5%), and Riverfront Lane (1%). Staff from the Rec center and Code Enforcement officers worked hard to educate and show patrons how to use the new permitting and registration platform. SUCCESSES: The parking program has created consistent and available parking at key locations, including the Recreation Center, Town Hall, and the Library. This has improved access to these public facilities and streamlined visitor management. AREAS FOR IMPROVEMENT: • Event/Concert Parking: More comprehensive planning is needed to accommodate increased parking demand during events and concerts. • Oversized Vehicle Parking: There is a need to address parking accommodations for oversized vehicles. Currently upon request the Police Department has authorized temporary overnight parking at 1 Lake Street. • School Parking: Parking management at Avon Elementary School during school hours requires additional attention, particularly with activities like Pickleball. CONCLUSION: The phased implementation of the paid and managed parking program has effectively regulated parking availability and compliance across the town. With ongoing improvements, particularly in high-demand areas, the program can continue to benefit the Town of Avon and its residents. Recommendations for the next phase will focus on enhancing events and oversized vehicle parking. Town of Avon Parking Management We Serve to Better Our Community! Bellows College KEY MILESTONES 6/2023: The Police Department took over leadership of Mobility's paid/managed parking program. 7/2023: Vendors were re-evaluated, and the hiring process for two Code Enforcement Officers began. 8/2023: Two Code Enforcement Officers started, and T2 Systems was chosen as the parking vendor. 10/2023: The municipal code was revised to align with the parking program. 11/2023: Skier parking permits for Town Hall were issued. 12/2023: Public notification through town newsletter, media releases, webpages, and social media. Phase 1 of the parking program was implemented on 12/18, covering key locations with three hours of free parking and designated drop-off zones. Free all-day parking was offered at 1 Lake Street. 1/2024: Phase 2 was launched on 1/22, introducing paid parking at several streets, including East and West Benchmark Rd, Lake Street, and W Beaver Creek Blvd. 7/2024: A change to the registration process at the Avon Recreation Center transitioning to the Pay2Park platform. Three-hour complimentary parking remains despite the title of the application. This platform seems to be more user-friendly. Bellows College STATISTICS: Between December 2023 and August 2024, 208 parking permits were issued to Town of Avon employees, 35 to Avon Library employees, 31 skier parking permits, and 201 to Town Hall users. The Avon Recreation Center saw the highest permits, with 32,667 total permits issued, including 29,125 regular permits and 3,542 Pay2Park transactions. Enforcement activity during this period included 1,021 warnings (95.79%) and 43 tickets (4.21%), of which 22 were paid, five were dismissed, three were issued, and 13 went to collections. There were six disputed tickets. Three were adjudicated and closed with warnings, one was denied, and they subsequently paid. One contested the late fee, which was waived and then paid. One was dismissed. The top enforcement locations were the Avon Recreation Center (50.7%), W Benchmark Rd (27.6%), Lake Street (12.6%), W Beaver Creek Blvd (2.4%), Town Hall (1.6%), Avon Library (1.5%), and Riverfront Lane (1%). Staff from the Rec center and Code Enforcement officers worked hard to educate and show patrons how to use the new permitting and registration platform. Bellows College FINANCES: The parking program's expenses include wages, benefits, and equipment for two full-time Code Enforcement Officers and one vehicle, along with costs for parking management software, tools, and equipment. The equipment and software cost totaled $68,222.37 in 2023 and are projected to be $16,604.43 in 2024. Additional expenses include $19,801.50 for parking signs and $612.50 for car decals. On the revenue side, through August 30, 2024, the program has generated $6,732.00 from on-street parking and $1,076.25 from ticket fines. W Benchmark Road generates the most on-street revenue, followed by Lake Street. Bellows CollegeAvon Police “Count on Us” SUCCESSES: The parking program has created consistent and available parking at key locations, including the Recreation Center, Town Hall, and the Library. This has improved access to these public facilities and streamlined visitor management. AREAS FOR IMPROVEMENT: Event/Concert Parking: More comprehensive planning is needed to accommodate increased parking demand during events and concerts. Oversized Vehicle Parking: There is a need to address parking accommodations for oversized vehicles. Currently upon request the Police Department has authorized temporary overnight parking at 1 Lake Street. School Parking: Parking management at Avon Elementary School during school hours requires additional attention, particularly with activities like Pickleball. CONCLUSION: The phased implementation of the paid and managed parking program has effectively regulated parking availability and compliance across the town. With ongoing improvements, particularly in high-demand areas, the program can continue to benefit the Town of Avon and its residents. Recommendations for the next phase will focus on enhancing events and oversized vehicle parking. Bellows College Town of Avon Parking Management Thank you MEMORANDUM TO: Board of Directors FROM: Brian Thompson, Government Affairs Supervisor DATE: September 20, 2024 RE: Summary of August 22, 2024, Board Meetings The following is a summary of items discussed at the Authority’s August 22, 2024, board meeting. Directors present and acting were Chair George Gregory, Secretary Kim Bell Williams, Treasurer Geoff Dreyer, Kevin Hillgren, Joanna Kerwin, and Tamra Underwood. Board Member Compliance Training The board participated in the second component of a four-part compliance training. Tom Borawski discussed strategies to prevent and address discrimination, protocols for reporting incidents or complaints to the District’s General Manager, and an overview of the District’s nondiscriminatory hiring and procurement policies. Colorado Water Congress (CWC) Siri Roman said she presented at the CWC Summer Conference, where she highlighted the District’s sustainability initiatives and collaboration with Holy Cross Energy on emergency response preparedness. Financial Overview David Norris presented a financial overview in preparation for the 2025 budget. He discussed the impacts of historical bonding, rate decisions, and deferred maintenance on the Authority’s outstanding debt, which has resulted in significant commitments of revenues to debt servicing. He also said the 2025 budget strategy incorporates rate increases to improve fund balances and address infrastructure needs, while continuing to prioritize affordability. Water Dedication Jason Cowles reported on recent water allocations to developments at Freedom Park and Colorado Mountain College in Edwards. Greenhouse Gas (GHG) Emissions Inventory Tim Friday reported on the 2023 GHG Emissions Inventory for the Authority and District. Key findings included a 15% reduction in GHG emissions and a 30% reduction in natural gas use since 2019. GHG emissions decreased by 80% compared to the period before 2019, which is the target reduction level set by Eagle County's Climate Action Plan for 2050. The report also confirmed that 100% of electricity usage is offset through its participation in Holy Cross Energy’s PuRE program. The following is a summary of items discussed at the Aug. 22, 2024, Special Joint Meeting with the ERWSD board of directors. UERWA Directors present and acting were Chair George Gregory, Secretary Kim Bell Williams, Treasurer Geoff Dreyer, Kevin Hillgren, Joanna Kerwin, and Tamra Underwood. Bolts Lake Update Consultants from Black & Veatch presented an update on the Bolts Lake project. The project will require many permits, including a National Environmental Policy Act (NEPA) permit. Black & Veatch believes an Environmental Assessment, rather than an Environmental Impact Statement, will be required by NEPA due to no significant environmental impacts. HEALTH AND RECREATION COMMITTEE MEETING MINUTES TUESDAY, SEPTEMBER 10, 2024 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIA ZOOM HEALTH AND RECREATION COMMITTEE MEETING MINUTES, SEPTEMBER 10, 2024 PAGE 1 | 4 1. ROLL CALL Present- Committee Members: Committee Chairman Kevin Hyatt, Committee Vice Chairman Nancy Tashman and Committee Members Pat Nolan, Lisa Post, Kathy Ryan, Sonia Martinez and Courtney Walters Rawson Staff: Recreation Director Michael Labagh, Aquatics Superintendent Kacy Carmichael, Recreation Services Superintendent Jerrica Miller, General Government Fellow Arnell Wade, Programs Supervisor Luke Herron, Town Manager Eric Heil and Culture, Arts and Special Events (CASE) Manager Danita Dempsey Absent- Town Council: Mayor Amy Phillips Committee Chairman Kevin Hyatt opened the meeting at 12:10 p.m. 2. APPROVAL OF THE AGENDA Committee Member Pat Nolan made a motion to approve the agenda, Committee Member Kathy Ryan seconded to approve the agenda. Committee Chairman Kevin Hyatt declared the agenda approved. 3. APPROVAL OF THE JULY 16TH MEETING MINUTES Committee Member Pat Nolan made a motion to approve the minutes from the July 16, 2024 meeting. Committee Member Lisa Post seconded the motion and Committee Chairman Kevin Hyatt declared the minutes approved. 4. PUBLIC COMMENTS No public were made in person on online via (zoom) 5. BUSINESS ITEMS 5.1 Culture & Arts Center Concepts: 351 W. Benchmark Rd (Old Fire Station) CASE Manager Danita Dempsey started off her presentation with the report and explained the economic and legislative happenings since the COVID- 19 pandemic. She stated that COVID allowed us to take this project on full time since special events were temporarily halted. CASE Manager Danita Dempsey confirmed that the fire station project is on track to be presented to Council in a couple of weeks an that this update and was presented to the CASE Committee three weeks ago. Danita also shared that the “Vail Valley Art Guild” moved to Avon in the Seasons building and their lease is up in the next couple years. They are currently subsidized by the Town. The committee commented/inquired: A. Committee Member Kathy Ryan asked, is the rent reduced? CASE Manager Danita Dempsey said she doesn’t know but they have a subsidy of $18,000 per year. CASE Manager Danita Dempsey began the presentation providing an overview of the geographical location of the old fire station and the real estate make-up of the infrastructure. Danita said she can see multiple uses for the space, maker space, coffee shop, event space, pottery and art shows. The presentation included an overview of the current facility setup showing storage spaces, offices, kitchen area and the garage bays. The presentation continued and Staff reviewed information for the Silverthorne Makespace (Art Spot). HEALTH AND RECREATION COMMITTEE MEETING MINUTES TUESDAY, SEPTEMBER 10, 2024 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIA ZOOM HEALTH AND RECREATION COMMITTEE MEETING MINUTES, SEPTEMBER 10, 2024 PAGE 2 | 4 The committee commented/inquired: A. Committee Member Kathy Ryan asked where this is located? She is in Silverthorne all the time and she’s never seen this. B. Committee Member Kathy Ryan asked if the shops are for large or small projects and where do they store their projects? CASE Manager Danita Dempsey described where Art Spot was in Silverthorne and provided as much information as possible regarding art project storage at this location. Danita continued the presentation and provided a general overview of the operations, programs and events that are offered at the Silverthorne Pavilion and at the Grand Lake Community Center. CASE Manager Danita Dempsey shows that there are multiple communities who have their own visions and spaces just like the Town is considering. CASE Manager Danita Dempsey stopped and opened the floor for questions and comments. The committee commented/inquired: A. Council Member Pat Nolan commented that its lovely to see all the work these towns are doing and wish to see something like that in Avon. B. Committee Member Pat Nolan asked if the vision is similar to Alpine Arts Center? C. Committee Member Nancy Tashman asked where did this art concept come from? D. Committee Member Kathy Ryan inquired about building code and housing codes. E. Committee Member Lisa Post asked, has there been any community engagement or opinion? F. Committee Member Lisa Post asked what have Silverthorne said about finance/funding? G. Committee Member Lisa Post asked are we intended to have this infrastructure as an Avon branded entity? H. Committee Member Kathy Ryan says that the current space of art guild is colorful, lovely and active. I. Committee Member Nancy Tashman inquired, when the building was built and is this a great idea for Avon? J. Committee Chairman Kevin Hyatt said that La Zona had a ton of support for art and people were interested. K. Committee Member Courtney Walters Rawson stated that this old fire station project will be good for young families to explore together. L. Committee Chairman Kevin Hyatt said this project will be a great circle of events for the kids in the summer. Folks can send them to the park with family to relax, then to the Rec Center to work out and swim and then the fire station to get their creative juices flowing. M. Committee Member Kathy Ryan stated that why don’t we connect with the Rec Center door? N. Committee Member Kathy Ryan said another crosswalk needs better visibility for motorists. O. Committee Members Lisa Post and Kathy Ryan stated skateboarding is not a community need and the community associated with these trends aren’t people friendly. There are issues with E -Bikes and scooters with people going 30 mph+ and this is a problem. P. Committee Member Kathy Ryan said 8- to 15-year-olds have no regard for the community, locals are well behaved, but Avon Police Department and code enforcement like to worry about the locals instead of the kids. HEALTH AND RECREATION COMMITTEE MEETING MINUTES TUESDAY, SEPTEMBER 10, 2024 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIA ZOOM HEALTH AND RECREATION COMMITTEE MEETING MINUTES, SEPTEMBER 10, 2024 PAGE 3 | 4 CASE Manager Danita Dempsey and Town Manager Eric Heil addressed the committee’s comments and questions: A. CASE Manager Danita Dempsey confirmed that she met with CASE Committee and Planning & Zoning committees within the last couple weeks and heard support and positivity on transferring this piece of real estate. She continued and explained that this space would be different than all other art spaces in the area. B. Town Manager Eric Heil explained that first was a skate park plan to go there and there was a change in priority due to comparable size, and community interest. He continued to explain to the committee that if we want an art space, we need inexpensive space. Ideas and concepts will be considered when the Council meets on October 8th before we move forward with a designer. C. CASE Manager Danita Dempsey added that the Town applied for a grant and will know the results in the upcoming months. D. Town Manager Eric Heil explained that the building code has changed a lot in the past 4 years due to having a new building official. E. CASE Manager Danita Dempsey explained that this idea came about through the CASE Committee and the La Zona Project. F. Town Manager Eric Heil explained that the Town of Silverthorne provides $250,000 every year and CASE Manager Danita said they are benefited from art and education grants and well. He continued to explain that each location is different with funding, donors, government funds, fundraising etc. CASE Manager Danita Dempsey stated City of Golden just opened their art exhibit a couple months ago as well. G. CASE Manager Danita Dempsey and Town Manager Eric confirmed that the “Avon Art Guild” will likely be the new name. H. Town Manager Eric Heil stated that the old fire station was built in the 1970’s. He also said that the next steps are to budget for an architect. This will allow us to get a sense for occupancy timelines and grant work timelines. I. Town Manager Eric Heil stated that there will be pavers instead of asphalt across Mikaela Way for a crosswalk, and we are deciding on to add a hump due to geographical bend of the street. Either way, people will only be walking on the south or east bend and not in a straight line. Town Manager Eric Heil said Recreation Director Michael Labagh will update Council of the electric bike/scooter issues tonight. He continued to explain that the Town hired two new Code Enforcement Officers, and they are working hard to get locals and kids in check, but this will take some time. Recreation Director Michael Labagh encouraged the committee to voice their opinions tonight at the park improvements work session. CASE Manager Danita Dempsey thanked the committee for their time and confirmed that she will send out some tour dates of the old fire station. 5.2 Recreation Department Update Recreation Director Michael Labagh updated the committee on summer numbers compared to last year and notified everyone about a facility closure from September 28- October 4 for AV, Wi-Fi and surveillance installation and general maintenance. Recreation Programs Supervisor Luke Herron updated the committee on past and upcoming programs. There was an increase in registration and new camp merchandise. New program highlights included Avon Kickball, free pickleball demo days, youth tennis clinics, 2v2 sand volleyball league and new camp field trips, with weekly themes. Recreation Director Michael Labagh informed everyone on the programs for Fall 2024, which include youth and adult tennis, Child Watch, and Eagle County Healthy HEALTH AND RECREATION COMMITTEE MEETING MINUTES TUESDAY, SEPTEMBER 10, 2024 HYBRID FORMAT IN PERSON AT AVON TOWN HALL AND VIA ZOOM HEALTH AND RECREATION COMMITTEE MEETING MINUTES, SEPTEMBER 10, 2024 PAGE 4 | 4 Aging field trips. Continued programs include the Pumpkin Fun Run, Kids Swim Night Out, Avon Afterschool and Schools Out Camp. The committee commented/inquired: A. Committee Member Kathy Ryan said she likes the use of Avon Elementary for rec programs and outings as opposed to building new facilities. B. Committee Member Kathy Ryan asked about the surveillance being archived and Committee Member Lisa Post asked about the legal implications of surveillance. Recreation Director Michael Labagh and Recreation Aquatics Superintendent Kacy Carmichael confirmed that the surveillance will only be accessed if there is an incident in question on a said day. In terms of the legal implications, there will be signage for the public to be aware that they are being recorded. 5.3 Recreation Department Mission, Vision and Values follow up Recreation Director Michael Labagh updated the committee on where the Recreation Department Mission and Values process and he had the Recreation Department Staff draft a new mission statement and vision statement and values. Recreation Director Michael Labagh asked for committee thoughts and opinions on the new statements and values. The committee commented/inquired: A. Committee Member Lisa Post commented on the Values statement saying that the word “sense” was used a lot. B. Committee Member Kathy Ryan said the statement, “promote belonging” is fine. Kathy also made a Cheers TV show reference and mentioned that Recreation Department Staff did a great job with this project. Recreation Director Michael Labagh asked to send any thoughts to him directly via email and gave the floor to Committee Chair Kevin Hyatt for meeting adjournment. 6. ADJOURNMENT Committee Chairman Kevin asked if there is a motion to adjourn the meeting. Vice Committee Chair Nancy Tashman made a motion to adjourn the meeting. Committee Member Kathy Ryan seconded the motion. The meeting adjourned at 1:28 p.m. on September 10, 2024. Respectfully submitted by Arnell Wade General Government Fellow CASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 19, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 19 SEPTEMBER 2024 PAGE 1 | 3 1. ROLL CALL Present: Committee Chair Justin Chesney, Committee Member Thomas Walsh and Town Council Member Lindsay Hardy Staff: Culture, Arts & Special Events Manager Danita Dempsey, General Government Fellow Arnell Wade, Town Manager Eric Heil, and Special Events Coordinator Chelsea Van Winkle Absent: Committee Member Lisa Mattis, Danielle McNair, Pedro Campos, Calyn Rieger, Kerri Thelen, and Town Council Member Ruth Stanley The meeting was called to order at 12:30 p.m. 2. PUBLIC COMMENT No public comments were made. 3. MINUTES Committee Chair Justin Chesney motioned to approve the minutes from August 15, 2024. Committee Member Thomas Walsh seconded the motion, and it passed unanimously. 4. STAFF UPDATE CASE Manager Dempsey went through a brief recap of the 2024 event season. She reviewed the opening comments of the packet, explaining that the 2025 budget will be flat or below 2024 and that the team will have similar focus in addition to doing peer community research and visits and planning for the 351 Development. Detailed budget information is included in the committee packet (available at Avon.org). 351 Development Concepts / Planning and Zoning Commission and Health and Recreation Committee CASE Manager Dempsey explained that we have brought the 351 Development Concepts to Downtown Development Authority (DDA), Planning and Zoning Commission and Health and Recreation Committee and everyone was on board and very supportive. Town Manager Heil stated that the DDA’s goal is redevelopment of the Town of Avon so they felt that this project fits and would be beneficial to our core area. There were some comments about how we could make money off the building, and he explained, he thinks we could recoup some of the costs but most likely not make money off the activation in the building. CASE Manager Dempsey wanted to bring the 351 development concepts back to the CASE Committee to get the final thoughts and thumbs up on moving forward. The Committee commented/inquired: A. The architect in me, was like there are “endless possibilities”. There are so many opportunities for the space, and we should be able to recoup some revenue. B. Jack Hunn who did the architecture for the Gerald R. Ford Amphitheatre and the Vilar Performing Arts Cetner said he may be willing to do free architecture work at 351 but it may need to be focused on theatre groups. CASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 19, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 19 SEPTEMBER 2024 PAGE 2 | 3 C. I would like to ask that we explore a black box theatre. I am passion about it, but I think there is also significant gain with big donor costs. D. I don’t want to see that space overrun by one organization. I want it to be a Town of Avon building not just a Vail Valley Art Guild building. E. I am fully in support and love that it could be many things to many different people. It will be interesting to see how much work needs to go in for it to be open to the public. F. Is the Skate Plaza going through? Town Manager Heil shared that he is a real fan of theatre, and he does agree that it would be appropriate for Avon. He then shared that he is not sure it fits in the Old Fire Station but thinks it would be great to have a real facility somewhere else in town. He stated every concept will have different needs and we will have to figure out what works in the budget. We will come up with a bunch of different uses and then figure out what they each cost to do in that space. He continued saying anything on the second floor that would be open to the public would need an elevator. Town Manager Heil said that the Skate Plaza is on hold due to not receiving the grant and the estimated cost doubling. The council’s direction was to get the bathrooms and plaza done first, which is ready to go for spring 2025. We are going to look for additional funding, but we have to wait until our current grant application is complete. Best case scenario is the Skate Plaza would be moving forward in 2027 and 2028. CASE Manager Dempsey let the committee know that the modular bathrooms for Harry A. Nottingham Park go to Council on September 24th to get approved to break ground in Spring 2025. 2025 Proposed Budget & Calendar CASE Manager Dempsey went through the 2025 proposed budget and said that there was a 2.13% net decrease from 2024. New for 2025, Cars in the Park and Avon Turkey Trot will now fully fall into the CASE budget. Both are a great fit for Avon and our events calendar. Then she continued, based off numbers, we have decided to let go Vail Valley Brew ’Au. Since we have lost a few events over the years, there is potential that we eventually go back to RFP for Third Party Producers. On the 2025 calendar, we also have a hold on the calendar for a Bravo! Performance and a ticketed music performance. CASE Manager Dempsey then quickly went through the rest of the 2025 budget numbers and the impacts which are included in the committee packet (available at Avon.org). She explained that we were down in gross revenue at AvonLIVE! and that was due to bad weather in August but Salute to the USA was slightly up. With revenue, we still did well despite the weather impacts due to vendor fees and revamping our vendors. CASE Manager Dempsey explained that the Arts and Culture budget is up 62% but a good portion of that is for the National Endowment of the Art grant match. Provided in the packet are the details of the breakdown for the Arts and Culture budget. CASE Manager Dempsey said for the large format mural budgeted for 2025, we have a couple of location options and next time we have the group together we can discuss more about what location we see as the best one. She also let the group know that by the end of September some of the bronzes on Main Street Mall will be off-town property as we do not own them so there will be new space for new opportunities. Town Manager Heil expressed that we have opportunities for a ticketed event, but he does not see in the future that we will have the money we used to have to throw at Third Party Producer events for an additional RFP. The Committee commented/inquired: CASE COMMITTEE MEETING MINUTES THURSDAY, SEPTEMBER 19, 2024 IN PERSON AT AVON TOWN HALL CASE COMMITTEE MEETING MINUTES, 19 SEPTEMBER 2024 PAGE 3 | 3 A. I loved Cars in the Park; I think it was such a great fit and I look forward to it coming back. B. I met someone who was bragging about how great the concerts were this summer despite the weather. C. I like the Seasons building for the mural. D. For the Eagle River Water Sanitation, there is chain link fencing so I am not sure it would be the best location for a mural. E. Multiple members stated they love the Lasso sculpture and think it is a staple of Avon and is iconic. Town Manager Heil said that we do have funds left in the CIP budget and maybe we can relook at purchasing Lasso. He asked staff to look at when filling the bronze vacancy to contact all the Front Range cities to see if they had art that they would like to sell. 2024 Event Recap Senior Special Events Coordinator Van Winkle presented the 2024 end of season PowerPoint summary. The Committee commented/inquired: A. Delay brat and beer at Town Clean Up so people must help clean up before they eat and drink. B. I talked to a lot of people, and everyone said this summer was top notch from fireworks to production to everything. C. Can I ask that we try and keep Pat Milbery for Salute to the USA? His activation was really cool and impactful. D. I was really happy with the Dancing in the Park programming this year. E. How much loss would we have if we did not have Private Rentals in 2025? F. If the construction is going to deter private rentals, will it impact our events? CASE Manager Dempsey said roughly around $6,000.00 is revenue generated from Private Rentals. She explained that yes, the construction for the modular restrooms will impact our load and how we access the stage. We will have weekly construction updates, and it will help our team plan for events each week. Town Manager Heil further explained that for the construction in the park, they will close construction for the week of Salute to the USA. There will be around 3-4 weeks when there will be no access through the parking lot, and we will have to use the Rec Path for access to events. CLOSING COMMENTS Committee Member Thomas Walsh brought to the attention of the committee that he would still like to see a Welcome to Avon sign and/or signs. He asked the committee and staff to explore activating a local artist to create a Welcome to Avon sign. He stated, there are not any signs that say you are in Avon and even EagleVail has a sign. Town Manager Heil commented that we are putting in the budget to redesign roundabout one and that there could be some options that we could look at for roundabout one. ADJOURNMENT The meeting was adjourned at 1:39 p.m. Respectfully submitted by: Chelsea Van Winkle Senior Specials Events Coordinator 970-748-4065 ddempsey@avon.org TO: Honorable Mayor Phillips and Council members FROM: Danita Dempsey, Culture, Arts & Special Events Manager Chelsea Van Winkle, Senior Special Events Coordinator RE: 2024 CASE Recap DATE: September 25, 2024 SUMMARY: This report highlights the 2024 Culture, Arts & Special Event division’s achievements, and recaps the 2024 special event season, including Key Performance (“KPI’s) and complete reporting on the tactics and outcomes of the advertising, marketing, and promotions for special events. This is a written report, and no action is requested by the Council. BACKGROUND: The 2024 event season, while successful, experienced a few rain cancellations and/or delays, and reporting indicates attendance and revenue numbers have decreased. That said, once again, we provided a vibrant calendar of events which continues to support the community and tourism; elevate the Avon brand and exposure through quality content, design, and a purposeful advertising campaign; and reinforced Avon’s competitiveness amongst our peer communities. Moreover, while the development and growth of our community focused event portfolio is nearing completion, the desire to embrace single and/or multiday ticketed music events still exists, however, the development of Town produced ticketed events is paused. This is primarily due to (1) budget constraints related to flat 2025 sales and accommodations tax projections and (2) the East Nottingham Improvements Project and completion of modular restrooms. The latter of which is anticipated to commence in April next year. PERFORMANCE INDICATORS: Additionally, consequential to the decrease in attendance and revenue generated at AvonLIVE! concessions, not including accommodation and sales tax related to events, the cost per attendee comparison which has consistently declined since 2021, has now increased slightly. This is illustrated with an event-by-event, year-by-year 2021 through 2024 analysis provided and attached as ATTACHMENT A. Noting the analysis only includes those Town Produced events with (1) an opportunity to generate larger crowds and/or revenue (2) an event series and/or (3) may be considered more appealing to visitors than other community-oriented events. Moreover, last year Staff a introduced a new data reporting model to measure event success called Key Performance Indicators (KPI’s) which is provided and attached as ATTACHMENT B. The KPI’s data illustrates the slight decrease in Town produced event days (from 43 to 41), third-party produced event days (from 16 to 15), non-funded event days (from 11 to 10), and private rentals (from 18 to 16). That said, it also reinforces the tremendous growth between 2019 and 2023. Additionally, the KPI data shows the significant growth in (1) social media followers (2) Avon.org event pages and (3) Discoveravon.org event pages. The ensuing event marketing information provided below is more revealing. EVENT MARKETING: A written report was provided for July 9th, 2024, Town Council Meeting updating the Town Council the 2024 Special Event Marketing. Furthermore, the report provided the mediums and tactics employed to advertise, market, and promote Town produced special events which categorized as (1) Local Advertising and (2) Regional/ Branding. The full report can be found beginning on page 144 of the Council Packet 2024.07.09 Page 2 of 10 To that end, Staff is providing specifics on (1) how we advertise, market, and promote Town produced events and (2) how these tactics performed. Staff are thrilled to report huge gains across our digital marketing, website visits, and social media platforms. The goal of our community-oriented marketing campaign continues to be to increase guest attendance and brand awareness. Increased guest attendance correspondingly increases concession sales, fosters a sense of place through memorable experiences, builds our community fabric, and boosts our brand awareness. Building brand awareness also includes but is not limited to creating recognizable experiences (i.e., signature events, AvonLIVE!, etc.), increasing traffic to our websites, gaining more social media followers and higher engagement from those followers. 1. The 2024 Approved Budget for advertising special events is $65,971 which is spread across many mediums and tactics. The mediums and tactics used to advertise, market, and promote Town produced special events include but are not limited to: a. Avon.org and Discoveravon.org event landing pages i. Total number of page views 115,918 representing a 90% increase (total number of times the content was viewed) ii. Total number of unique views 88,908 representing a 69% increase (views from different IP addresses) iii. Detail is provided and attached as ATTACHMENT C b. Social Media – DiscoverAvon Instagram and DiscoverAvon Facebook i. New Followers = 1,033 | Increased 17.38% ii. Total Reach = 600,600 | Increased 165.34% iii. Paid Reach** = 561,164 | Increased 37% iv. Paid Impressions = 640,478 | Increased 175% v. Detail is provided and attached as ATTACHMENT D c. Community Calendars (i.e., visitvailvalley.com and vaildaily.com) d. Press Releases through Civic Plus – 30+ press releases e. Electronic Newsletter – Open Rate 56% (Standard open rate for government is 20%) f. Avon Road Banners – 20 light poles for 30-days, Salute to the USA only g. Events Posters – 750+ posters distributed h. Radio Spots and DJ Mentions – 3,100 spots on five (5) stations, including Spanish radio for Fireworks in Avon, Egg Hunt, Town Clean Up + Sustainability Fair, AvonLIVE!, Lakeside Cinema, Salute, SunsetLIVE!, Cars in the Park, Community Picnic, and Paddle Battles. i. Planned Spend = $13,650 (cash spend) ii. Total Value = $29,400 (cash plus sponsorship value) i. Vail Daily and/or Summit Daily print, digital (vaildaily and summitdaily.com), Facebook Device ID and Programmatic. i. Planned Spend = $35,099 ii. Total Value = $43,874 j. Print includes Vail Daily, Summit Daily and Mountain Town Magazine for a total of 76 print ads. Page 3 of 10 i. Summit Daily print advertising included Fireworks in Avon, Salute to the USA, Cars in the Park and Paddle Battles. ii. Spanish in advertising in the Vail Daily included Egg Hunt, Town Cleanup & Sustainability Fair, Lakeside Cinema, Cars in the Park and Community Picnic. iii. Mountain Town Magazine advertising included AvonLIVE! Celebrating 10-Years. k. Digital includes multiple ads and ad sizes, animated and/or static on Vaildaily.com, Summitdaily.com, Bands in Town, and Mtntownmagazine.com, the latter of which does not provide analytics. i. Purchased 690,000 impressions between January – September 12 providing event specific and branded creative assets based on calendar. l. Facebook Device ID is ads served via Facebook by device location (geofencing, not in real time) such as Dillon Amphitheater and Red Rocks. Purchased 190,000 impressions and utilized them for Salute to the USA and AvonLIVE! only. m. Programmatic ads are placed on multiple websites and/or apps based on behavior, content, and demographics to reach our audience whenever or wherever. Behavior target the person such as those interested in New York Times and USA Today for example. And content targets those interested in live music for example. Purchased 320,000 impressions and utilized them for Salute to the USA and AvonLIVE! only. n. A summary of the Vail Daily and Summit Daily digital, Facebook DID, and programmatic paid marketing analytics/performance is provided below with a detailed event-by-event tactic analytics/performance provided as ATTACHMENTS E and F to our sales representative at the Vail Daily, the average CTR for a campaign of this type is .05 to .08 and ours is 13%! o. Bands in Town - Email campaign utilized for Salute to the USA and not included in the impressions provided below or attachments. ii. 16,666 email recipients, 74.95% open rate, 1.17% Click Through Rate (CTR). BIG ACHIEVEMENTS: 1. Attendance & Revenue - Attendance at Town produced events was down 1.4% and revenue is projected to be approximately 4% higher than projected in the 2024 Approved Budget. Attendance by event and revenue is addressed later in this report. We successfully executed events over 80 days this summer, installed one new large format mural, four new painted benches and hope to have two new historical markers completed before year’s end. All of which fit the Avon community, represent the brand well, are designed to elevate arts and culture, and grow events into solid “signature” events uniquely recognized and associated with the Town. Out of the 154 days between the Friday of Memorial Day Weekend and the end of October there were 80 days activated with a special event (live music, art or beer festival, Town clean up, movies, etc.). There were days where there were two or even three activations taking place, such as Fridays with Avon Arts Celebration and Lakeside Cinema, and Labor Day Weekend Paddle Battles and SunsetLIVE! These days as well as the Private Pavilion Rental days are identified as “staff interactions.” The purpose of this is to not count the event days twice yet identify there is still TOTAL IMPRESSIONS 1,588,070 TOTAL CLICKS 2,181 AVERAGE CTR 13% Page 4 of 10 a need for pre-event planning, administrative contracting and management, and on-site staffing. Table 1 below summarizes the number of event days by category defined as: a. Town Produced – Fireworks in Avon, Egg Hunt, Town Clean Up & Sustainability Fair, AvonLIVE!, SunsetLIVE!, Salute to the USA, Community Picnic, Lakeside Cinema, and Paddle Battles. b. Third Party Funded – Cash, in-kind personnel and event assets provided to producers and executed through contract. These include Pride in the Park, Triple Bypass, Avon Arts Celebration, Vail Lacrosse Tournament, Dancing in the Park, Vail Valley Brew-Au’, Cars in the Park and Vail Valley Soccer Tournament. c. Non-Funded Special Events – No cash, and in general no in-kind services or event assets provided to producers and executed through a Special Event Permit process. d. Private Pavilion Rentals – No cash, in-kind or event assets provided and executed through Private Rental Agreement. Table 1 Town Produced Events/Series: 9 Town Produced Event Days: 41 Town Operated Concession Days: 12 Third Party Funded Producers: 9 Third Party Funded Produced Event Days: 15 Non-Funded Special Event Permits + Field: 8 Non-Funded Special Event Days: 61 Private Pavilion Rentals: 13 Private Rental Days: 16 2. Alcohol Concessions: Our goals continue to be (1) increase revenues (2) identify opportunities for efficiencies and (3) provide great customer service. That said, after four (4) years of Town operated concessions, we are close to being as efficient as possible from an operations standpoint with minor tweaks to our menu each year. a. Gross Revenue – Overall the gross revenue decreased by 6.87% to $91,218.32 down from $97,951 in 2023. The decreased sales are directly related to the rain and decreased attendance at three (3) of the eleven (11) AvonLIVE! concerts. Menu prices remained affordable for our guests and the same as last year. i. This year AvonLIVE! had great bands, amazing weather except for three shows, and decreased attendance. AvonLIVE! is down from $45,274 to $36,511 representing a 19% decrease. ii. Salute to the USA performed well! Up from $51,465 in 2023 to $54,707 representing an 6.2% increase. b. Expense – Overall there was a slight decrease in expense of 9.78% in expense related to not purchasing equipment (point of sale) or water products and utilizing full time staff for on-site bar manager operations at AvonLIVE!. i. The decreased revenue at AvonLIVE! and higher credit card transactions translate to an overall minimal increase credit card fees up 2.38% and sales tax decrease of 6.96% ii. Furthermore, the inventory of Liquid Death still water was depleted just after Salute to the USA, and the sparkling water was nearly depleted at the Community Picnic. Page 5 of 10 Therefore, Staff did not purchase water products during the summer and instead will purchase water products this fall to begin the 2025 season and work towards securing sponsorship again to offset costs. iii. Staff also secured discount pricing in trade for sponsorship with Mountain Beverage (beer), and Golf Drinks (canned cocktails). Other distributors were utilized but did not offer sponsorship. iv. And the cost of goods for the Community Picnic was up 156% due to the great weather and attendance compared the cold and rain last year which resulted in low attendance. v. Therefore, cost of goods overall decreased $638 representing a 2% decrease. c. Net Revenue - The net revenue of Town operated concessions this year is $53,513.37 representing a percentage of cost of 36.89%, down from 39.74% in 2023. A year-over-year summary of all revenue and concession associated expenses are provided in ATTACHMENT G with a 2024 event-by-event accounting provided and attached as ATTACHMENT H. The CASE Committee and Staff recommend continuing with Town operated concessions at AvonLIVE! and Salute to the USA. 3. Sustainability: In 2024, we continued to collaborate with our third-party producers to ensure the Towns sustainability policies including diversion reporting, were implemented. Also, Staff continues to work closely with concession vendors and third-party producers in not allowing vendors to sell products in single use vessels which plays a vital role in our overall success. a. The Town and third party produced events realized an average diversion rate of 81.12% which is up down from 85.10% in 2023. A year-over-year event-by-event Landfill Diversion Report between 2017 through 2024 is provided in ATTACHMENT I. b. This was accomplished by continuing our work alongside Walking Mountains Science Center to educate guests, staff, and volunteers; on-site sorting and post-event reporting, restricting vessels and service ware at concession locations to only those products which are compliant with our policy. 4. Art in Avon: The opening of the Vail Valley Art Guild headquarters (a.k.a. Art Guild at Avon) on the Main Street Mall is the beginning of a long relationship serving to expand arts and serve as the launch pad for future art and cultural offerings in our community. a. Large Format Mural - This past spring, Staff work included an Artist Call Out/Request For Proposals (RFP) for the large format mural at Avon Elementary School. On April 15, 2024, the RFP was issued through CAFÉ, a web-based platform reaching tens of thousands of artists. CAFÉ housed and catalogued the artist applications/submission, media inventory, Jury Panel score card and review comments, as well as artist communication. This resulted in thirty (30) highly qualified muralist submissions. There were eleven (11) submissions from out of state which were disqualified, and nineteen (19) submissions from some of the most recognized muralists in the State of Colorado to be reviewed by the Jury Panel. The artist selected was Jeremy Velasquez who resides in Rifle, Colorado. His Page 6 of 10 amazing work embracing the spirit of Avon Elementary School and adjacent spaces, is titled Queen of the Valley | La Rena del Valle is an amazing addition to arts in Avon! b. Painted Benches Program – Additionally this spring Staff collaborated with the Art Guild at Avon members to release and Artist Call Out for four (4) new painted benches. Four (4) new designs from local artists were advanced and six (6) designs original painted in 2020 were refurbished and all were installed prior to mid-July. c. Bronzes - There are four (4) sculptures from the Knox Galleries Estate (Lasso, Jennifer, Enduring Navajo and Stilt Walkers) remaining that Staff is working on having removed before years end or early next spring. 2024 SPECIAL EVENTS RECAP: Once again, the type and frequency of activation produced this year is the right blend for the local community and enhances visitor experience with a few exceptions outlined below. 1. Fireworks in Avon – The winter fireworks event was held over the Martin Luther King holiday weekend, on Saturday, January 14, from 5:30 to 7:00 p.m. and included free hot chocolate, free peppermint schnapps and a surprise performance by the Battle Mountain Drumline. 2. Egg Hunt – The Egg Hunt is a community tradition in Avon and held on the Saturday of the Easter Holiday Weekend (March 30) between the hours of 10:00 a.m. and 12:00 p.m. 3. Town Clean Up & Sustainability Fair – The event expense is covered by the Bag Fund and therefore not in the CASE 2025 Proposed Budget but is on the 2025 special event calendar. There were 2,963 lbs. of electronic waste recycled, was well received by the community, and will continue in 2025 with $10,000 in funding coming from the Disposable Paper Bag Fund (DPBF). The event aligns with multiple criteria for use of DPBF funds to include but not limited to: a. “The paper bag fee is to be used exclusively for the following purposes: …(2) educating Town residents, businesses and guests about the impacts of waste on the Town's environmental health, the importance of reducing the number of disposable bags entering the waste stream, and the impact of disposable bags on the Town's waterways and the environment; (3) creating public educational campaigns to raise awareness about waste reduction and recycling; …(6) funding community cleanup or collection events and other activities to reduce waste…” Saturday, January 13 | 5:30 to 7:30 p.m. Budgeted Expense: $72,663 | Savings of approximately $14,496 Approximate Attendance: 1,500 Saturday, March 3| 10:00 a.m. to 12:00 p.m. Budgeted Expense: $16,192 Approximate Attendance: 1,500 Diversion Rate: 85.79% Page 7 of 10 4. SunsetLIVE! – There were approximately 3,404 in attendance this year compared to 3,874 in 2023 representing an 12% decrease directly related the three (3) weather cancelations. 5. AvonLIVE! – The free community concert series began with the second annual Battle of the Bands which featured four (4) Eagle County based bands battling to be named Eagle County Best Band and a chance to play Avon’s “big stage”. There were approximately 13,951 in attendance at the AvonLIVE! series this year compared to 15,142 in 2023 representing a 7.8% decrease. Attendees were surveyed in-person and via QR code, the highlights from the Intercept Insights Survey are provided below and the full 2024 AvonLIVE! the Survey Report is attached as ATTACHMENT J. Based off feedback identified in the Survey, the top three areas for improvement are (1) more parking (2) more shade and seating and (3) more food vendors. a. Total completed surveys – 306 | 269 In-person Intercepts | 537 QR Code Completions b. Sample size provides statistical validity with an error rate of 5.5% at a 95% confidence interval c. Estimated attendance – 13,951 d. Estimated revenue generated in the Town of Avon - $1.1M e. Net Promoter Score – 84 f. Overall Satisfaction Score – 94 g. 56% of the attendees came to Avon, CO specifically for AvonLIVE! h. 39% of the attendees attended AvonLIVE! in the past i. 83% are “Very” or “Extremely Likely” to return in the future j. “Newspaper” and “Word-of-Mouth” were selected most when asked, “How did you hear about, and/or where did you see advertising for AvonLIVE!?” k. 80% of the attendees staying in paid lodging stayed in Avon, CO l. Average nights stayed in paid lodging in Avon, CO – 5.2 m. Average group size of those lodging in Avon, CO – 2.9 n. Estimated number of room nights generated in Avon – 2,060 o. Estimated average nightly rate in Avon - $270 p. Average age of respondents – 51.7 | Average age of children under 18 – 8.7 Thursday, May 22 | 4:30 to 7:30 p.m. Budgeted Expense: $11,000 Approximate Attendance: 175 E-Waste Collected: 2,963 lbs. Sundays May 26 to September 1 (15) | 6:00 to 8:30 p.m. Budgeted Expense: $35,342 Approximate Series Attendance: 3,404 Wednesdays June 12 to August 28 (11) | 5:30 to 9:00 p.m. Budgeted Expense: $282,070 Budget Revenue: $47,131 | $43,101 in concession | $4,000 in vendor fees Est. Act. Revenue: $45,211 | $36,511 in concession | $8,700 in vendor fees Approximate Series Attendance: 13,951 Diversion Rate: 91.07% Page 8 of 10 6. Lakeside Cinema – This event series was comprised of nine (9) family friendly movies with only one weather cancelation. The featured movies include The Goonies, The Little Mermaid, Back to the Future, Wonka, School of Rock, Sing 2, Puss in Boots, Cool Runnings and Wish. There were approximately 890 in attendance this year compared to 887 in 2023. 7. Salute to the USA Fireworks –Avon’s beloved fireworks show, and Melissa Etheridge brought larger crowds who gathered for family-fun and tradition! Once again, there were approximately 22,000 to 24,000 in attendance and a Salute to the USA Post Event Report was provided to Town Council at the September 10, 2024, Town Council Meeting. 8. Paddle Battles / Cardboard Regatta –Individual Races Adult categories for cash; Kids categories for prizes; and Team SUP Squatch Races and Cardboard Regatta for bragging rights. There were 45 participants registered this year and approximately 50 spectators, which are similar numbers to 2023. 9. Avon Arts Celebration Intercept Survey – Considering the longer-term goals of growing our cultural and arts offering, and in collaboration with the third-party event producer, Staff and Intercept Insights created a survey to gain more insight on the attendees of the Avon Art Celebration. This was the first year that attendees were surveyed in-person and via a QR code, the highlights from the Intercept Insights Survey are provided below and the full 2024 Avon Arts Celebration Survey Report is provided and attached as ATTACHMENT K. Based off feedback identified in the Survey, the top three areas for improvement are (1) more parking (2) more places to sit and shade/umbrellas (3) better/more food vendors. a. Total completed surveys – 50 In-person Intercepts b. Sample size provides statistical validity with an error rate of 13.8% at a 95% confidence interval Fridays July 5 through August 30 (9) Budgeted Expense: $28,399 Approximate Series Attendance: 890 Monday, July 3 | 5:00 to 10:00 p.m. Budgeted Expense: $387,564 Budget Revenue: $70,350 | $10,000 sponsorship | $51,000 concessions | $9,350 vendor fees Est. Actual Revenue: $67,300 | $51,400 in concession | $15,900 in vendor fees Approximate Attendance: 22,000 to 24,000 Diversion Rate: 81.03% Sunday, September 1 | 10:30 a.m. to 4:00 p.m. Budgeted Expense: $12,087 Approximate Attendance: 45 Participants | 50 Spectators Page 9 of 10 c. Estimated attendance – 4,000 d. Estimated revenue generated in the Town of Avon - $265K e. Net Promoter Score – 68 f. Overall Satisfaction Score – 91 g. 65% of the attendees came to Avon, CO specifically for Avon Arts Celebration h. 50% of the attendees attended this event in the past i. 70% are “Very” or “Extremely Likely” to return in the future j. “Newspaper” was selected most when asked, “How did you hear about, and/or where did you see advertising for Avon Arts Celebration?” k. 60% of the attendees staying in paid lodging stayed in Avon, CO l. Average nights stayed in paid lodging in Avon, CO – 3.7 m. Estimated number of room nights generated in Avon 106 n. Estimated average nightly rate in Avon - $203 o. Average age of respondents – 57 | Average age of children under 18 – 9.6 PROPOSED 2025 SPECIAL EVENTS CALENDAR - Provided and attached as ATTACHMENT L, detailing a calendar view of (1) proposed special events and main athletic field maintenance days on page 1, (2) anticipated private events on page 2 and, (3) Recreation Department programming that occurs in Harry A. Nottingham Park on page 3. The legend at the top of the calendar provides a visual key as to the type of event (music, arts, athletics, etc.) and assumes the venue is Nottingham Park and/or Lake unless indicated otherwise. Additionally, there are instances where we have multiple events and/or venues activated at the same time. In which case, there are two or more colors with overlapping triangles of colors. An example of which is June 18 with the Vail Valley Lacrosse Tournament (athletic = orange) and AvonLIVE! (music = green). It is important to note that this calendar is for internal scheduling purposes and will not be publicly distributed. Staff believes we had another homerun this year and hit the bullseye with a community focused, full, and diverse calendar of events that utilizes our natural and built resources, was engaging, entertaining, and vibrant! We planned and executed a strategic line up which kept Avon competitive and recommend advancing the 2025 proposed calendar of arts and special events. A final 2024 Special Event Complete Recap complete with images is provided and attached as ATTACHMENT M enjoy! Thank you, Danita & Chelsea ATTACHMENTS: Attachment A – Year-Over-Year Cost Per Event & Attendee Analysis Attachment B – 2024 Key Performance Indicators Attachment C – Town of Avon Website Attachment D – Town of Avon Social Analytics Attachment E – Digital Marketing Analytics Summary Attachment F – Event by Event Digital Marketing Analytics Page 10 of 10 Attachment G - All Concessions Summary & Year-Over-Year Comparison Attachment H – 2024 Event By Event Concessions Summary Attachment I – Yearly Landfill Diversion Report Attachment J – AvonLIVE! Events Survey Report 2024 Attachment K – Avon Arts Celebration Event Survey Report 2024 Attachment L – 2025 Proposed Special Event Calendar Attachment M – Final Special Event Complete Recap Event Number of Events Year Budget: Adopted, Final or Proposed Attendance Estimates Gross Cost Per Event Gross Cost Per Attendee Concessions Gross Revenue Vendor Booth Revenue Total Gross Revenue Net Cost Per Event Net Cost Per Attendee Year: 2021 Year: 2022 Year: 2023 Year: 2024 Salute to the USA1 1 2021 145,549$ 8,100-9,000 N/A 16.17$ 28,000$ 4,600$ 32,600$ 112,949$ 13$ 1 2022 230,334$ 15,600 - 18,534 N/A 12.43$ 28,424$ 8,100$ 36,524$ 193,810$ 10$ 1 2023 295,313$ 22,000 - 24,000 N/A 12.30$ 51,400$ 9,350$ 60,750$ 234,563$ 10$ 1 2024 379,563$ 23,000 - 24,000 N/A 15.82$ 54,700$ 15,900$ 70,600$ 308,963$ 13$ AvonLIVE !9 2021 157,198$ 3,148 14,824$ 49.94$ 16,865$ 2,400$ 19,265$ 137,933$ 44$ 10 2022 167,769$ 9,170 15,878$ 18.30$ 30,637$ 2,500$ 33,137$ 134,632$ 15$ 11 2023 221,509$ 15,142 20,137$ 14.63$ 45,274$ 4,000$ 49,274$ 172,235$ 11$ 11 2024 282,071$ 13,951 25,643$ 20.22$ 36,511$ 4,700$ 41,211$ 240,859$ 17$ SunsetLIVE !14 2021 19,761$ 2,778 1,840$ 7.11$ 2,400$ N/A 2,400$ 17,361$ 6$ 14 2022 22,850$ 2,092 1,632$ 10.92$ N/A N/A -$ 22,850$ 11$ 14 2023 23,910$ 3,874 1,708$ 6.17$ N/A N/A -$ 23,910$ 6$ 15 2024 34,242$ 3,404 2,356$ 10.06$ N/A N/A -$ 34,242$ 10$ Lakeside Cinema 6 2021 11,646$ 325 1,395$ 35.83$ N/A N/A -$ 11,646$ 36$ 9 2022 16,252$ 655 1,817$ 24.81$ N/A N/A -$ 16,252$ 25$ 9 2023 18,821$ 887 2,091$ 21.22$ N/A N/A -$ 18,821$ 21$ 9 2024 28,399$ 890 3,155$ 31.91$ N/A N/A -$ 28,399$ 32$ Summer's End 1 2021 45,645$ 2,000 N/A 22.82$ 5,735$ 300$ 6,035$ 39,610$ 20$ 1 2022 42,666$ 1,167 N/A 36.56$ 2,142$ 950$ 3,092$ 39,574$ 34$ 1 2023 20,167$ 619 N/A 32.58$ 1,302$ 500$ 1,802$ 18,365$ 30$ 1 Used higher attendance number for cost per attendee ATTACHMENT A 2021 - 2024 Cost Per Event & Attendee Analysis Discontinued 2019 2020 2021 2022 2023 Number of Town Produced Event Days 14 11 52 53 43 Number Third-Party Event Days 24 10 29 19 16 Number of Non-Funded Event Days1 4 9 8 16 11 Number of Paid Private Rental Days 1 7 9 15 18 Total People Attending Events2 30,000 6,123 22,390 55,126 76,077 Number of Social Media Followers (Facebook)2,203 Number of Social Media Followers (Instagram)2,359 Newsletter Subscribers 2,110 2,248 Avon.org Event Pages Views 3 59,355 54,319 Discoveravon.org Event Pages Views 4,683 6,712 12022 - 2024 does not include soccer practice/games 2022 = 39 days of practice/games 2023 = 100 days of practice/games 2024 = 54 days of practice/games 2 2019-2020 are approx. numbers as not all events tracked attendees. Does not include private rental attendees 32022 not all event landing pages views tracked and date range is only May-Oct. 2023 date range in Jan.-Oct. 2024 date range is Jan.- Sept. KEY PERFORMANCE INDICATORS ATTACHMENT B Not Available Not Available Event/Page # of Pageviews # of Unique Visits # of Pageviews # of Unique Visits YOY % of Pageviews Change YOY % of Unique Visits Change Event/Page # of Pageviews # of Unique Visits # of Pageviews # of Unique Visits Fireworks in Avon 8,379 6,887 810 744 934%826%To Do/festivals 3,033 2,326 1,980 1,479 Egg Hunt 1,553 1,046 1,048 961 48%9%To Do 2,696 1,827 1,126 743 Town Clean Up & Sustainability Fair 923 639 792 734 17%-13%To Do/this summer 1,044 839 1,246 1,044 Salute 23,079 22,736 18,839 16,414 23%39%Art & Culture 816 668 309 259 AvonLIVE!20,566 13,303 9,267 8,306 122%60%Fireworks in Avon 367 296 248 218 SunsetLIVE!8,744 6,235 3,753 3,348 133%86%Egg Hunt 6 6 4 2 Lakeside Cinema 3,644 2,590 854 791 327%227%Town Clean Up & Sustainability Fair 27 20 21 15 Cars in the Park 1,124 852 100%100%Cars in the Park 1,472 1,397 SunsetSUP 576 528 Salute 2,150 1,674 341 269 Paddle Battles 926 746 261 239 255%212%AvonLIVE!1,100 867 697 521 Summer's End 271 259 SunsetLIVE!756 634 502 391 SE Landing Page 13,458 9,187 8,052 7,112 67%29%Lakeside Cinema 265 236 173 152 Calendar 12,118 7,865 5,729 4,420 112%78%SunsetSUP 50 46 Events at a Glance 7,410 5,884 3,980 3,681 86%60%Paddle Battles 48 46 11 9 Arts at a Glance 214 102 87 73 146%40%Summer's End 4 4 SUB-TOTALS:102,138 78,072 54,319 47,610 88.03%64%SUB-TOTALS:13,780 10,836 6,712 5,152 COMBINED TOTAL PAGE VIEWS 115,918 61,031 89.93%COMBINED TOTAL UNIQUE VIEWS 88,908 52,762 Discontinued Discontinued N/A N/A Discontinued Event N/A Discontinued Event N/A ATTACHMENT C YEAR OVER YEAR: ANALYTICS FOR AVON.ORG 2024 - 2023 YEAR OVER YEAR: ANALYTICS FOR DISCOVERAVON.ORG 2024 - 2024 1 2023 2 Year Over Year % of Increase 2024 1 2023 2 Event/Page Total Reach Page Visits New Likes / Follows Combined Paid Reach Combined Paid Impression Total Reach Page Visits New Likes / Follows Combined Paid Reach Combined Paid Impresson YOY % of Total Reach Change YOY % of Page Visits Change YOY % New Likes/Follows Change YOY % Combined Paid Reach Change YOY % Combined Paid Change Instagram 82,000 4,000 635 102,887 3,861 538 -20.30%3.60%18.03% Facebook 518,600 8,100 398 123,460 6,915 342 320.06%17.14%16.37% 1 2024 analytic period: 1/1/2024 - 9/30/2024 2 2023 analytic period: 1/1/2023 - 10/14/ 2023 409,357 232,711 Year Over Year % Change ATTACHMENT D YEAR OVER YEAR: ANAYLTICS FOR DISCOVERAVON SOCIAL 2024 - 2023 2024 1 2023 2 561,164 640,478 37.08%175.22% Event Impressions Clicks % CTR Impressions Clicks % CTR Impressions Clicks % CTR Fireworks in Avon 79,996 163 0 Egg Hunt 30,000 8 0.03 Town Clean Up + Sustainability Fair 39,962 14 0.04 AvonLIVE !239,997 398 0.17 263,931 355 0.13 122,432 159 0.13 SunsetLIVE !200,011 256 0.13 138,804 128 0.09 Salute to the USA 29,609 72 0.48 10,183 13 0.13 15,894 47 0.30 Lakeside Cinema 39,949 35 0.09 Cars in the Park 142,587 245 0.34 81,613 110 0.13 Paddle Battles 123,635 166 0.13 Community Picnic 29,467 12 0.04 SUB-TOTALS:955,213 1,369 0.14 274,114 368 0.13 358,743 444 0.12 TOTAL IMPRESSIONS 1,588,070 16% TOTAL CLICKS 2,181 AVERAGE CTR 13% Average for this type campaign is .05 to .08 2024 Events Digital Marketing Analytics Summary Digital: VD & SD.com Facebook Device ID Programatic ATTACHMENT E Event Run Schedule Total Impressions Total Clicks Total % CTR Fireworks in Avon 12/15 - 01/13 79,996 163 0.20 Vaildaily.com 39,996 84 0.21 Summitdaily.com 40,000 79 0.20 Event Run Schedule Total Impressions Total Clicks Total % CTR Egg Hunt 03/1-3/31 30,000 8 0.03 Vaildaily.com 30,000 8 0.03 Event Run Schedule Impressions Total Clicks Total % CTR Town Clean Up & Sustainability Fair 4/22 - 5/22 39,962 14 0.04 Vaildaily.com 39,962 14 0.04 Event Run Schedule Total Impressions Total Clicks Total % CTR AvonLIVE !06/05-8/28 626,360 912 0.15 Vaildaily.com 120,018 181 0.15 Summitdaily.com 119,979 217 0.18 Programmatic 122,432 159 0.13 Face Book DID 263,931 355 0.13 Mountain Town Magazine Event Run Schedule Total Impressions Total Clicks Total % CTR SunsetLIVE !05/19 - 9/1 338,815 384 0.11 Vaildaily.com 200,011 256 0.13 Programmatic 138,804 128 0.09 Event Run Schedule Total Impressions Total Clicks Total % CTR Salute to the USA 06/14 - 07/03 55,686 132 0.24 Vaildaily.com 14,618 32 0.21 Summitdaily.com 14,991 40 0.27 Programmatic 15,894 47 0.30 Face Book DID 10,183 13 0.13 Event Run Schedule Total Impressions Total Clicks Total % CTR Lakeside Cinema 06/28-8/30 39,949 35 0.09 Vaildaily.com 39,949 35 0.09 Event Run Schedule Total Impressions Total Clicks Total % CTR Cars in the Park 06/15-8/24 224,200 355 0.16 Vaildaily.com 71,278 114 0.16 Summitdaily.com 71,309 131 0.18 Programmatic 81,613 110 0.13 Event Run Schedule Total Impressions Total Clicks Total % CTR Paddle Battles 08/01 - 09/01 123,635 166 0.13 Vaildaily.com 61,818 64 0.10 Summitdaily.com 61,817 102 0.17 Event Run Schedule Impressions Total Clicks Total % CTRCommunity Picnic 08/30-9/12 29,467 12 0.04 Vaildaily.com 29,467 12 0.04 2024 Events Digital & Programmatic Marketing Analytics ATTACHMENT F VARIANCE 2023 to 2024 % INCREASE 2023 vs 2024 VARIANCE 2022 to 2023 % INCREASE 2022 vs 2023 VARIANCE 2021 to 2022 % INCREASE 2021 vs 2022 Actual Cash Sales 26,991.00$ Actual Cash Sales 24,681.00$ Actual Cash Sales 31,290.00$ Actual Cash Sales 21,946.00$ (9,344.00)$ -30%6,609.00$ 26.78%(2,310.00)$ -8.56% Credit Card Sales 37,284.14$ Credit Card Sales 47,562.37$ Credit Card Sales 76,453.90$ Credit Card Sales 78,425.84$ 1,971.94$ 2.58%28,891.53$ 60.74%10,278.23$ 27.57% Less Credit Card Tips 5,506.92$ Less Credit Card Tips 7,149.77$ Less Credit Card Tips 9,792.90$ Less Credit Card Tips 9,153.52$ (639.38)$ -6.53%2,643.13$ 36.97%1,642.85$ 29.83% Total Gross Sales $58,768.22 Total Gross Sales $65,093.60 Total Gross Sales 97,951.00$ Total Gross Sales 91,218.32$ (6,732.68)$ -6.87%32,857.40$ 50.48%6,325.38$ 10.76% Avon Sales Tax 4%Avon Sales Tax 4%Avon Sales Tax 4%Avon Sales Tax 4% Less Sales Tax ($)2,260.32$ Less Sales Tax ($)2,503.60$ Less Sales Tax ($)2,940.53$ Less Sales Tax ($)3,016.38$ 75.84$ 2.58%436.93$ 17.45%243.28$ 10.76% Sales Tax (%)4.40%Sales Tax (%)4.40%Sales Tax (%)4.40%Sales Tax (%)4.40%0 Less Sales Tax ($)2,476.82$ Less Sales Tax ($)2,743.41$ Less Sales Tax ($)4,132.00$ Less Sales Tax ($)3,844.45$ (287.55)$ -6.96%1,388.59$ 50.62%266.59$ 10.76% Tax Adjusted Gross Sales $56,291.40 Tax Adjusted Gross Sales 62,350.19$ Tax Adjusted Gross Sales 93,909.00$ Tax Adjusted Gross Sales 87,373.87$ (6,535.13)$ -6.96%31,558.81$ 50.62%6,058.79$ 10.76% Less Credit Card Fees ($)1,885.53$ Less Credit Card Fees ($)1,808.43$ Less Credit Card Fees ($)2,520.48$ Less Credit Card Fees ($)2,580.50$ 60.02$ 2.38%712.05$ 39.37%(77.10)$ -4.09% Final Adjusted Gross Sales $54,405.87 Final Adjusted Gross Sales 60,541.76$ Final Adjusted Gross Sales 91,388.52$ Final Adjusted Gross Sales 84,793.37$ (6,595.15)$ -7.22%30,846.76$ 50.95%6,135.89$ 11.28% Expenses: Cost of Goods Expenses: Cost of Goods Expenses: Cost of Goods Expenses: Cost of Goods Labor (Bar Manager + Servers)1 13,626.00$ Labor (Bar Manager + Servers)1 8,815.33$ Labor (Bar Manager + Servers)1 9,826.83$ Labor (Servers)1 6,452.89$ (3,373.94)$ -34.33%1,011.50$ 11.47%(4,810.67)$ -35.31% City Market (Ice)3,349.89$ City Market (Ice)3,348.94$ City Market (Ice)2,703.33$ City Market (Ice)2,371.88$ (331.45)$ -12.26%(645.61)$ -19.28%(0.95)$ -0.03% RNDC (Canned Cocktails & Wine)7,715.00$ RNDC (Canned Cocktails & Wine)7,486.26$ RNDC (Canned Cocktails & Wine)4,091.37$ RNDC (Canned Cocktails & Wine)1,691.00$ (2,400.37)$ -58.67%(3,394.89)$ -45.35%(228.74)$ -2.96% Mountain Beverage (Beer)8,543.02$ Mountain Beverage (Beer)8,543.02$ Mountain Beverage (Beer)10,947.30$ Mountain Beverage (Beer)9,152.50$ (1,794.80)$ -16.39%2,404.28$ 28.14%-$ 0.00% Breakthru Beverage (Canned Cocktails & Wine)-$ Breakthru Beverage (Canned Cocktails & Wine)-$ Breakthru Beverage (Canned Cocktails & Wine)3,125.53$ Breakthru Beverage (Canned Cocktails & Wine)7,876.73$ 4,751.20$ 152.01%3,125.53$ 100.00%-$ Rocky Mountain Soda -$ Rocky Mountain Soda -$ Rocky Mountain Soda -$ Rocky Mountain Soda 3,735.00$ 3,735.00$ 100% New Age Beverage 306.00$ New Age Beverage -$ New Age Beverage -$ New Age Beverage -$ -$ -$ (306.00)$ -100.00% Open Water (Bottled Water Product)2,130.66$ Open Water / Waterloo Sparkling -$ Liquid Death Water 1,224.00$ Liquid Death Water -$ (1,224.00)$ -100.00%1,224.00$ 100.00%(2,130.66)$ -100.00% Cost of Comp Product 1,396.51$ Cost of Comp Product 1,271.21$ Cost of Comp Product 1,291.00$ Cost of Comp Product2 3,308.38$ 2,017.38$ 156.26%19.79$ 1.56%(125.30)$ -8.97% Sub-Total Expenses: Cost of Goods 37,067.08$ Sub-Total Expenses: Cost of Goods 31,069.98$ Sub-Total Expenses: Cost of Goods 31,918.36$ Sub-Total Expenses: Cost of Goods 31,280.00$ (638.36)$ -2.00%848.38$ 2.73%(5,997.10)$ -16.18% Expenses: Equipment Expenses: Equipment Expenses: Equipment Expenses: Equipment Equipment Rental 3,994.49$ Equipment Rental -$ Equipment Purchase 2,261.53$ Equipment Purchase -$ (2,261.53)$ -100%2,261.53$ 100%(3,994.49)$ -100% Sub-Total Expenses: Equipment 3,994.49$ Sub-Total Expenses: Equipment -$ Sub-Total Expenses: Equipment 2,261.53$ Sub-Total Expenses: Equipment -$ -$ 0%2,261.53$ (2,261.53)$ Final Adjusted Gross Sales 54,405.87$ Final Adjusted Gross Sales 60,541.76$ Final Adjusted Gross Sales 91,388.52$ Final Adjusted Gross Sales 84,793.37$ (6,595.15)$ -7.22%30,846.76$ 50.95%6,135.89$ 11.28% Expenses 41,061.57$ Expenses 31,069.98$ Expenses 34,671.59$ Expenses 31,280.00$ (3,391.59)$ -9.78%3,601.61$ 11.59%(9,991.59)$ -24.33% Net Revenue 13,344.30$ Net Revenue 29,471.78$ Net Revenue 56,716.93$ Net Revenue 53,513.37$ (3,203.56)$ -5.65%27,245.15$ 92.44%16,127.48$ 120.86% Percentage of Cost 75.47%Percentage of Cost 51.32%Percentage of Cost 37.94%Percentage of Cost 36.89%-1.05%-13.38%-24.15% 1 Hourly wage; tips not included in all years. 22024 Comp Product higher due to Salute VIP Comps doubling and Community Picnic up from 252 to 1788 in product sold (offered sodas in addition to beer in 2024 and not rained out) ATTACHMENT G YEAR OVER YEAR 2021-2024 ALCOHOL CONCESSIONS SUMMARY All Events All Events All Events ALCOHOL CONCESSIONS 2021 ALCOHOL CONCESSIONS 2022 ALCOHOL CONCESSIONS 2023 ALCOHOL CONCESSIONS 2024 All Events AvonLIVE! (11) Salute to the USA Actual Cash Sales 8,382.00$ 13,564.00$ Credit Card Sales 31,931.63$ 46,494.21$ Less Credit Card Tips 3,802.31$ 5,351.21$ Total Gross Sales 36,511.32$ 54,707.00$ Avon Sales Tax 4%4% Less Sales Tax ($)1,228.14$ 1,788.24$ Sales Tax (%) Eagle County / State 4.4%4.4% Less Sales Tax ($)1,538.79$ 2,305.66$ Tax Adjusted Gross Sales 34,972.53$ 52,401.34$ Less Credit Card Fees ($)1,093.14$ 1,487.36$ Final Adjusted Gross Sales 33,879.39$ 50,913.98$ Expenses: Cost of Goods Labor (Bar Servers)1 3,233.04$ 3,219.85$ Ice 781.88$ 1,590.00$ RNDC (Canned Cocktails & Wine)1,691.00$ -$ Mountain Beverage (Beer)3,943.30$ 5,209.20$ Breakthru Beverage (Canned Cocktails & Wine)3,159.94$ 4,716.79$ Rocky Mountain Soda 1,535.00$ 2,200.00$ Liquid Death Water -$ -$ Sub-Total Expenses: Cost of Goods 14,344.16$ 16,935.84$ Expenses: Equipment Equipment Purchase -$ -$ Sub-Total Expenses: Equipment -$ -$ Final Adjusted Gross Sales 33,879.39$ 50,913.98$ Expenses 14,344.16$ 16,935.84$ Net Revenue 19,535.23$ 33,978.14$ Percentage of Cost 42%33% ATTACHMENT H EVENT-BY-EVENT 2024 ALCOHOL CONCESSIONS SUMMARY 2 2024 wage cost is an estimate 1 Hourly wage; tips not included; does not include comp product Event 2017 Diversion 2018 Diversion 2019 Diversion 2020 Diversion 2021 Diversion 2022 Diversion 2023 Diversion 2024 Diversion Average Diversion by Event Egg Hunt 41.32%84.89%84.89%70.37% Town Clean Up & Sustainability Fair -------91.88%91.88% AvonLIVE!94.05%81.66%82.92%83.77%85.11%89.46%93.19%91.07%87.65% Salute to the USA 36.12%36.12%59.40%-82.97%66.03%80.92%81.03%63.23% Summer's End Concert ----84.73%85.33%92.28%-87.45% Community Picnic --89.00%-89.19%91.07%91.61%90.35%90.24% Colorado Classic --79.00%-----79.00% Town Produced Events Not Tracked1 SunsetLIVE! --------- Lakeside Cinema --------- Paddle Battles / SunsetSUP --------- Winter Fireworks --------- XTERRA -----76.54%88.96%-82.75% Avon Arts Celebration -----52.16%70.40%67.24%63.27% Ultimate Après Avon -----90.86%85.69%-88.28% Pride in the Park -----83.56%85.74%70.58%79.96% Vail Lacrosse Tournament -----83.50%-71 3591.75% Purina Pro Dog Challenge --86.00%-----86.00% Vail Valley Brew' Au ----64.23%84.32%82.44%85.63%79.16% Dancing in the Park --82.54%-87.50%75.67%78.61%70.22%78.91% Man of the Cliff 84.59%76.00%77.00%--82.42%86.79%-81.36%Triple By-Pass -88.60%----80.03%82.55%83.73% ATTACHMENT I: LANDFILL DIVERSION RATES 2017-2024 THIRD PARTY PRODUCED EVENTS (1) Events that we do not actively recover resources or use zero waste services due to the lack of F&B provided, type of event and/or duration. TOWN PRODUCED EVENTS AvonLIVE! SURVEY RESULTS Prepared for: Town of Avon Prepared by: Intercept Insight, LLC PO Box 2078 Avon, CO 81620 970.331.1086 www.interceptinsight.com ATTACHMENT J OBJECTIVES The Town of Avon invested in a third party research company, Intercept Insight, LLC, to conduct intercept surveys during AvonLIVE! to help quan fy decisions and increase performance related to the event. With this insight, the Town is able to evaluate economic contribu ons of the event, develop objec ves to increase the overall performance, market effec vely, and provide sponsors with valuable data regarding the event. The Town of Avon iden fied several objec ves for this study. Objec ves: v A*endee details (e.g. reason for visi ng Avon, prior a*endance, loyalty) v Intent to return to the event v Quan fy recommenda ons v Evaluate event performance v Es mate spending habits v Es mate revenue genera on v Understand media effec veness/awareness v Obtain demographical and geographical data v Determine accommoda ons, nights stayed, town stayed in, etc. v Town of residence/Neighborhood AvonLIVE! METHODOLOGY The Town of Avon and Intercept Insight designed a core set of ques ons intended to meet the objec ves of the study, including some event specific ques ons. Once the survey was approved the ques ons were programmed into a survey design tool and then uploaded to handhelds. The surveys were then conducted in-person using the handheds to collect the data. In-person intercepts were conducted during each AvonLIVE! concert. Surveyors were hired and trained to conduct the intercepts in a way so that a random representa ve sample of the popula on was being collected each day. Those surveyed must have been 18 years of age or older. A sample plan was designed, and a quota was met to ensure sta s cal validity. Once the quota were met, the data was downloaded using a sta s cal so6ware and prepared for analysis and repor ng. AvonLIVE! HIGHLIGHTS v Total completed surveys – 306 | 269 In-person Intercepts | 37 QR Code Comple ons v Sample size provides sta s cal validity with an error rate of 5.5% at a 95% confidence interval v Es mated a*endance – 13,951 v Es mated revenue generated to the Town of Avon - 1.1M v Net Promoter Score – 84 v Overall Sa sfac on Score – 94 v 56% of the a*endees came to Avon, CO specifically for AvonLIVE! v 39% of the a*endees had a*ended AvonLIVE! in the past v 83% are “Very” or “Extremely Likely” to return in the future v “Newspaper” and “Word-of-Mouth” were selected most when asked, “How did you hear about, and/or where did you see adver sing for AvonLIVE!?” v 80% of the a*endees staying in paid lodging stayed in Avon, CO v Average nights stayed in paid lodging in Avon, CO – 5.2 v Average group size of those lodging in Avon, CO – 2.9 v Es mated number of room nights generated in Avon – 2,060 v Es mated average nightly rate in Avon - $270 v Average age of respondents – 51.7 | Average age of children under 18 – 8.7 AvonLIVE! NAVIGATION USE THE FILTERS BELOW TO NAVIGATE THE RESULTS Year 2024 AvonLIVE! 2024 0K 5K 1.. 1.. 2.. 2.. 3.. . . . . . . . . . . . 13,951 $1,141,599 Attendance and Revenue Generation AvonLIVE! 2024 0% 20% 40% 60% 80% 100% 3%10% 84% 87% Net Promoter Score Legend Promoters Net Promoter Score Passive Supporters Detractors Overall satisfaction Availability of food & beverages Quality of food & beverages Friendliness of staff Quality of the Entertainment 2024 2024 2024 2024 2024 0 50 100 94 93 94 97 95 Attribute Satisfaction Ratings AvonLIVE! All good! Just busy or would come to more I would recommend it if someone I knew was visiting It's really just a matter of personal taste. The bands are good, but it's not the music I enjoy More food more food vendors More parking More parking not chade What can we do to increase your likelihood to recommend this event? Better advertising of times!!!! games N/A No nothing Seating and heaters. It was cold tonight.A. A. A. A. A. A. Is there one thing we can do to enhance your experience in the future? AvonLIVE! Came for event Heard about it after arrival 2024 2024 0% 20% 40% 60% 56% 44% Reason for Visiting Avon Not at all Likely Not Very Likely Somewhat Likely Very Likely Extremely Likely 2024 2024 2024 2024 2024 0% 20% 40% 0%2% 15% 47% 36% Intention to Return AvonLIVE! One Concert Two Concerts Three Concerts Four Concerts Five Concerts Six Concerts Seven Concerts Eight Concerts Nine Concerts Ten Concerts 11 Concerts 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 20% 40%40% 9%11%10%9% 5%2%3%2%3%5% Concert Attendance 2024 0.0 1.0 2.0 3.0 2.6 Average Concerts Attended AvonLIVE! First year 2 years 3 years 4 years 5+ years 2024 2024 2024 2024 2024 0% 10% 20% 30% 40%39% 16% 11% 5% 29% Prior Attendance Self Spouse or significant other Family (including children) Family (not including children) Friends and Family Friends Only 2024 2024 2024 2024 2024 2024 0% 20% 40% 60% 18% 48% 8% 2% 11%13% With Whom Attended AvonLIVE! Yes No 2024 2024 0% 50% 100%96% 4% Are you with children < 18? 1 Child 2 Children 3 Children More than five children 2024 2024 2024 2024 0% 20% 40% 60% 48% 26% 22% 4% Number of Children < 18 2024 0.0 2.0 4.0 6.0 8.0 10.0 8.7 Average Age of Children AvonLIVE! Email Instagram Poster Concierge Radio Newspaper Friends/Family Town of Avon Website Discover Avon Website Google Search Band's Website Bands in Town Previous Attendance Facebook Other Website Other Magazine 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 20% 40% 4% 8% 3% 13% 4% 22% 18% 11% 5%3% 7% Media/Awareness Vail Daily (Print) vaildaily.com summitdaily.com Other None of these 2024 2024 2024 2024 2024 0% 50% 100% 67% 34% 1% Newpaper Advertising AvonLIVE! Primary Residence Paid Lodging Friends/Family 2nd Home Timeshare VRBO/AirBnB Day Trip Camping Other 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 20% 40% 60% 48% 11% 4% 14%17% 4%1%0%0% Accommodations Arrowhead Avon Beaver Creek Dillon/Silverthorne Eagle Eagle Vail Edwards Minturn Vail 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 50% 1% 71% 8% 1%1%1% 7%1% 9% In what town are you staying? Click on the accommodation type to see in which town the respondent was staying AvonLIVE! 1 - 2 3 - 5 6 - 7 8 - 10 11 - 14 15+ 2024 2024 2024 2024 2024 2024 0% 20% 40% 5% 25% 47% 6% 10% 6% Nights Stayed Categories (All Accommodations) 2024 0.0 5.0 10.0 15.0 20.0 18.0 Average Nights Stayed (Paid Lodging Guests in Avon) 2024 0 1 2 3 4 3.3 Average Goup Size (Paid Lodging Guests in Avon) AvonLIVE! Lodging Spend Dining Spend Vendor Spend Retail Spend Activities Spend 2024 2024 2024 2024 2024 $0 $1,000 $2,000 $1,783 $115 $48 $17 $63 Average Household Spend in Avon by Category 2024 $0 $100 $200 $300 $270 Average Nightly Rate Generated in Avon 2024 0 500 1,000 1,500 2,000 2,060 Room Nights Generated in Avon AvonLIVE! Wisconsin 0% Utah 1% Texas 10% South Dakota 0% South Carolina 1% Pennsylvania 1% Oregon 0% Ohio 0% New York 0% New Jersey 0%Nevada 0% Nebraska 1% Missouri 1% Minnesota 1% Michigan 0% Massachusetts 1% Maryland 1% Louisiana 1% Kentucky 0% Kansas 1% Iowa 1% Indiana 2% Illinois 2% Idaho 1% Georgia 1% Florida 3% Delaware 0% Colorado 57%California 5% Arkansas 0% Arizona 4%Alabama 1% © 2024 Mapbox © OpenStreetMap Origin 0%57% Percentage AvonLIVE! Colorado Texas Florida Arizona Georgia Kansas Massachusetts Minnesota 2024 2024 2024 2024 2024 2024 2024 2024 -10% 0% 10% 20% 30% 40% 50% 60% 70% 57% 10% 3%4%1%1%1% States of Origin Local In-State Day In-State Overnight Out-of-State International 2024 2024 2024 2024 2024 0% 20% 40% 48% 1% 8% 42% 0% Market Segment AvonLIVE! Avon Edwards Vail Eagle Vail Gypsum Eagle Minturn Other 2024 2024 2024 2024 2024 2024 2024 2024 0% 20% 40% 49% 21% 11% 3%2% 10% 2%3% In which community do you live? In which part of Avon do you live? AvonLIVE! Married w/ children living at home Married w/ children not living at home Married w/o children Single w/ children living at home Single w/ children not living at home Single w/o children 2024 2024 2024 2024 2024 2024 -20% 0% 20% 40% 20% 35% 17% 2%6% 20% Family Status Own Rent 2024 2024 0% 20% 40% 60% 80%80% 20% Own vs. Rent Primary Residence AvonLIVE! Null Associates Degree (2 year) Bachelor's Degree (4 Year) High School Post Graduate Degree Prefer not to answer Some College Some High School 2024 2024 2024 2024 2024 2024 2024 2024 -20% 0% 20% 40% 60% 3%9% 43% 6% 27% 5%7%1% Education Level Student $0-$24,999 $25,000-$54,999 $55,000-$74,999 $75,000-$99,999 $100,000-$199,999 $200,000-$499,999 $500,000+ 2024 2024 2024 2024 2024 2024 2024 2024 0% 20% 40% 2%1% 4%6% 17% 37% 26% 7% Income Categories AvonLIVE! Female Male 2024 2024 0% 20% 40% 60% 48% 52% Gender 21 - 24 25 - 34 35 - 44 45 - 54 55 - 64 65+ 2024 2024 2024 2024 2024 2024 0% 10% 20% 30% 1% 8% 16%16% 30%29% Age Categories 2024 0.0 10.0 20.0 30.0 40.0 50.0 60.0 51.7 Average Age AvonLIVE! Outdoor Enthusiast (camping, hunting, fishing) Traveler Wine & Foodie Sports Enthusiast (hiking, biking, skiing) Health & Fitness Home Enthusiast (gardening, pet owner, avid reader) Tech Enthusiast Investment & Money Hobbies & Interests (collector, crafts, home shop) Craft Beer Enthusiast Arts Enthusiast (music, dance, Theatre) Live Music Enthusiast Other 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 48% 42% 26% 34% 29% 19% 4% 13% 9% 19% 24% 41% 2% Lifestyle Categories AvonLIVE! AvonLIVE! Salute to the USA Summer's End Paddle Battles Lakeside Cinema SunsetLIVE! Avon Arts Celebration Vail Valley Brew'Au XTERRA Festival Man of the Cliff Pride in the Park Community Picnic Sunset SUP Race Egg Hunt Town Clean Up + Sustainability Fair Dancing in the Park None of these 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 41% 32% 11% 14% 22%22% 8% 5% 8% 19% 11%11%11%11% 38% Which other events IN AVON have you attended in the past? AvonLIVE! Yes No 2024 2024 0% 50% 100% 95% 5% Overall, do you think Avon has enough events? Yes No 2024 2024 0% 50% 100% 95% 5% Does Avon offer an adequate variety of events? 2024 Bla Bluegrass festival for three days as mentioned earlier. Culture Don’t know EDC musoc Good w what you offer House music Jazz Kid stuff— puppet show, magician A. A. A. A. A. A. A. A. A. A. A. A. A. A. A. A. A. What other types of events would you like to see? AVON ARTS CELEBRATION DASHBOARD Prepared for: Town of Avon Prepared by: Intercept Insight, LLC PO Box 2078 Avon, CO 81620 970.331.1086 www.interceptinsight.com ATTACHMENT K HIGHLIGHTS v Total completed surveys – 50 In-person Intercepts v Sample size provides stascal validity with an error rate of 13.8% at a 95% confidence interval v Esmated a&endance – 4,000 v Esmated revenue generated to the Town of Avon - $265K v Net Promoter Score – 68 v Overall Sasfacon Score – 91 v 68% of the a&endees came to Avon, CO specifically for the Avon Arts Celebraon v 50% of the a&endees had this event in the past v 70% are “Very” or “Extremely Likely” to return in the future v “Newspaper” was selected most when asked, “How did you hear about, and/or where did you see adversing for the Avon Arts Celebraon?” v 79% of those who saw adversing in a newspaper, saw it in a Vail Daily print ad v 60% of the a&endees staying in paid lodging stayed in Avon, CO v Average nights stayed in paid lodging in Avon, CO – 3.7 v Esmated number of room nights generated in Avon – 106 v Esmated average nightly rate in Avon - $203 v Average age of respondents – 57.0 | Average age of children under 18 – 9.6 AVON ARTS CELEBRATION AVON ARTS CELEBRATION FILTERS 2024 0K 1K 2K 3K 4K 5K 6K 7K 8K 9K 1.. . . . . . . . . . . . 4,000 $265,104 Attendance and Revenue Generation Year 2024 AVON ARTS CELEBRATION FILTERS 2024 0% 20% 40% 60% 80% 100% 4% 24% 68% 72% Net Promoter Score Year 2024 Legend Promoters Net Promoter Score Passive Supporters Detractors Overall satisfaction Quality of the Art Variety of the Art Availability of the food & beverages Quality of food & beverages Friendliness of staff 2024 2024 2024 2024 2024 2024 0 20 40 60 80 100 91 92 92 88 89 93 Attribute Satisfaction Ratings AVON ARTS CELEBRATION FILTERS Better food Cold beer vendors More exhibitors More parking Umbrellas What can we do to increase your likelihood to recommend this event? Year All AVON ARTS CELEBRATION FILTERS Benches with beer Better parking Free water Get people of color in here Keep it open later than 5 More chairs for people to sit More food More food vendors More meal food vendors instead of snack food More parking More places to sit More shaded arears More vendors Position the water better Is there one thing we can do to enhance your experience in the future? Year All AVON ARTS CELEBRATION FILTERS Came for event Heard about it after arrival 2024 2024 0% 20% 40% 60% 38% 62% Reason for Visiting Avon Year 2024 Not Very Likely Somewhat Likely Very Likely Extremely Likely 2024 2024 2024 2024 0% 10% 20% 30% 40% 12% 18% 34% 36% Intention to Return AVON ARTS CELEBRATION FILTERS First year 2 years 3 years 4 years 5 years 2024 2024 2024 2024 2024 0% 10% 20% 30% 40% 50%50% 20% 8% 4% 18% Prior Attendance Year 2024 Self Spouse or significant other Family (including children)Friends and Family Friends Only 2024 2024 2024 2024 2024 0% 20% 40% 60% 12% 52% 8% 14%14% With Whom Attended AVON ARTS CELEBRATION FILTERS Yes 2024 0% 50% 100%100% Are you with children < 18? Year 2024 1 Child 2 Children 2024 2024 0% 20% 40% 60% 50%50% Number of Children < 18 2024 0.0 5.0 10.0 9.6 Average Age of Children AVON ARTS CELEBRATION FILTERS Email Radio Newspaper Friends/Family Town of Avon Website Discover Avon Website Google Search Other Website Town's Social Media (FB & IG) Poster Concierge What To Do Magazine Comcast Vail Valley Home Magazine Colorado Art Weekend Website Other 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 20% 40% 10% 28% 20% 14% 4%2% 6% 18% 6% 2%2%4% Media/Awareness Year 2024 Vail Daily (Print) vaildaily.com None of these 2024 2024 2024 0% 50% 100% 79% 36% Newspaper Advertising AVON ARTS CELEBRATION FILTERS Primary Residence Paid Lodging Friends/Family 2nd Home Timeshare VRBO/AirBnB Day Trip 2024 2024 2024 2024 2024 2024 2024 0% 10% 20% 30% 26% 10% 16%16%18% 10% 4% Accommodations Year 2024 Avon Beaver Creek Vail Arrowhead Edwards 2024 2024 2024 2024 2024 0% 20% 40% 60% 55% 14%14% 3% 14% In what town are you staying? Click on the accommodation type to see in which town the respondent was staying AVON ARTS CELEBRATION FILTERS 1 - 2 3 - 5 6 - 7 8 - 10 11 - 14 15+ 2024 2024 2024 2024 2024 2024 0% 10% 20% 30% 40% 8% 38% 33% 4% 8%8% Nights Stayed Categories (All Accommodations) Year 2024 2024 0.0 1.0 2.0 3.0 4.0 3.7 Average Nights Stayed (Paid Lodging in Avon) AVON ARTS CELEBRATION FILTERS Lodging Spend Dining Spend Vendor Spend Retail Spend Activities Spend 2024 2024 2024 2024 2024 $0 $500 $1,000 $800 $133 $289 $0 $0 Average Household Spend in Avon by Category Year 2024 2024 $0 $50 $100 $150 $200 $203 Average Nightly Rate Generated in Avon 2024 0 20 40 60 80 100 120 106 Room Nights Generated in Avon AVON ARTS CELEBRATION FILTERS Wyoming 2% West Virginia 2% Texas 6% Pennsylvania 2% Oklahoma 2% New York 4% Missouri 2% Michigan 2% Maine 4% Kansas 2% Iowa 2% Illinois 2% Florida 12% Colorado 40% Arkansas 2% Arizona 8%Alabama 2% © 2024 Mapbox © OpenStreetMap Origin Year 2024 2%40% Percentage AVON ARTS CELEBRATION FILTERS Colorado Texas Florida Arizona Kansas Missouri Wyoming Alabama Alaska Arkansas Illinois Iowa Maine Michigan New York Oklahoma Pennsylvania West Virginia 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 20% 40%40% 6% 12% 8% 2%2%2%2%4%2%2%2%4%2%4%2%2%2% States of Origin Year 2024 Local In-State Day In-State Overnight Out-of-State 2024 2024 2024 2024 0% 20% 40% 60% 26% 4% 10% 60% Market Segment AVON ARTS CELEBRATION FILTERS Avon Edwards Vail Minturn 2024 2024 2024 2024 0% 5% 10% 15% 20% 25% 30% 35% 40% 38% 23% 31% 8% In which community do you live? Year 2024 AVON ARTS CELEBRATION FILTERS Married w/ children living at home Married w/ children not living at home Married w/o children Single w/ children living at home Single w/o children Prefer not to answer 2024 2024 2024 2024 2024 2024 0% 20% 40% 20% 38% 14% 2% 16% 10% Family Status Year 2024 Own Rent Prefer not to answer 2024 2024 2024 0% 50% 100% 86% 4% 10% Own vs. Rent Primary Residence AVON ARTS CELEBRATION FILTERS High School Some College Associates Degree (2 year) Bachelor's Degree (4 Year) Post Graduate Degree Prefer not to answer 2024 2024 2024 2024 2024 2024 -20% 0% 20% 40% 60% 2%4% 14% 42% 28% 10% Education Level Year 2024 $100,000-$199,999 $200,000-$499,999 $500,000+ Prefer not to answer 2024 2024 2024 2024 0% 20% 40% 10% 26% 16% 48% Income Categories AVON ARTS CELEBRATION FILTERS Female Male 2024 2024 0% 20% 40% 60% 36% 64% Gender Year 2024 25 - 34 35 - 44 45 - 54 55 - 64 65+ 2024 2024 2024 2024 2024 0% 10% 20% 30% 40% 3% 18% 23% 21% 36% Age Categories 2024 0.0 20.0 40.0 60.0 57.0 Average Age AVON ARTS CELEBRATION FILTERS Outdoor Enthusiast (camping, hunting, fishing) Traveler Wine & Foodie Sports Enthusiast (hiking, biking, skiing) Health & Fitness Home Enthusiast (gardening, pet owner, avid reader) Tech Enthusiast Investment & Money Hobbies & Interests (collector, crafts, home shop) Craft Beer Enthusiast Arts Enthusiast (galleries, music, dance, Theatre) Live Music Enthusiast Other 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 2024 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 44% 48% 28% 32% 10% 2%4% 20%20% 14% 54% 32% 4% Lifestyle Categories Year 2024 AVON ARTS CELEBRATION FILTERS Murals Bronze sculpture collection Rotating sculpture program (Art Around Avon) Historical markers Painted benches Painted electrical boxes None of these 2024 2024 2024 2024 2024 2024 2024 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 14%12% 8% 14% 20% 8% 60% Which of the following public art programs in Avon are you most familiar with? (Please select all that apply) Year 2024 ATTACHMENT L Draft 2025 Events Calendar January February March Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 23 24 25 26 27 28 29 30 31 April M May June Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 27 28 29 30 25 26 27 28 29 30 31 29 30 July August S September Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 1 2 3 4 5 6 6 7 8 9 10 11 12 3 4 5 6 7 8 9 7 8 9 10 11 12 13 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 15 16 17 18 19 20 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 27 28 29 30 31 24 25 26 27 28 29 30 28 29 30 31 October November December Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 30 Event Type Legend Music Education Hold Private Rental / APP Arts, Culture & Culinary MSM Activation Participatory & Athletic Field Maintenance 2+ colors for multiple Events/Venues Event: Dates, Names & Venue Details JANUARY January 18 | Fireworks in Avon A April April 19 | Egg Hunt UF. MAY May 21 | Town Clean Up & Sustainability Fair A May 25 | SunsetLIVE! T JUNE June 1, 8, 15, 22, 29 | SunsetLIVE! T June 14 | Pride in the Park** P, UF June 26 | Bravo! **P, UF HOLD June 11, 18, 25 | AvonLIVE! P, UF June 17 - 19 | Lacrosse** LF JULY July 3 | Salute to the USA P, A, UF, LF, T July 9, 16, 23, 30 | AvonLIVE! P, UF July 12 | Triple Bypass** UF, A July 24 - 27 | Avon Arts Celebration**UF Load the 24th July 6, 13, 20, 27 | SunsetLIVE! T July 11, 18, 25 | LS Cinema P, UF July 19 | CO Disc Dogs** UF July 31 | Dancing in the Park** P, UF AUGUST August 1, 8, 15, 22, 29 | LS Cinema P August 3, 10, 17, 24, 31 | SunsetLIVE! T August 9 | Open Water Swim Champ NB, NL August 31 | Paddle BattlesNB, NL August 2, 9,16 | HOLD August 6, 13, 20, 27 | AvonLIVE! P, UF August 23 | Cars in the Park** UF, P SEPTEMBER September 6 or 7 | AVID Dance** UF, P, T, GR HOLD September 11 | Community Picnic UF OCTOBER October 3 -5 | Vail Valley Soccer Tournament** UF, LF October 25 | Polar Plunge NL, T NOVEMBER November 20 | Turkey Trot TR, UF, P Venue Legend Main Street Mall | MSM Pavilion | P Terrace | T All-town | A Trails | TR Lower Rec Field | LF Upper Rec Field | UF Nottingham Lake | NL Nottingham Beach | NB 2025 Private Rentals Calendar January February March Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 23 24 25 26 27 28 29 30 31 April M May June Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 27 28 29 30 25 26 27 28 29 30 31 29 30 July August S September Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 1 2 3 4 5 6 6 7 8 9 10 11 12 3 4 5 6 7 8 9 7 8 9 10 11 12 13 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 15 16 17 18 19 20 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 27 28 29 30 31 24 25 26 27 28 29 30 28 29 30 31 October November December Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 30 Event: Dates, Names & Venue Details PENDING: NO PAVILION RENTALS APRIL 2025 THROUGH SEPTEMBER EAST NOTTINGHAM IMPROVEMENTS: MODULAR BATHROOMS MAY May 28 | BCMS Continuation Ceremony P, UF May 30 | EFEC P, UF JUNE JULY July 19 | Colorado Disc Dogs UF July 21, 22, 24, 25 | High Five Media – Summer Camp GR August August 5 - 30 (T, W, TH, SAT) | Vail Valley Soccer Practices & Games LF September September 2 - 30 (T, W, TH, SAT) | Vail Valley Soccer Practices & Games LF September 3 | Town of Avon Staff Picnic P, UF, T October October 1 - 31 (T, W, TH, SAT) | Vail Valley Soccer Practices & Games LF Venue Legend Main Street Mall | MSM Pavilion | P Terrace | T All-town | A Trails | TR Lower Rec Field | LF Upper Rec Field | UF Nottingham Lake | NL Nottingham Beach | NB 2025 Recreation Events Calendar January February March Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 23 24 25 26 27 28 29 30 31 April M May June Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 27 28 29 30 25 26 27 28 29 30 31 29 30 July August S September Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 1 2 1 2 3 4 5 6 6 7 8 9 10 11 12 3 4 5 6 7 8 9 7 8 9 10 11 12 13 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 15 16 17 18 19 20 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 27 28 29 30 31 24 25 26 27 28 29 30 28 29 30 31 October November December Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 30 Event: Dates, Names & Venue Details JUNE June 9, 16, 23, 30 | Therapeutic Yoga in the Park T June 12, 19, 26 | OW Swim NB, NL June 16, 23, 30 | Dunk-N-Dash NB, NL, TR June 12, 19, 26 | Youth Yoga in the Park T June 14 | Super Dad 2K Run/Walk TR June 21, 28 | Stiff People Yoga in the Park RECLAWN June 25 | Kickball League LF JULY July 5, 19, 26 | Stiff People Yoga in the Park RECLAWN July 7, 14, 21, 28 | Dunk-N-Dash NB, NL, TR July 9, 16, 23, 30 | Kickball League LF July 7, 14, 21, 28 | Therapeutic Yoga in the Park T July 8, 15, 22, 29 | Sand Volleyball NB July 10, 17, 24, 31 | OW Swim NL, N AUGUST August 2 | Kickball Playoffs LF August 4, 11, 18, 25 | Therapeutic Yoga in the Park T August 5, 12, 19 | Sand Volleyball NB August 9 | Open Water Swim Champ NB, NL August 2, 9, 16, 23, 30 | Stiff People Yoga in the Park RECLAWN August 4 | Dunk-N-Dash NB, NL August 7 | OW Swim NL, NB August 11 | Dunk-N-Dash Champs NB, NL SEPTEMBER OCTOBER October 18 | Pumpkin 2K Fun Run TR Venue Legend Main Street Mall | MSM Pavilion | P Terrace | T All-town | A Trails | TR Lower Rec Field | LF Upper Rec Field | UF Nottingham Lake | NL Nottingham Beach | NB 2024 Special Events Recap September 19, 2024 ATTACHMENT M 1.Two Firework Displays in Avon 2.New Cars in the Park event 3.New Queen of the Valley | Reina del Valle Mural at AES 4.New Four Painted Benches 5.New AVID Dance Performance 6.New Art Guild at Avon Open 7.New Sign Avon Pavilion 8.One additional SunsetLIVE! for 15 total 9.Sustainability -Diversion Rate Average 88.2% Over 45,000 guests attended Avon events this summer! 2024 ADOPTED BUDGET1 Art, Culture & Special Event Expense: $1,030,753 Gross Revenue Projections: $127,221 NET Expense: $903,532 Total Days Activated: 80 Total Staff Interactions: 133 •One Full Time CASE Manager | One Full Time Senior Special Event Coordinator | One Full Time Special Event Coordinator •Event Support from General Government Intern for Lakeside Cinema and SunsetLIVE! •20 volunteers = 400 Volunteer Hours 1 Does not include personnel costs, general operations, travel, meals, memberships, computers, etc. Town Produced Events/Series: 9 Town Produced Event Days: 41 Town Operated Concession Days: 12 Third Party Funded Producers: 9 Third Party Funded Produced Event Days: 15 Non-Funded Special Event Permits + Field: 8 Non-Funded Special Event Days: 61 Private Pavilion Rentals: 13 Private Rental Days: 16 2024 EVENT MARKETING PERFORMANCE . Social Media New Followers 1,033 Increased 85.18% Total Reach 600,600 Increased 37.68% Total Page Visits 12,100 Increased 89.05% Paid Reach 561,164 Increased 37.08% Paid Impressions 640,478 Increased 45.13% Total Paid Spend $1,767.25 Decreased 55% Vaildaily.com / Summitdaily.com Impressions 955,213 Increased 29% Clicks 1,369 Increased 53% Avg. CTR 14% Facebook DID + Programmatic Impressions 358,743 Increased 8.5% 444 Clicks Decreased 10.6% Avg. CTR 12% 16% Average CTR for Full Campaign! •Saturday, January 13th | 5:30 to 7:30 p.m. •Budgeted Expense: $72,663 | Savings of approximately $14,496 •Approximate Attendance: 1,500Fireworks in Avon Uniquely Avon! | Exciting Winter Activation Tradition | Family Fun! Egg Hunt •Saturday, March 30th | 10:00 a.m. to 12:00 p.m. •Budgeted Expense: $16,192 •Approximate Attendance: 1,500 •12,000 Eggs •Diversion Rate: 85.79% Good Stewards | Keep Avon Beautiful! Town Clean Up & Sustainability Fair •Thursday, May 22nd | 4:30 to 7:30 p.m. •Budgeted Expense: Bag Fund •$11,330 | Savings of approximately $5,604 •Approximate Attendance: 175 •E-Waste Collected: 2,963 lbs. | Diversion Rate 91.88% SunsetLIVE!•Sundays May 26th to September 1st (15) | 6:00 to 8:00 p.m. •Budgeted Expense: $35,342 •Approximate Series Attendance: 3,404 •3 Cancellations Due to Weather Fantastic Sunsets | Community Fabric! Signature | Placemaking! AvonLIVE! •Wednesdays June 12th to August 28th (11) | 5:30 to 9:00 p.m. •Budgeted Expense: $282,070 •Budget Revenue: $47,131 | $43,101 in concession | $4,000 in vendor fees •Est. Actual Revenue: $45,211 | $36,511 in concession | $8,700 in vendor fees •Approximate Series Attendance: 13,951 •No Cancelations –Significant Weather Impacts •Diversion Rate: 91.07% •Wednesday, July 3rd | 5:00 to 10:00 p.m. •Budgeted Expense: $379,564 •Budget Revenue: $70,350 | $10,000 sponsorship | $51,000 concessions | $9,350 vendor fees •Est. Actual Revenue: $67,300 | $51,400 in concession | $15,900 in vendor fees •Approximate Attendance: 22,000 to 24,000 •Diversion Rate: 81.03% Salute to the USA Signature | Celebrating! Lakeside Cinema •Fridays July 5th to August 30th (9) •Budgeted Expense: $28,399 •Approximate Series Attendance: 890 •One Weather Cancellation Family Time | Kick Back and Relax •Sunday, September 1st •Budgeted Expense: $12,087 •Stand Up SUP Races, SUPSquatch and Cardboard Regatta •45 Participants Paddle Battles Labor Day Weekend | Building Memories! •Thursday, September 12th •Budgeted Expense: $21,784 •Free BBQ, Music and Beer •900 Attendees •Diversion Rate: 90.35% Community Picnic Avon Community Thank You! •Ten (9) Producers | Fifteen (15) Event Days •Budgeted Expense: $85,000 | $75,000 to Producers; $10,000 in Contingency •Budgeted Revenue: $1,800 Vail Valley Brew Au’ •Est. Actual Revenue: | $657 Vail Valley Brew Au’ •Average Diversion Rate: 76.11% 3rd Party Funded Producers 1.Mountain Pride | Pride in the Park (1-day) 2.Vail Lacrosse | Vail Valley Lacrosse (3-days) 3.Team Evergreen | Triple Bypass (1-day) 4.CCM Events | Avon Arts Celebration (3-days) 5.Vail Valley Foundation | Dancing in the Park (1-day) 6.Happy Hour Ent. | Vail Valley Brew’ Au (1-day) 7.Vern Velasquez | Cars in the Park (1-day) 8.AVID Dance | AVID Dance: ART that MOVES (1-day) 9.Vail Valley Soccer | Vail Valley Soccer Tourn. (3-days) •10 events, 10 event days •Expense: $ •Revenue: $ Art | Culinary | Sport | Culture! Non-Funded Special Event Permits + Field Rentals (YTD) •Eight (8) Permits •Sixty-Four (61) Event Days Non-Funded Events & Private Rentals Over 55 inquiries this year! 1.Avon Library Event (1-day) 2.DaVita Field Day (1-day) 3.Colorado Disc Dogs (1-day) 4.Wedding Rehearsal BBQ (1-day) 5.Eagle Valley Outdoor Movement: Diversify Whitewater (1-day) 6.Vail Valley Soccer Fall Practices & Games (54 days) 7.Shaeffer Hyde Cornhole Tournament (1-day) 8.Special Olympics Polar Plunge (1-day) •10 events, 10 event days •Expense: $ •Revenue: $ Gathering | Celebrating | Popular Place! 1.Berry Creek Middle School Continuation Ceremony (1-day) 2.Education Foundation of Eagle County Teacher Appreciation Night (1-day) 3.DaVita Delphi Dinner (1-day) 4.US Air Force Band Academy (1-day) 5.Level Up –State Patrol Family Event (1-day) 6.Wedding Rehearsal Gathering (1-day) 7.High Five Media Camp (4-days) 8.Wedding Ceremony & Reception (1-day) 9.Wedding Ceremony & Reception (1-day) 10.Town of Avon Employee Picnic (1-day) 11.Wedding Welcome Reception (1-day) 12.Wedding Ceremony & Reception (1-day) 13.Forefront –Elevation Beaver Creek (1-day) Private Pavilion Rentals (YTD) •Thirteen (13) Rentals •Sixteen (16) Event Days Avon Elementary School Mural •Reina del Valle | Queen of the Valley •Artist: Jeremy Velasquez •Budgeted Expense: $23,000 Art | Culture | Surprise & Delight! Avon Painted Benches •4 New Benches | 6 Refurbished Benches •Created by Local Artists and Tara Novak •Budgeted Expense: $8,400 Art | Culture | Surprise & Delight! Thank you! 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 1 of 19 Town of Avon 2024 Department Goals This document presents specific goals to be completed, or substantially completed, during 2024. The goals are identified by town departments and/or divisions.  Quarterly updates will be provided by department directors and managers.  Town Council will have an opportunity to review the information and provide direction on any revisions, deletions, or changes in priority.  The goals provide a foundation for organizing and scheduling Staff work as well as scheduling reports, work session and action items for Council meeting.  The list is not comprehensive in nature and there will be ample opportunity to review and discuss other high-level priorities set by Town Council, including but not limited to housing, water, childcare, climate action, US Post Office and railroad monitoring. 2024 Department Goals General Government GENERAL GOVERNMENT COMMUNICATION & MARKETING 1. Conduct the 2024 Community Survey: A biennial survey will be conducted during summer 2024 to solicit input on Town services and pending policy questions. The community survey will be sent to residents, property owners and business owners in Avon. A final report will be provided to Council in fall 2024. In Progress – A final draft of the survey was provided to Intercept Insight on April 19. The survey is currently being translated and is scheduled to launch June 3. Parking Survey – Phase 2 in fall of 2024. The survey launch was intentionally/strategically delayed so as not to overlap with the use tax voter opinion survey. It launched July 9 and is scheduled to be open until August 2, 2024. COMPLETED. The results will be presented to Council on October 8 and uploaded to the website. 2. Launch New Community Engagement Platform: In 2023, Staff researched several different platforms with a focus on ease of registration and formatting flexibility and explore designing our own platform. ZenCity was ultimately selected as the best platform for Avon and the new website will be launched in 2024. In Progress - Content about Avon Use Tax is being organized to launch on the Zen City website by mid-May. A Community Survey project page will accompany the survey launch. Zen City was used to host the Use Tax Voter Polling Survey content and the educational content about Use Tax remains live. Content is being organized to host a parking survey using Zen City this fall. COMPLETED 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 2 of 19 3. Ensure the website, Avon.org, is in Compliance with HB21-1110: HB21-1110 requires ADA compliance from municipal websites by July 1, 2024. Currently, most content and images on the website are in compliance, but the documents uploaded to the website regularly are not in compliance and remediation work is required to meet the upcoming deadline. In Progress – Avon has had multiple meetings with third party vendors to explore scanning and PDF remediation software. The next meeting with our website host Civic Plus is April 4 and a county-wide meeting with state officials is April 5. Staff have drafted an accessibility plan and internal trainings are scheduled in April. On April 25, 2024, HB24-1454 was signed into law granting a one-year extension to HB21-1110. The new date for compliance is July 1, 2025. Staff provided a written report updating Council on digital accessibility progress on July 23, 2024. Staff have been working on Common Look training to create compliant Word, PowerPoint and PDF materials for Council packets and the Avon.org website. 4. Research Web Cam Options for Town-Wide Implementation: Collect data from peer communities about how they use web camera technology, who provides their service, and what resources are required. Develop a plan to implement web cam technology throughout Town in 2025. Not started. In process. Staff is compiling a list of neighboring communities with functional web cameras in multiple locations. Research is underway. CULTURE, ARTS & EVENTS 5. Plan Best of the West and Heart & Soul Festivals: Develop programming and budget for launch of the Best of the West Festival in 2025 and launch of Heart and Soul Festival in 2025 or 2026. Present programming and budget to CASE for review and comment. In Process – Best of the West draft logo should be delivered the week of April 8th. Advertising buys are complete and scheduled for the fourth quarter of 2024. Work will begin on draft programming elements and budgets in the next few weeks. Best of the West is on hold until we have a better idea of schedule for construction of restrooms at old Town Hall site. Best of the West and H&S are on hold until further notice. 6. Research Cultural Plans: Gather cultural plans and information from peer communities, conduct networking and site visits. Facilitate discussions with CASE regarding what is appropriate and feasible for Avon without creating redundancy with current cultural offerings in the Vail Valley. In Process – First peer community site visit is scheduled for April 12th, and one is pending for April 30th. Silverthorne and Grand Lake have been toured, Ridgeway is scheduled for August 15th and Breckenridge is scheduled for September 18th. Ridgeway and Breckenridge trips were canceled and rescheduling Breckenridge to spring 2025 and removed Ridgeway from the list due to distance. Hope to visit Carbondale and Salida instead in 2025. 7. Vail Valley Art Guild: Support and collaborate with the Vail Valley Art Guild to build their organizational capacity through communication, information, and resource sharing, measuring current programs and activities, and fine-tuning processes and productivity. Identify venues and develop timelines for thoughtful and impactful programs and activities. Through a strategic alliance collaborate on identifying grant funding to further VVAG, CASE and Town goals. VVAG offices in Avon are tentatively scheduled to open the first week of June pending on-going construction delays. Staff is releasing an Artist Call Out on May 10 for the Painted Benches Project in 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 3 of 19 collaboration with the VVAG and their member base. The council approved Resolution 24-12 allowing Staff to proceed with a National Endowment for the Arts Grant application. The Art Guild at Avon had a successful grand opening on June 14th. Programming including workshops, kids' music and art classes, photography classes, etc. are in full swing. Heating and air conditioning have not been completely rectified and continue to be an issue. Beginning to discuss 2025 planning and budgeting related to Avon activities. The Art Guild at Avon sign for the door/window is in process. The sign Art Guild at Avon is still not in place but quotes arriving in the next 30-days. Staff held two meetings with the President and Executive Team to develop tactics which align with contractual obligations outlined in the rent support agreement and am working on implementing them after presenting to the Board during the October and/or November meeting. 8. The Old Fire Station: The La Zona project identified the Old Fire Station site as an appropriate location for the development of a community event and gathering space and art center (arts, culture, heritage, recreation, education, etc.) Research similar community facilities and art centers to gather facility and programming information, conduct networking, visit other sites. Present information to CASE for review and comment. Pairs with item #6. Members of the Art Guild at Avon, Town Manager and Town staff toured 351 on May 13 to better understand the implications related to potentially renovating the building to become a community “maker space” for local artists and general public interested in art workshops and art spaces. Next steps TBD. Presented initial concepts for uses of the property to four citizen committees/commission in August and September. These concepts will be presented during the October 8th CASE Council work session. 9. Large Format Murals: Develop project scope and intent, design, and artist guardrails to release an RFP/Artist Call Out in January 2024 for one large format murals with installation taking place in early summer of 2024. Two identified locations for large format murals installations are (1) Avon Elementary School east facing exterior wall adjacent to the playground and (2) The Season building west facing exterior wall opposite the Avon Library. One mural is proposed for 2024 and the second mural is proposed for 2025. The Eagle County School District approved the permit for the Avon Elementary School location. The RFP will be released by the end of April. The RFP received 29 applications, 17 of which were reviewed and scored by the Jury Panel. Jeremy Valesquez was the final artist/design concept and awarded the contract on June 3. Work began July 8th with a desired completion date of August 19. COMPLETED 10. Selfie Heart Project: Identify location in Nottingham Park, Main Street Mall or other Town core location for a large heart shaped cut out structure (“selfie-heart project”) in metal, wood, or other sustainable and low maintenance material. Brightly colored and designed with the intent of engaging residents and visitors to take photos creating shareable moments and social opportunities. The location selection, design guardrails, budget development and Planning & Zoning review and guidance would be done in 2024 for an early summer 2025 installation. No update. Pilot project at Salute to the USA with more work to be done as final concept considered. Project will resume in the fall. Project has been moved to 2025. 11. Ice Sculptures on Main Street Mall (MSM): Identify locations along the MSM appropriate for temporary ice sculpture installations which encourage public engagement, are decorative and/or 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 4 of 19 themed, lit at night, self-explored, and designed to last a minimum of 14-days. The locations selection, design guidance and budget development would be done in spring/fall 2024 for installation in January or February 2025. This could be a support feature for Fireworks in Avon in January 2025. In Process – Staff met with Alpine Ice in early February for a site tour of the Main Street Mall area and suggested locations for ice sculptures. Staff received initial pricing which is being vetted. No updates. Staff moved proposal towards final however, moved to 2025/2026. 12. Art Benches Program: Refurbish the six painted art benches from 2020 with more durable material or sealant. Add four additional art benches to the program each summer from 2024 and 2026. Conduct RFP / Artist Call Out in collaboration with Vail Valley Art Guild. Staff is releasing an RFP / Artist Call Out on May 10th through the VVAG member base for the creation of four (4) newly designed and painted benches. Staff contracted with Custom Creations (Tara Novak) for the six painted benches done in 2020 to be refurbished. All work should be completed and installed no later than July 1. Six (6) refurbished and four (4) new benches were installed just before July 3rd. COMPLETED SUSTAINABILITY 13. Avon Residential Composting Research: Research to prepare for a residential composting pilot program like the one in West Vail. The research will include program design, policy, community interest, budget, location, and RFP preparation for a 2025 rollout. This composting goal directly contributes to the Climate Action Plan goal of diverting 80% of organics currently landfilled by 2030. The research mentioned above has been conducted for the West Vail program, and more research will be conducted on programs in other municipalities, such as Aspen. Community survey questions regarding residential composting were included in the final draft of 2024 Community Survey, which will launch June 3. The results will help the Town understand more about how best to design a residential composting program here. The Community Survey was postponed from June and launched on July 9; Staff expects survey results in August to inform the design and budget of the curbside composting program. Composting education has been planned for social media in July to help residents understand the importance of composting as they engage with the survey. The 2024 Avon Community Survey indicated a positive result towards establishing a curbside composting program in Avon. Staff will move forward with a full design of the program and bring it to Council for discussion in early 2025. 14. GHG Inventory Add-on: Avon Net Zero Forecasting: Utilize the data from the 2019 and 2022 greenhouse gas (GHG) inventories to create a comprehensive net zero forecast. Analyze the emission reduction potential across key sectors to identify strategies, policies, and investments required to achieve net zero emissions in Avon by 2030. The Net Zero Forecasting work kicked off in early March, right after the first draft of the GHG Inventory report was finished. The first phase of the work, policy scan, is expected to finish in late April. The next phase will focus on GHG reduction planning for various scenarios and the prioritization of climate actions; this work should be done by the end of Q2. The first draft of the Wedge Analysis was finished in late June and Staff reviewed it on July 9. Staff will move forward with the second draft. Meanwhile, the Climate Action Collaborative is also working on Net Zero Modeling to update the Eagle County Climate Action Plan. Avon is a funding partner and a contributor to this work. As such, Avon will combine our own Net Zero work with the County’s to ensure our 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 5 of 19 efforts are aligned. Staff expects to complete the combined work and report to Council in early Q4. The Eagle County Net Zero Modeling work was officially delivered on September 30, 2024. Staff will study the results and work to combine Avon-relevant strategies with our Wedge Analysis. Staff expects to present the full analysis report to the new Council in 2025. 15. Climate Action Investment Matrix: Continue the existing work of tracking, analyzing, and quantifying various climate action projects undertaken by Avon, including the financial investment, the GHG reduction and return-on-investment (ROI). Enhance the presentation of the Matrix by incorporating data visualizations to support informed data-driven decision-making and efficient allocation of resources towards Avon's climate action goals. In Q1, the methodology of the Climate Action Investment Matrix was under review. Resources from the City of Aspen and Ann Arbor provided an excellent starting point to help Avon revise our current methodology, setting up a good foundation for analyzing current and future climate investment. Staff has reorganized a list of Avon’s climate program for tracking as a first step. Next, unique financial analysis spreadsheets will be created for each climate program. In Q2, staff conducted a deeper study of Colorado’s Priority Climate Action Plan and made progress with Avon’s Wedge Analysis. Staff also reviewed ICLEI’s “Cost of Doing Nothing” toolkit and plan to use it to evaluate the climate-related disaster cost avoided by doing climate action. Staff are also communicating with sustainability economists to learn more about the methodology of conducting a climate action investment matrix. Staff expect to officially begin this work as the Wedge Analysis nears completion in late July. The completion of the Wedge Analysis in early Q4 will set the foundation and inform the direction of the Climate Investment Matrix. Staff plans to attend this year’s Mountain Towns 2030 Summit in Jackson in the middle of October, which has a session from the City of Aspen on their own climate investment analysis work. This will further strengthen Avon’s methodology for approaching this project. Staff expects to set up a solid framework for the Climate Investment Matrix in Q4, and this goal will continue as a 2025 goal for further refinement. 16. Weatherization and Electrification Program for the Aspens: Evaluate a comprehensive weatherization and electrification program for The Aspens, a low-income mobile home community in Avon. Leverage and promote Eagle County and NWCCOG’s existing weatherization and electrification programs in Avon. Several projects at the Aspens were completed several years ago and a January meeting at the Aspens, which Avon helped coordinate, reintroduced the programs. The NWCCOG Energy Program requested that Avon participate through assistance with community outreach. Walking Mountains’ new bi-lingual sustainability coordinator has made outreach much more effective. We’ve asked them for an update on the number of households they have recruited this quarter and will report back in Q2. NWCCOG reported that their weatherization budget has run out for the year; Staff is communicating with them to understand how much of the work may have taken place in the Aspens. No other action was taken during May-June. So far in 2024, seven residents of the Aspens Mobile Home Park have filled out applications for energy efficiency upgrades. According to the Energy Programs Director at Walking Mountains, NWCCOG is currently working on five of these applications in various stages from home energy assessment to installation of upgrades. This brings the total number of units in the Aspens receiving energy efficiency upgrades to 24 since the inception of the programs in 2010. These programs are income qualified, offered at no charge to the residents. 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 6 of 19 17. Recycling Center Upgrade: Collaborate with Eagle County to elevate the Avon Recycling Center, enhancing safety and user experience. Apply for the Recycling Resources Economic Opportunity (RREO) grant of the Colorado Department of Public Health and Environment. If grant funds are awarded, Eagle County will procure new equipment and the Town will upgrade infrastructure and implement regional Styrofoam recycling program with Styrofoam densifier equipment. The Town was awarded the RREO grant in March, hence starting the planning process for the recycling center upgrade towards the end of Q1. The planning includes staff from Avon Engineering, Eagle County Solid Waste and Recycling Division, Sustainability. Sustainability staff is also coordinating with Foam Cycle, provider of the Styrofoam densifier, to form a work plan. A press release went out in the first week of April, stating that the Recycling Center Upgrade will potentially finish within 2024 and be open to the public in early 2025. Staff continue to work with Public Works on refining the site-development plan. The bidding process so far yielded a higher cost than what was budgeted, so Public Works is planning a budget amendment once the bid is confirmed. Eagle County will also conduct a budget amendment to uphold the 50/50 cost share between the Town and the County. Construction is expected to start in August. All equipment orders are on track and are either shipped or can be shipped as soon as the site is ready. Foam Cycle, the Styrofoam densifier vendor, visited Avon in person in June and offered helpful updates and advice on running a Styrofoam recycling program. The RREO funding officially began in late July, and Staff began official monthly reporting to the CDPHE on August 31. On September 24, Council officially approved a Notice of Award for the construction work required for the Recycling Center upgrade. Construction will begin in October and finish approximately mid-November. Staff will coordinate for equipment installation to take place in timely manners so that we can aim for a re-opening of the Recycling Center before the end of the year. 18. Research New Energy Rebates: EVs, EVSE and Battery Storage: Research energy rebates for Electric Vehicles (EVs), Electric Vehicle Supply Equipment (EVSE), and battery storage systems. The rebates will provide incentives for clean transportation and resilient energy storage energy solutions in Avon. Research conducted in Q1 showed that all new energy rebates are available to add to Avon’s existing energy rebate package administered by EnergySmart Colorado at Walking Mountains. In addition to EnergySmart, there are also rebates offered through Holy Cross and the new ReEnergize program by Eagle County. Staff aims to propose budget and program design to provide new energy rebates by the end of Q2. A Council report is in progress however a full work session will be scheduled in the fall to consider inclusion in 2025 budget. During Q3, it was determined that the budget for this work will remain the same for 2025; however, the balance between each rebate items, especially the new ones, will require further research and discussion with Walking Mountains. Staff will meet with WM during Q4 to work on the Scope of Work for 2025. This timeline is earlier compared to prior years where the Scope of Work was determined at the beginning of a calendar year. By the end of August, 32 Avon residents have taken advantage Avon’s bonus rebates for home energy assessments (28) weatherization (1), heat pump (2), and induction stove (1). Eagle County has approved $102,000 in additional funding for the ReEnergize and Energy Smart Colorado programs. 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 7 of 19 TOWN CLERK 19. Records Management & Retention - Standardize folder structure and records retention across departments to ensure that each Department director, manager and/or coordinator is familiar with the Colorado Municipal Records Retention Schedule and appoints a Department-specific user to monitor that mandatory records are being adequately retained. A Laserfiche consultant will also be hired to develop workflows that automate the archival process of selected records that are commonly used. This will help dimension the cost of this type of solution. During Q1, Town Clerk met with Rec Director, IT Director, and ComDev Director, and selected staff from those departments and provided training on the proper use and functionality of Laserfiche. During training, staff members were provided a copy of records retention schedules specific to each department. Additionally, each department has discussed the records produced by their staff and have been charged with preparing best practices for department-specific records retention that will document institutional knowledge and internal processes surrounding records retention. Town Clerk aims to continue meeting with Department heads through Q2 and has scheduled to meet with Public Works Director next. Town Clerk met with Rec, Facilities, and Engineering Staff and provided additional training on records retention and developing a policy for their department. The aim is to continue meeting with Department Heads to develop policies as needed. A meeting with Public Works Director is expected to be scheduled in Q3. Town Clerk has also sought out a Laserfiche consultant and received a few alternatives under review through collaboration from Finance Staff who attended the 2024 Laserfiche Conference. During the month of September, Town Clerk updated the Leadership Team on the Status of Contract Archiving for 2024, and best practices to store executed materials from Council Meetings. Staff reminded directors of the push to have Departments archive materials and contracts due under the Records retention schedule they have been given. 20. Implementation of Agenda Management Software and Workflow for Meeting Packet: The Town Clerk will implement the roll-out of the CivicClerk Agenda Management Software in order to safely manage agendas, generate minutes, and tally votes by Councilors. During Q1, Town Clerk scheduled presentations between Leadership staff and and CivicClerk technical and sales personnel to understand the impact of an immediate roll-out of the Civic Clerk solution. During that process, IT staff onboarded a specialist with Microsoft Teams solutions who proposed an alternative to CivicClerk that could streamline Agenda Management for Council Packets. IT staff rolled out this new file sharing structure which resolved many technical issues faced by General Government Staff and Town Clerk. On this basis, implementation of CivicClerk was placed on hold while staff assess the new Microsoft Teams solution. Staff is researching if the agenda management software would bring the Council Packet workflow into ADA compliance under goal #3, or if other solutions would work better. Internal discussion among General Government Staff will be necessary to lay out a path forward. No further updates to report. 21. Implement On-site Spanish Language Conversation Classes: Organize and implement conversational Spanish classes for Town employees at the Avon Town Hall or other Town facilities. During Q1, Town Clerk interviewed 3 Spanish teachers licensed by the State and located in Eagle County who have agreed to come up with a proposal and program to teach in-person Spanish conversational classes to Town staff in Council Chambers. During Q2, Town Clerk 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 8 of 19 expects to receive the proposal of the tailored program and its associated cost to present to General Government and HR. Summer break has brought delays in receiving specific programs tailored for Avon by local Eagle County Spanish teachers. The Town Clerk expects to be able to present Spanish lesson costs and a program for Avon during Q3. After an internal discussion among General Government Staff on the best avenue to move this project forward, Town Clerk researched the option and cost of obtaining 10 Babble licenses for selected Town Staff that are transferrable within each department, cost effective and provide unlimited live lessons. This included a demonstration of the service for government and corporate accounts from Babble. ADMINISTRATION 22. Establish Program for Council Visits to Peer Resort Communities: Establish a program for peer resort community visits that create opportunities to build relationships, share ideas about best municipal practices and topics of mutual interest, such as housing, economic development, as well as events and cultural programs. Visits will encourage a platform that showcases the resort community assets that are offered to their residents and guests. Staff brainstormed ideas during Q1 which include a spring visit (early June) to Breckenridge with a focus on Housing. A summer visit (late summer) to Snowmass with a focus on redevelopment and a fall visit (mid October) to Jackson, WY combined with the MT2030 summit and the Q4 CAST meeting with a focus on Culture & Arts. Ideas will be vetted with the Mayor and Mayor Pro Tem in May to determine next steps in the planning process. Council’s busy schedule and limited availability has not allowed this initiative to be accomplished. Staff will check again in 2025 after the elections. No further updates to report. 23. Administrative Support to the Downtown Development Authority: Provide support for setting up DDA through its member appointments, financial analysis and organization of meetings. The DDA Board has met twice this year and is scheduled for some joint meetings with the Planning & Zoning Commission to review the Sun Rd and East Avon Redevelopment ideas. A new member joined the board in March and meetings are going well. The DDA Board met in April & May with no further updates to report. Two board seats are up for re-appointment and one board member resigned due to a move away from Eagle County so we are posting for three open seats and appointment will be in front of Council in Q4. 24. Research Rejoining DestiMetrics: Study whether it will be worthwhile to rejoin if we can pass an ordinance that makes reporting mandatory in 2025. Not started, we anticipate this will be a goal for later this year when the new Town Attorney is “caught up” on legal work. With the monthly financials at the end of Q2 showing sales tax revenues as flat and accommodations tax revenues, this has come up for discussion. Staff will research cost and options during Q3. Staff has had a demo and received a proposal. The annual cost is not included in the proposed 2025 budget, but that is up for Council discussion at the October budget retreat. 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 9 of 19 FINANCE 1. Assist with Multi-Year and Long Range Finance Projections: Develop models for multi-year and long-range financial forecasts to assist Council with long range visioning. Finance will begin to work on a multi-year plan upon completion of the Audit and start of the budget process. Finance will start to develop a long-range plan as part of the 2025 budget process. Finance Team has reviewed multi-year projections for personnel expenses and plans to start multi- year projections for revenues and expenses in the 4th Quarter. 2. Support Financial Planning for Housing, Capital Improvements, and Avon DDA: Assist with exploring options and preparing information to help Town Manager and Council determine best financing options for large investments and capital improvement projects. Finance has met with Community Development to identify housing projects and discuss the funding they have available to pursue these projects. No update. Staff have discussed potential financing options with both Butler Snow and Piper Sandler and introduced to Council the types of financing options. 3. Monitor Village (at Avon) Matters: Monitor and participate, when appropriate, in financial matters related to the development to better understand growth opportunities and financial impacts from existing and future development in the Village (at Avon). Staff has reviewed the CARADA (Development Agreement) and financials for the Village (at Avon). Staff will continue to review financial information from the Village at Avon and attend quarterly Board meetings. The Finance team will continue to review the Village (at Avon) and potential future projects in regards to the financial impact to the Town both directly and indirectly. Staff have reviewed the Village at Avon financial impact to the Town with the Finance Committee and is continuing to attend meetings and follow up with any new requests and information. INFORMATION TECHNOLOGY (IT) 1. Increase data security: Implement two-factor authentication for remote access and the Cisco VPN. Roll out Microsoft Purview email encryption. Investigate options such as Domain Assure or similar products for enhancing data security. Conduct penetration testing to identify vulnerabilities and improve security measures. Signed SOW with PEI to implement MFA on Cisco VPN and refresh Remote Access portal to include MFA. Performed security audit on file share access and Microsoft Active Directory security and distribution groups. Evaluated security awareness training and testing, will implement a solution in 3rd quarter. Implementation of MFA in progress. Started process of evaluating vendors that can perform network and system security assessment. We have contracted with KnowBe4 and have started the configuration for security awareness training and testing which will begin October. We are actively working on the MFA and Remove Portal refresh over the next two months. Additionally, a contract has been signed with Coalfire for internal and external penetration testing scheduled for late October to early November. 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 10 of 19 2. Broadband: Explore a potential private-public partnership with Vero and the potential of joining NWCOG's project THOR. Collaborate with relevant stakeholders to explore partnership opportunities. No update on this project. No updates. No further updates to report. 3. Guest Wireless in Nottingham Park: Collaborate with Resort Internet to provide guest and event wireless internet services in Nottingham Park. Implement the project in stages, starting with the field in front of the Avon Pavilion and extending to the north side beach. No update on this. project, this will be a late 2nd quarter or3rd quarter project. No update third quarter project. Meeting with Resort Internet this week. HUMAN RESOURCES 1. Implement Phase II of “Committed to Community”: Research, develop and execute Phase II of “Committed to Community” public service training. Phase II will include: (1) conflict resolution, (2) mastering your message, (3) impact of a message, and (4) active listening. The frequency and content of this annual program will be established. HR has coordinated this Phase II training for the first of May with consultant Zoe (Consulting and Training). Staff will continue to transition this customer service program as ongoing HR training for new employees and annually. No further updates at this time. No further updates at this time. 2. Complete Implementation of Human Resources Information System (HRIS): Complete the implementation of HRIS (BambooHR), (data entry) with an emphasis on the software training that helps employee and manager utilization of the recruiting and hiring, employee self-service (ESS), and performance review modules. Training will be scheduled for each department so that the software becomes relevant for their HR functions. Staff have engaged in software training to continue the setup of the census files (employees) and determine appropriate workflows for HR deliverables. Staff intends to set up platform modules related to recruiting and on boarding services with education and implementation during 3rd quarter. HR team implementing Bamboo HR for 1) recruiting and onboarding module, and 2) Annual Performance Review module, during 4th Q. 3. Update Drug & Alcohol Policy: Update the Town’s Drug and Alcohol Policy to identify federal changes and establish compliance with the Federal Transportation Authority (FTA) and Federal Motor Carrier Safety Administration (FMCSA). HR will address this goal in the 2nd Q this year. HR Staff has worked with transit to review the policy related to CDOT’s required drug and alcohol training and revisions have been made. Further review will be conducted during 3rd & 4th quarter this year with any final revisions to be prepared and reviewed by Town Manager’s Office. Policy reviewed by Transit and HR, revised and executed by Town Manager. Completed. 4. Review Employee Health Insurance Costs: Collaboration between Human Resources and Finance to outline costs benefit comparison of self-insured and fully insured plans. Develop a comparison of health benefit plans from peer communities. HR will address this goal in the 3rd Q this year. HR & Finance staff meet with health plan advisors quarterly to continually evaluate the employee utilization and cost of the town’s self-funded plan. The team will begin to research the peer 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 11 of 19 communities’ current health plan offerings and work with the consultants to compare differences between self-funded and fully insured plans. Health plan consultants are reviewing cost difference between self-funded plans vs. traditional fully insured plans. Quotes will be reviewed during 4th Q with Finance, HR and consultants. Results may offer options for cost savings to town’s health plan offerings. 5. Support Expanded Leadership Training: Host a larger group retreat in the Spring to support training for stress management tools, creating a work-life balance, and time management skills and process. Evaluate various training opportunities to offer the leadership team which may include topics such as, project planning and delegating work to create employee empowerment, employee accountability, building trust and respect, coaching to improve employee performance, dealing with change, leading innovation, and conflict resolution. HR & Town Manager’s Office coordinating the spring leadership retreat taking place on May 3. A Leadership Team retreat was held May 3 with a focus on two topics: 1) critical thinking presentation by Town Manager, and 2) Mental Health with presentations by Eagle Valley Behavioral Health Senior Ops Director Dana Erpelding, and Hope Center Director Teresa Haynes. The presenters brought awareness to mental health programs and services. In addition, the team viewed The Paradise Paradox movie which addressed the mental health crisis affecting American mountain towns and innovative solutions being implemented. Planning for a fall director retreat will occur in the near future. HR and Town Manager are coordinating November Leadership / Manager retreat with focus on “work smarter not harder” addressing project and work plan prioritization and time management. 2024 Department Goals Community Development Community Development 1. Community Housing Initiatives: Pursue all reasonable efforts to implement Community Housing, including but not limited to the following goals: a. Eagle County Regional Housing Action Plan: Administer the Eagle County Regional Housing Action Plan project. Contractor was hired and survey is currently underway. Survey closed May 15. A comprehensive update on this project was provided to Town Council on July 9th. Focus group meetings and direct interviews are being conducted through September. Data collection and the demand analysis work continues through October. Community survey and Data Collection completed. A comprehensive update on this project was provided to Town Council on July 9th. Focus group meetings and direct interviews are being conducted through October. Demand Analysis work continues through October. Preliminary results will be presented to Town Councils and Board of County Commissioners in late October and early November. 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 12 of 19 b. Avondale Apartments Construction: Complete entitlements, construction drawings, and secure contractor to commence construction. PUD Amendment is in draft form and will go to Planning and Zoning Commission with a Public Hearing and then to Town Council for consideration. PUD Amendment and Vested Rights extension application and staff reports have been prepared. Initial public hearing with PZC is expected in Q3. Town Council authorized moving forward with Pre-Design conference with the Village at Avon Design Review Board. Pre-Design materials were submitted and heard by the Village at Avon Design Review Board on July 11th and August 8th. Q3 Council authorized additional design services and proceeding to the Preliminary Design phase of review. c. Early Childhood Education, Planning Area E, Village (at Avon): Coordinate zoning amendments and review of site plan and architectural designs. Define leasing, partnership financial contributions, operations and accessibility requirements. Commence construction in 2024. Housing has been removed from the project and Vail Valley Foundation plans to proceed through the Village (at Avon) Design Review Board with a standalone early childhood education project. Redesign of the early childhood education facility, without housing, is currently underway. The Village at Avon Design Review Board will review Pre-Design conference on August 8th. Design documentation and due diligence progressed in Q3. Submittal to to the Village at Avon Design Review Board, referral to the Avon Planning and Zoning Commission, and review of an agreement by the Avon Town Council is expected in Q4. d. East Avon Preserve: Facilitate due diligence process for exploring a housing project accessed off Wagon Trail Road. The project will include coordination with Traer Creek and their potential road extension to Planning Area I. Rezoning application is scheduled for PZC on April 22, and then Town Council May 14. Preliminary infrastructure evaluation will commence immediately following zoning. Pursuant to Town Council direction, a revised application with Community Housing High Density 1 (CHHD-1) District was presented to Planning and Zoning Commission on July 9th. The revised package will go back to the Town Council in Q3. Water tank planning is underway. No updates. e. Annex State Land Board: Annexation, subdivision, and development review of project, including Phase I. Under review of the Development Agreement. Eagle County is evaluating water allocation. Once the application is complete it will be referred and move through the public hearing process. Application materials continue to be developed and refined. Application materials continue to be refined. f. Slopeside Rezoning: Conduct initial site investigation and due diligence to determine development potential, prepare and process rezoning application. Rezoning to Community Housing High Density-1 was approved. The RFQ process and refined project goals were presented to Council on July 9th, RFQ is now posted. Staff short-listed and interviewed 2 development teams. g. Evaluate Avon Development Code for Housing: Review existing high density residential zoning and propose revisions which are more efficient and cost effective for development of housing, including density and building height; evaluate development review process to determine if 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 13 of 19 expedited review process for Community Housing is viable. No updates. No updates. No updates. h. Revisit Inclusionary Zoning and Available SFEs: Explore potential policies that may allocate or prioritize a portion of the remaining available Single-Family Equivalent (SFE) water supply to Community Housing projects. Update 2020 Community Housing Plan. No updates. No Updates. No updates. i. Update Old Deed Restrictions: Review pre-2000s Deed Restrictions, evaluate for outdated language, work with property owners to update Deed Restrictions. Wildwood deed restriction replacement was drafted and presented to homeowners on May 6. Replacement Deed Restriction will go to Town Council in August. Deed Restriction replacement will be used for other outdated price capped properties once approved by Council. After Wildwood Deed Restriction is updated, other properties will follow in Q3. Two versions of price-capped deed restrictions were prepared and reviewed by Avon Town Council. Public comment was received by Wildwood owners. j. *NEW* Review of Primary Residence RETT Exemptions: Exemptions for Real Estate Transfer Tax (RETT) are given based upon certain criteria which can be found in the Town of Avon Municipal Code. The Finance team will review the exemptions to see if they can be modified based on the real estate market the last couple of years. Staff will be presenting options at the May 14 meeting. Ordinance 24-11 was approved on July 9th, approving new RETT Exemptions. COMPLETED. k. *NEW* Review of ¡Mi Casa Avon! Program: Once we get data from the regional housing assessment, we will review the data and assess if we need to make changes to the ¡Mi Casa Avon! deed restriction program. No updates. Regional Housing assessment is currently underway. Updates to the Mi Casa program were approved by Town Council on May 14th. No updates. l. *NEW* Partnership Program with ECHDA: Pilot partnership programs with ECHDA. Changes were presented and approved by Council on May 14th. The partnership will double the buy-down amount for Good Deeds in Avon and Eagle Vail by equally sharing in the buy-down amounts from each entity. Partnership may be finalized by Board of County Commissioners in Q4. No further updates. 2. Sun Road & East Avon Redevelopment Plan: Complete long range sub area plan for redevelopment of four properties and Sun Road and East Town Center. Began in 2023. Downtown Development Authority is in the planning stages, and joint sessions with PZC will take place before the final draft is published for public review. The Sun Road and East Town Center Plans are being drafted by Staff, including the addition on Nottingham Station into the East Town Center plan. Sun Road plan drafted was completed in house. East Avon Plan is being finalized. Approval process is anticipated in Q4, with DDA, PZC, and then Council review. 3. Water Allocation Management: Import all Single-Family Equivalent (SFE) water allocation data into Town of Avon Geographic Information System (GIS). Establish protocols for updates and ongoing 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 14 of 19 internal management of data. ERWSD data has been received and sorted. GIS staff has been hired. Importing the SFE information into the Town’s maintained database has started. No updates. 4. Avon Net Zero Building Expo: Host the second annual Avon Net Zero Building Expo to provide contractors, construction managers, building officials, and sustainability professionals with the latest advancements and information on net zero building practices. The event took place on April 8 and was attended by 48 participants, plus Town of Avon staff. Staff has scheduled a recap/debrief of the 2024 event on May 7 to discuss what worked well and what can be improved and discuss possible next steps for a future event. The 2025 date was selected – the event will take place on April 18, 2025. No further updates at this time. No updates. 5. Update Town of Avon Parking Code: Consider modifications to Chapter 7 Municipal Code regulations, including minimum requirements, and electric vehicle parking locations including ADA standards. No progress. No further updates at this time. Updates have been drafted and combined with larger code amendment list. 6. Village (at Avon) Park Planning: Retain a consultant to conduct initial conceptual planning for park areas in the Village (at Avon). Initial evaluation of the property and governing documents has taken place. No further updates at this time. No updates. 2024 Department Goals Recreation RECREATION 1. Develop Sponsorship Plan: Create a standardized plan for the Department including tiered options for Recreation facilities and programs. Priority sponsorship opportunities will be offered to Avon and Eagle County businesses. Staff are currently conducting research on existing sponsorship plans in peer communities/facilities. Staff have also met with the CASE Division to ensure the existing sponsorship deck is maintained for Town special events. Staff have created a draft sponsorship deck and are anticipating rolling it out to local businesses in Q2. Staff have conducted a soft roll out of a sponsorship plan through the department’s adult sports division. Sponsorship opportunities within the Recreation Center facility and through general programming will continue to expand as Staff time allows. No progress in Q3. Staff will actively solicit sponsorships for Fall and Winter programs. 2. Create Scholarship Program: Create an internal scholarship program for Avon and Eagle County residents. A pre-approved scholarship fund budget will be available for families in need and eligible to be used for any program or membership. The Health and Recreation Committee will assist with approving scholarship applications. Staff are currently conducting research on existing scholarship plans in peer communities/facilities. A draft proposal will be submitted to the 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 15 of 19 Town Council for review in Spring 2024. A draft scholarship program has been formed and Staff are working internally with the Finance Department to determine the most efficient way to implement the program. Staff are planning to implement a newly developed program at the beginning of 2025. 3. Formalize ‘Active Older Adults’ Programming: Create and provide ongoing programs for older adults, age 50+, on a year-round basis. Reestablish partnership with Eagle County Healthy Aging. Staff are currently conducting outreach with older adult facilities and community groups. Older adult specific programming will be added to the department’s offerings on an ongoing basis. Potential new programs include social gatherings, board games/cards, fitness classes, fitness area orientation, drop-in pickleball and day trips utilizing the department’s 15- passenger vans. Staff attended the Active Aging Expo in May to advertise our existing offerings directly to older adults. The department has added a Rummikub (board game) Social Club and plans to partner with Eagle County Healthy Aging to provide Adult Day Trips. The department will continue to expand older adult programming as able. The department has partnered with Eagle County Healthy Aging to offer Adult Day Trips and will continue to expand this program as demand grows. 4. Complete Eaglebend Pocket Park Transformation Project: Manage Great Outdoors Colorado (GOCO) grant process, conduct community outreach, obtain design services, and oversee construction of the Eaglebend Pocket Park. A community meeting was held in January at the Eaglebend Apartments community room to engage with the residents in the surrounding neighborhood. During the first quarter, staff have worked closely with Zehren and Associates to develop the park design. The project team is currently finalizing the park design and preparing to release the project bid. Staff are finalizing the construction documents with the design firm and the bid package will be released in July. Staff anticipate contractor selection by the end of August. Staff are reviewing the bids received for the project and anticipate providing Notice of Award to Council in November. 5. Saddleridge Pocket Park Community Engagement and Redesign: Conduct community outreach and obtain design services for redevelopment of Saddleridge Pocket Park. Staff have scheduled a site walk for the end of April to assess the park's needs. No progress in Q2. This project will likely be deferred to 2025. No updates. Project deferred to 2025. 6. Redevelop Mission and Vision Statement for Recreation Department: Work closely with the Health and Recreation Committee and Town Council to redevelop a mission and vision statement for the Recreation Department. Administrative staff have conducted peer community/facility research and will roll out initial staff engagement in May. Staff will also engage with the Health and Recreation Committee in July. The Recreation Department held an “all-staff” meeting in May where 11 full-time staff and 40 part-time staff were in attendance. The department leadership team conducted a Mission, Vision and Values exercise and the results will be used to develop new Mission and Vision statements for the Recreation Department. The Recreation Department full-time staff developed a draft Mission, Vision and Values statement and presented them to the Health and Recreation Committee. The committee provided valuable feedback, and Staff are ready for final review with the Town administrative team. 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 16 of 19 7. Finish Recreation Center Expansion Designs: Finish the designs for the Recreation Center Expansion, develop rough cost estimates, review financing and funding options, proceed with construction designs, identify and apply for grant funding. Staff have reviewed existing Recreation Center design documents and cost estimate from 2023 and have determined the information is still accurate. Staff are actively searching for grant and funding opportunities to offset the expense of this project. Staff are prioritizing facility updates to be included in the proposed 2025 budget. Staff have included facility improvement projects in the proposed 2025 budget. Staff will schedule a work session with the Council in Q1 of 2025 regarding potential options for recreation facility renovation and/or expansion. 2024 Department Goals Police POLICE 1. Ethical Decision Making Under Stress (EDMUS): The Colorado Peace Officers Standards Training Board (POST) has advocated for law enforcement agencies in the State of Colorado to embrace three nationally accepted de-escalation trainings. The three training courses are Integrating Communications, Assessment, and Tactics (ICAT) provided by the Police Executive Research Forum, Active Bystandership for Law Enforcement (ABLE) delivered by Georgetown University, and EDMUS (Ethical Decision Making Under Stress) developed by Colorado POST. The Avon Police Department has completed ICAT and ABLE and we plan to complete EDMUS training in 2024. The majority of officers have received this training in our in-service March training. COMPLETED 2. CALEA Accreditation: 2023 is the last year of our 4-year accreditation cycle. If successful we will be awarded our reaccreditation at one of the three CALEA national conferences in 2024. We were awarded our reaccreditation at the CALEA conference in Montgomery Alabama. The clock resets for another 4-year accreditation cycle. COMPLETED 3. Flock Safety: In 2024 we hope to see results of our defensive ring of Automatic License Plate Readers at all ingress into Avon, offering greater protection to our community against vehicle thieves and other unwanted individuals who commit crimes against Avon residents and guests. We were successful in obtaining a Colorado Division of Justice grant for year 2 (2024), $20,000 for the annual subscription cost. In progress- The final three LPR cameras (of eight) were installed in early March. There was a significant delay due to CDOT permit requirements which we worked through with Flock and CDOT. We are getting multiple alerts every day regarding warrants, stolen plates, and occasionally stolen vehicles. They have also provided some excellent information for criminal investigations. COMPLETED 4. Parking Management: Implement the Town of Avon managed parking program by the end of 2023. Carefully evaluate the system in 2024, conduct stakeholder input, report findings to Council, suggest any appropriate revisions to the parking management program. In progress- We introduced the program in 2 phases. Phase 1 addressed parking in the recreation center, town hall and in 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 17 of 19 front of the library. We have had enormous success in dissuading ‘poach” parking for skiing or other non-facility activities. There have been frustrations expressed by recreational center patrons on registering to get the free three hours to use the facility. On the other hand, we saw increased parking availability at all three locations. Phase 2 initiated for paid parking. This has gone remarkably well. We have very few complaints and parkers have figured out how to register and get the first 3 hours free and pay $1 per hour thereafter up to 5PM. We started with a comprehensive education campaign, and then progressed to educational warnings. We have issued over 750 warnings, approximately 450 in the recreation center parking lot, 200 on West Benchmark and 86 on Lake Street. COMPLETED (With report back to council in October) 2024 Department Goals Public Works PUBLIC WORKS - ALL 1. Establish a Preventive Maintenance Program: Create and implement a comprehensive Preventive Maintenance Program (Facilities, Engineering, and Operations Divisions). The Preventive Maintenance Program will include drainage infrastructure, streetlights, buildings, and roadway infrastructure. The progress for this goal has been delayed due to Engineering Staff vacancies. CIP Project delivery was prioritized. No progress since last update. Staff is working with PubWorks to automate a Preventive Maintenance Program. COMPLETED 2. Swift Gulch Public Works Garage: Finalize designs, review bids, secure funding and implement the construction of the Public Works garage at Swift Gulch. Design drawings and specifications are complete. The project is out for bid with a closing date of April 26, 2024. Construction is expected to begin in June 2024 and continue through December 31, 2024. Notice of Award was issued, and mobilization began in July. The Modular building at the location site is being demolished. Construction is expected into 2025. Construction is active and on schedule for completion by early summer 2025. COMPLETED PUBLIC WORKS >> ENGINEERING 3. Establish an Avon Geographic Information System (GIS) Program: The Town has been collecting GIS data on the built infrastructure for the past several years. In 2023, a GIS Administrator position was added to the budget and finally filled in March 2024. This position will fully implement a comprehensive program that will provide GIS support to all departments in the Town. The GIS Administrator will start in late April 2024. Staff are collecting GIS needs and tasks from all Town Departments. The GIS Administrator prioritized and implemented materials for Salute to the USA with both internal and public use maps. Staff is assessing current GIS data, gathering information from outside entities, and working with Town Departments to prioritize 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 18 of 19 needs. The Town of Avon’s GIS Program has been established. Staff will continue to make improvements and add databases into the GIS system. COMPLETED 4. Nottingham Road Drainage Improvements: The Town has experienced periodic flood events on Nottingham Road that closed Nottingham Road, Interstate 70, and damaged several downstream developments. Two projects are proposed at 330 Nottingham Road near Sonnen-Halde and Sherwood Meadows Condominiums and 400 West Beaver Creek Blvd near Beaver Bench Condominiums. The projects were not selected for the 2023 FEMA grant cycle. We will apply for the 2024 grant cycle. The Nottingham Road Drainage Improvement Projects were submitted for the 2024 FEMA grant cycle. Grant award announcement is anticipated in the Summer of 2024. Grant Funding is still being pursued. The 2024 FEMA Grant applications were unsuccessful. Will be pursued again in 2025. CLOSED 5. Comprehensive Road Safety Audit and Traffic Control Program: A comprehensive road safety audit of the Town will enhance roadway safety for all. In 2022/23, a road safety audit was conducted on Avon Road. The Avon Road audit recommended enhanced pavement markings and signage. In addition, the Audit Report helped garner a $366K CDOT Safety grant to install additional flashing beacons at 6 crossings and permanent medians on Hurd Ln. CDOT awarded additional funds to add two additional flashing beacons on US6 and I-70 off-ramps. Total Grant now totals $44K. will be designed in 2024 with construction scheduled for 2025. Design has begun on 8 flashing beacon locations on Avon Rd between Highway 6 and I-70 for late-2024 / 2025 construction. Additional scope is being assessed to also improve the adjacent curb ramps to be ADA compliant. Safety Audit and Traffic Control Program have been completed. Projects are implementing the recommendations. COMPLETED PUBLIC WORKS >> FACILITIES 6. Implement Facilities Reserve Study Recommendations: Review facilities reserve study results and prioritize areas for improvement by setting clear objectives and developing action plans for preventative maintenance, repairs, and equipment life cycle planning. Staff is preparing to present preliminary results and recommendations from the Reserve Study. Finalizing reserve study presentation and implementing budget scenarios for 2025. Incorporated Reserve Study recommendations in the 2025 budget. COMPLETED 7. Energy Efficiency: Evaluate energy tracking data and implement energy saving practices by conducting audits, finalizing building LED conversions, and continuing to monitor and adjust strategies to achieve energy savings goals. Staff continue to improve Energy Efficiency. LED conversion in the Recreation Center Natatorium is scheduled for May 2024. Finalizing all buildings LED conversions and working with our asset manager in generating town-wide utility cost and usage report. COMPLETED PUBLIC WORKS >> MOBILITY 8. Expand Evening Bus Service in the Town Core: Ridership and the number of stops in town have been increasing since 2020. The increases cause numerous delays with the Night Rider evening 3rd Quarter Update 2024 Department Goals Approved February 2024 – 3rd Quarter Update Page 19 of 19 bus service. Based on the demand, the Blue and Red Line routes will expand to operate from 6:30 am-10:00 pm, alleviating delays and missed loops while keeping the desired 30-minute service times. COMPLETED 9. Future Level of Service/ Route Expansion Planning: New development in the Town of Avon will continue to stress current transit routes. Planning and envisioning new alternatives is becoming increasingly necessary. Staff will examine recent trends and study ways to continue our current level of service. Staff is prepared to provide Council Transit expansion options and recommendations during the 2024 budget cycle. Staff proposal is ready. With approval from the Town Manager, we can present to Council before the ski season begins. Route Expansion plan completed. Funding constraints do not allow implementation in 2025. COMPLETED 10. Pursue a Summer Micro Transit Pilot Program for Avon: Micro transit solutions are improving rider’s experience by offering small-scale, on-demand public transit services. Adding a micro transit (on demand) service to Avon’s current fixed routes and schedules will enhance our service and extend the reach of transit in town. Staff will research private partners that offer a turnkey program and will implement a 3-month pilot program during the summer of 2024. The expected budget for the program is $200,000. Need to discuss costs, grant funding and budget. Expanding existing service is first priority. Delayed; the grant we expected to receive is not available this year. This project will be delayed until at least 2025. The project is deferred to 2025. CLOSED PUBLIC WORKS >> OPERATIONS 11. Redesign Irrigation System: The Town of Avon secured a $60K grant from the Colorado Water Conservation Board (CSCB) to redesign the entire irrigation system. Avon’s irrigation system is antiquated. An Audit was conducted in 2022 and it recommended the entire system be replaced. The Audit found significant system-wide leakage, undersized mains, and failed controls for all zones where staff has to manually set at the control nodes. Draft RFP for design is complete. System design is scheduled for 2024 and Phase I construction is scheduled for 2025. No further updates in Q2. The project is deferred to 2025. CLOSED 12. Repairs all rock and brick bases for Art around Avon: Stones and rocks need to be reset on Art pedestals. Due to staffing shortages in Operations, this is deferred to 2025. The project is deferred to 2025. CLOSED 13. Continue the weed mitigation program for the third summer: A weed mitigation program is needed to comply with the statutory mandate, CRS 35-5.5 – Colorado Noxious Weed Act. Avon’s program includes site inspections, non-compliance notifications, and follow-ups. Weed mitigation on Town-owned property is provided by a state-certified contractor. The Operations team awarded the contract and they are spraying throughout the summer and is ongoing. COMPLETED 970.748.4091 pliermann@avon.org TO: Honorable Mayor Phillips and Council members FROM: Patti Liermann, Housing Planner RE: Community Housing Programs Update DATE: October 8, 2024 SUMMARY: This report provides a 2024 Quarter 3 update on each of the available buy-down programs. No Council direction is being sought and this report is for informational purposes. BACKGROUND: Buy-down programs were designed to help local residents achieve homeownership by providing a monetary contribution towards their purchase in exchange for recording a deed restriction on the property, permanently preserving that home for a member of the local workforce in the future. Mi Casa Avon was launched in 2020, providing a payment of up to 12% of the buyer’s purchase price in exchange for a Resident Occupied deed restriction in the Town of Avon. The Good Deeds Program was created by Eagle County Housing & Development Authority (“ECHDA”) in 2021 as a buy-down program offering both a Resident Occupied and Price Capped deed restriction. In May 2024, Council approved a partnership with ECHDA to contribute equal funds towards a price capped Good Deeds purchase in both Avon and EagleVail, providing a buyer with a 30% payment towards their home purchase. This program is pending approval by the Board of County Commissioners and is expected to launch in late 2024. Funds will come from the existing Mi Casa Avon program. The Employee Home Ownership Program (“EHOP”) was established in the spring of 2024 to increase attraction and retention rates for Town of Avon Staff. This buy-down offers purchasers a 30% payment in exchange for recording the EHOP Price Capped deed restriction is available in both Avon and EagleVail. This program is offered only to Town employees. REVIEW OF PROGRAM PERFORMANCE: Mi Casa Avon Annual Funding and Total Contribution by Year: The Annual Budget is $1,874,558. There have been 7 total closings by the close of Quarter 3. Funds remaining to date: $1,284,138. Rollover Funds 2023 $ 1,274,558 Total Funds 2024 $ 600,000 Total Funds 2024 $ 1,874,558 100% Funds Awarded 2024 $ 590,420 31% Funds pending transaction 2024 $ - 0.0% Funds Remaining $ 1,284,138 68.5% Newly requested funds $ - 0.0% Total Funds Remaining $ 1,284,138 68.5% Page 2 of 5 Program Performance by Unit Type and Bedroom Count: Unit Type # Bedroom Count # Condo 35 Studio 1 Townhome 11 1 Bedroom 5 Duplex 1 2 Bedroom 31 Single Family Home 0 3 Bedroom 9 Other 0 4 Bedroom + 1 Total 47 Total Bedrooms 99 Resales, Listings, Rentals, and Leave of Absence Tracking: 2021 2022 2023 2024 Resales 0 1 1 1 Listings 0 0 2 0 Rentals 0 0 1 (Leave of Absence) 1 Leave of Absence 0 1 1 0 2020 2021 2022 2023 2024 Unit Count 8 13 16 3 7 Total Contribuion $464,760 $847,222 $1,164,260 $199,200 $590,420 Average Contribution $58,095 $65,171 $72,766 $66,400 $84,346 $464,760 $847,222 $1,164,260 $199,200 $590,420 $58,095 $65,171 $72,766 $66,400 $84,346 0 200000 400000 600000 800000 1000000 1200000 1400000 Mi Casa Avon (Resident Occupied) Total Contribuion Average Contribution 8 13 16 3 7 Unit Count Available Contribution Contribution Spent Average Contribution Average Sales Price 2020 8 $ 650,000 $ 464,760 $ 58,095 $ 493,500 2021 13 $ 900,000 $ 847,222 $ 65,171 $ 547,142 2022 16 $1,200,000 $1,164,260 $ 72,766 $ 615,344 2023 3 $1,500,000 $ 199,200 $ 66,400 $ 563,333 2024 7 $1,874,558 $ 590,420 $ 84,346 $ 707,500 Total 47 $3,265,862 $ 69,356 $ 585,364 Page 3 of 5 FINANCIAL CONSIDERATIONS: The initial funds of $650,000 was approved by Town Council in 2020 from the Avon Community Housing Fund. In 2021, Council approved $900,000 to continue the program. In 2022, Council approved funding in the amount of $1,200,000 which included a rollover balance from 2021 in the amount of $238,018. Total funds for 2023 were $1,583,558 including $378,158 in rollover funds from 2022. 2023 ended with three units and $199,200 in contributions spent. Town Council approved rollover funds of $1,274,558 plus an additional $600,000 for the 2024 Budget. Staff anticipates additional program participation with the ECHDA partnership, estimated to commence in late 2024. Employee Home Ownership Program (“EHOP”) Annual Funding and Total Contribution by Year: The Annual Budget is $750,000. There has been 1 closing of a 4 bedroom Townhome in Wildridge as of the close of Quarter 3. Funds remaining to date: $500,000. Total Funds 2024 $ 750,000 Total Funds 2024 $ 750,000 100% Funds Awarded 2024 $ 250,000 33% Funds pending transaction 2024 $ - 0.0% Funds Remaining $ 500,000 66.7% Newly requested funds $ - 0.0% Total Funds Remaining $ 500,000 66.7% Program Performance by Unit Type and Bedroom Count: Unit Type # Bedroom Count # Condo 0 Studio 0 Townhome 1 1 Bedroom 0 Duplex 0 2 Bedroom 0 Single Family Home 0 3 Bedroom 0 Other 0 4 Bedroom + 1 Total 1 Total Bedrooms 4 FINANCIAL CONSIDERATIONS: The initial funds of $750,000 were approved by Town Council in 2024 from the RETT fund. Unit Count Available Contribution Contribution Spent Average Contribution Average Sales Price 2024 1 $750,000 $ 250,000 $ 250,000 $ 849,000 Total 1 $ 250,000 $ 250,000 $ 849,000 Page 4 of 5 Mi Casa Avon NEIGHBORHOOD / SUBDIVISION Unit Type Square Ft Bedrooms Contract Price Price requested %$/Sq Ft 1 METCALF / BARRANCAS Condo 935 2 399,000$ 47,880$ 12.0%$427 2 WILDRIDGE Duplex 1987 4 645,000$ 75,000$ 11.6%$325 3 WILDRIDGE / SADDLERIDGE AT AVON Townhouse 2027 3 630,000$ 75,000$ 11.9%$311 4 NOTTINGHAM / BRISTOL PINES Townhouse 1337 3 480,000$ 57,600$ 12.0%$359 5 NOTTINGHAM / SHERWOOD MEADOWS Condo 552 1 288,000$ 34,560$ 12.0%$522 6 HURD / AVON CROSSING Condo 840 2 431,000$ 51,720$ 12.0%$513 7 WILDRIDGE / COYOTE CREEK TOWNHOMES Townhouse 2063 3 675,000$ 75,000$ 11.1%$327 8 WEST BEAVER CREEK BLVD / LIFTVIEW Condo 768 2 400,000$ 48,000$ 12.0%$521 9 WEST BEAVER CREEK BLVD / SUNRIDGE Condo 768 2 430,000$ 51,600$ 12.0%$560 10 WEST BEAVER CREEK BLVD / SUNRIDGE Condo 768 2 370,000$ 44,400$ 12.0%$482 11 WILDRIDGE / ELK RUN TOWNHOMES Townhome 1770 3 695,000$ 83,400$ 12.0%$393 12 ADJ. TOWN CORE / GREENBRIER Condo 1019 2 449,000$ 53,880$ 12.0%$441 13 METCALF / BARRANCAS Condo 935 2 498,000$ 59,760$ 12.0%$533 14 NOTTINGHAM / BALAS TOWNHOUSE Condo 1647 2 645,000$ 77,400$ 12.0%$392 15 NOTTINGHAM / NIGHTSTAR Townhome 1228 2 744,000$ 88,560$ 12.0%$611 16 WILDWOOD / 1066 WILDWOOD TOWNHOMES Townhome 806 1 515,000$ 61,800$ 12.0%$639 17 WILDRIDGE / MOUNTAIN VIEW TOWNHOMES Townhome 1176 3 616,100$ 73,932$ 12.0%$524 18 WILDWOOD / WILDCAT RIDGE TOWNHOMES Townhome 2025 3 880,000$ 100,000$ 11.4%$435 19 METCALF / BARRANCAS Condo 935 2 480,000$ 57,600$ 12.0%$548 20 WEST BEAVER CREEK BLVD / SUNRIDGE Condo 768 2 420,750$ 50,490$ 12.0%$513 21 NOTTINGHAM LAKE / BEAVER BENCH Studio 464 0 370,000$ 44,400$ 12.0%$797 22 WEST BEAVER CREEK / SUNRIDGE Condo 768 2 500,000$ 60,000$ 12.0%$651 23 WEST BEAVER CREEK BLVD / LIFTVIEW Condo 768 2 540,000$ 64,800$ 12.0%$703 24 WEST BEAVER CREEK BLVD / LIFTVIEW Condo 768 2 522,000$ 62,640$ 12.0%$680 25 NOTTINGHAM / SHERWOOD MEADOWS Condo 552 1 390,000$ 46,800$ 12.0%$707 26 WILDRIDGE / ORCHARD Townhouse 1468 3 995,000$ -$ 0.0%$647 27 METCALF / BARRANCAS Condo 925 2 520,000$ 62,400$ 12.0%$562 28 METCALF / BARRANCAS Condo 935 2 610,000$ 73,200$ 12.0%$651 29 WEST BEAVER CREEK / LIFTVIEW Condo 768 2 600,000$ 72,000$ 12.0%$781 30 METCALF / BARRANCAS Condo 935 2 625,000$ 75,000$ 12.0%$669 31 WILDRIDGE / SUNCREST Townhome 1824 3 750,000$ 90,000$ 12.0%$411 32 HURD / AVON CROSSING Condo 866 2 700,000$ 84,000$ 12.0%$808 33 WILDRIDGE / DRAW SPUR TOWNHOMES Townhome 1380 3 860,000$ 100,000$ 11.6%$623 34 NOTTINGHAM / NIGHTSTAR Condo 1228 2 730,000$ 87,600$ 12.0%$595 35 WEST BEAVER CREEK / BENCHMARK Condo 503 1 363,500$ 43,620$ 12.0%$723 36 WEST BEAVER CREEK / SUNRIDGE Condo 780 2 615,000$ 73,800$ 12.0%$789 37 METCALF / BARRANCAS Condo 935 2 570,000$ 68,400$ 12.0%$610 38 NOTTINGHAM / SONNEN HALDE Condo 915 2 430,000$ 48,000$ 11.2%$470 39 WEST BEAVER CREEK / SUNRIDGE Condo 768 2 575,000$ 69,000$ 12.0%$749 40 WEST BEAVER CREEK / SUNRIDGE Condo 768 2 685,000$ 82,200$ 12.0%$892 41 WEST BEAVER CREEK / BRIDGEWATER TERR Condo 853 2 850,000$ 100,000$ 11.8%$996 42 ADJ. TOWN CORE / GREENBRIER Condo 861 2 630,000$ 75,600$ 12.0%$732 43 METCALF / BARRANCAS Condo 953 2 685,000$ 82,200$ 12.0%$719 44 NOTTINGHAM / SHERWOOD MEADOWS Condo 1056 2 849,000$ 100,000$ 11.8%$803 45 WEST BEAVER CREEK / SUNRIDGE Condo 768 2 699,000$ 83,880$ 12.0%$910 46 METCALF / BARRANCAS Condo 935 2 695,000$ 83,400$ 12.0%$743 47 NOTTINGHAM / BALAS TOWNHOUSE Condo 764 1 544,500$ 65,340$ 12.0%$712 AVERAGES 2020 - Present 1062 2 572,960$ 65,255$ 11.6% $583 20 2 0 20 2 1 20 2 2 20 2 3 20 2 4 Page 5 of 5 EHOP Avon and EagleVail Thank you, Patti Liermann NEIGHBORHOOD / SUBDIVISION Unit Type Square Ft Bedrooms Contract Price Price requested %$/Sq Ft 1 WILDRIDGE Townhome 1709 4 849,000$ 250,000$ 29.4%$497 AVERAGES 2024 - Present 1709 4 849,000$ 250,000$ 29.4% $497 20 2 4 970-748-4013 idejong@avon.org TO: Honorable Mayor Phillips and Council Members FROM: Ineke de Jong, Chief Administrative Officer RE: Signed Letters of Support DATE: September 30, 2024 SUMMARY: This report presents an overview of letters of support that were signed and submitted in recent weeks. BACKGROUND: At the February 13, 2024 Regular Town Council meeting, Council discussed the topic of letters of support and sign-on letters and requests. Staff outlined it is very difficult to define a policy that clearly indicates when letter of support requests should be reviewed by Council as a whole and when the Mayor or Manager should sign. There are many times when it is in Avon’s interest to support a policy decision and the timing is too quick to include on a Council meeting, so some level of delegation to Mayor and Manager would be helpful. Council agreed that the Town Manager and the Mayor can review the contents of the letter request and determine if it is consistent with policies already adopted by the Town (which may include plan documents, annual Department goals, or previous direction provided by Council). If the letter request is consistent then Mayor or Manager would sign on behalf of the Town. Council asked to include copies of the signed letters on future Council agendas under written reports. A first group of signed support letters was included in the April 23, 2024 Council Packet and a second group was presented in the July 23 2024 Council Packet. The attached letters were signed in August & September. COUNCIL DIRECTION: This report is informational, and no Council action is required. Thank you, Ineke ATTACHMENT A: August 5 Letter of Support for Avon’s application to the National Endowment of the Arts (NEA) Our Town program to fund the “Avon Cultural & Arts Activation Project.” ATTACHMENT B1: August 7 Joint Letter with Vail Valley Foundation to thank Senator Bennett for Supporting Community Project Funding under the Transportation, Housing and Urban Development (THUD) Economic Development Initiative account for the Avon Childcare Project. ATTACHMENT B2: August 7 Joint Letter with Vail Valley Foundation to thank Senator Hickenlooper for Supporting Community Project Funding under the Transportation, Housing and Urban Development (THUD) Economic Development Initiative account for the Avon Childcare Project. ATTACHMENT B3: August 7 Joint Letter with Vail Valley Foundation to thank Representative Neguse for Supporting an application to the department of Agriculture Community Facilities Grant Program for the Avon Childcare Project. ATTACHMENT C: August 14 Letter of Support for the Northwest Colorado Regional Electric Vehicle Charging Network project ATTACHMENT D: September 6 Letter of Support for SpeakUp ReachOut's proposed feasibility study for a bridge barrier on the Green Bridge near Red Cliff. ATTACHMENT E: September 18 Letter regarding Town of Eagle’s Second Public Notice Draft Permit Modification, CO0048241 ATTACHMENT F: September 30 Letter of Support for the Vail Friends of Dance’s application for the Laura Jane Musser Fund Post Office Box 975 100 Mikaela Way Avon, CO 81620 Dr. Maria Rosario Jackson Chair National Endowment of the Art 400 7th Street, SW Washington, DC 20506 August 5, 2024 RE: The Town of Avon supports the “Avon Cultural & Arts Activation Project.” Dear Dr. Jackson, As the Mayor of the Town of Avon, I am writing to express our Council’s enthusiastic support for Avon’s application to the National Endowment of the Arts (NEA) Our Town program. With NEA’s support, the Town will partner with the Vail Valley Art Guild (“VVAG”) to facilitate a stakeholder-driven process to develop Avon’s Cultural and Arts Strategic Plan, which will nurture and grow Avon’s burgeoning arts community. VVAG and Avon hope to work with the community to write and then implement a Cultural and Arts Strategic Plan that will animate public and private spaces, improve local business viability, and bring diverse people together to celebrate, inspire, and be inspired, resulting in a vibrant destination for local citizens and visitors alike. Avon is submitting only one project for NEA consideration. Avon supports the project because it will leverage the significant funding the Town invests in arts and cultural programs and strengthen the partnership between the Town and the VVAG. In addition, a Cultural and Arts Strategic Plan will provide an overarching artistic vision document identifying creative placemaking that integrates our diverse cultural and arts programming. Finally, the project will strengthen the community’s economic, physical, and social outcomes. Please give the Town of Avon’s application the highest consideration. Thank you. Sincerely, Amy Phillips, Mayor, Town of Avon aphillips@avon.org ATTACHMENT A Avon COLORADO August 7, 2024 The Honorable Michael Bennet United States Senator 261 Russell Senate Building Washington, DC 20510 RE: Thank you for your support of the Avon Child Care Project Dear Senator Bennet, VAIL VALLEY FOUNDATION EMPOWERING POSSIBILITY On behalf of the Town of Avon and the Vail Valley Foundation (VVF), we write to thank you for your advocacy on behalf of VVF's application for $1,5000,000 in Community Project Funding under the Transportation, Housing, and Urban Development (THUD) Economic Development Initiative account for the Avon Childcare Project. We are thrilled that the grant request was fully funded in the FY 2025 draft THUD appropriations bill. Without your support and that of your staff, we would not be as close as we are to providing a solution for childcare in the Eagle River Valley. We also wanted to share the good news that Congressman Neguse supported an application to the Department of Agriculture Community Facilities Grants Program for the Avon Childcare Project from the Town of Avon. With his support, a $1,000,000 grant was included in the FY 2025 draft of the Agricultural, Rural Development, Food and Drug Administration, and Related Agencies appropriations bill. The support from our congressional delegation for the Avon Childcare Center is remarkable. We also write you to request your continued support to ensure that both earmarks are included in the final enacted legislation because the need for equitable childcare is only growing in the Eagle River Valley. Today, approximately 3,000 children ages 0-5 need childcare in our region. With your continued advocacy for the project, the Town and VVF will construct a 12,000-square-foot childcare center, bringing up to 175 urgently needed childcare openings to serve families in Avon, Edwards, Minturn, Redcliff, and Vail. Affordable care is vital for families to work and raise their children, but Eagle County is the most expensive county in Colorado. In our communities, the projected cost for one child to receive care is $1,775 per month, which increases drastically for each additional child. With your help, our project will provide a lifeline to parents who cannot find childcare. Please let us know if we can answer any questions you may have about our project. Thank you again. Sincerely, V(!C� Amy Phillips, Mike Imhof Mayor, Town of Avon President, Vail Valley Foundation ATTACHMENT B1 ATTACHMENT B2 ATTACHMENT B3 Post Office Box 975 100 Mikaela Way Avon, CO 81620 The Honorable Pete Buttigieg Secretary US Department of Transportation 1200 New Jersey Ave SE, Washington, DC 20590 August 14, 2024 RE: Avon supports the Northwest Colorado Regional Electric Vehicle Charging Network project Dear Secretary Buttigieg, On behalf of Avon, I write to express my strong support for the Northwest Colorado Rural Electric Vehicle Charging Network project. With US Department of Transportation Charging & Fueling Infrastructure grant funds, the Northwest Colorado Council of Governments (NWCCOG) will deploy electric vehicle (EV) charging infrastructure along four Alternative Fuel Corridors (AFCs) across seven rural counties in Northwest Colorado. This collective effort will facilitate the expansion of EV charging infrastructure that is necessary for enabling EV adoption for residents, visitors, commuters, and freight traveling within our rural Rocky Mountain region. Avon, known as the “heart of the valley”, is located at the center of Eagle County along the I-70. Avon is pleased to participate as a local government partner in the Northwest Colorado Rural Electric Vehicle Charging Network project. Avon supports efforts to expand EV charging along the I-70 Corridor because of Avon’s climate action goals of supporting transportation electrification and reducing vehicle-miles-traveled by natural gas and diesel. Our residents, employees and visitors are interested in adopting EVs but remain hesitant due to the lack of adequate fast charging infrastructure, long commuting times, and cold temperatures in our region. We believe a regional approach to EV charging infrastructure expansion is the most effective way to address shared barriers to EV adoption for rural residents of Northwest Colorado. This project will help to fill EV charging infrastructure gaps in multiple areas including freight, multifamily residents who lack access to at-home charging, and tourists who drive EVs to our communities. Given the high volume of tourism in Eagle County and Avon, we hope to encourage out-of-state tourists traveling to the area to rent EVs. Avon will remain engaged and supportive throughout the implementation of the Northwest Colorado Regional Electric Vehicle Charging Network project. Please give NWCCOG’s proposal for US DOT Charging & Fueling Infrastructure grant funds the highest consideration for funding. Sincerely, Eric Heil, Town Manager ATTACHMENT C Post Office Box 975 100 Mikaela Way Avon, CO 81620 SpeakUp ReachOut 94 Market St., Ste 203B Eagle, CO 81631 September 6, 2024 RE: The Town of Avon supports the “Feasibility Study by SpeakUp ReachOut on the Red Cliff Green Bridge .” Dear SpeakUp ReachOut, We are writing to express our support for SpeakUp ReachOut's proposed feasibility study for a bridge barrier on the Green Bridge near Red Cliff, CO and application to your foundation. This partnership demonstrates a profound commitment to reducing access to lethal means in our community, and we are confident that this study and project based in community collaboration will significantly impact instances of suicide in our community. Between 2014 and August 2024 nine people died by suicide at the Red Cliff Green Bridge on US HWY 24 (7 since 2020). SpeakUp ReachOut is leading the collaborative effort to reduce further instances of suicide at this venue. To date an emergency phone and signage have been installed to help mitigate the use of this bridge as a means for suicide and provide a direct line to behavioral health crisis response. Now is the time to take action. Too many times suicide prevention efforts are reactive. In some ways this is already a reactive measure, however I argue that we have the opportunity to be proactive and truly preventative in not allowing the Red Cliff Bridge to become a suicide destination. We have the opportunity to save lives by reducing access to lethal means. In closing, SpeakUp ReachOut has our full endorsement to conduct a feasibility study for a bridge barrier and seek grant funding for the project at the Red Cliff Green Bridge. Amy Phillips, Mayor, Town of Avon aphillips@avon.org ATTACHMENT D Post Office Box 975 100 Mikaela Way Avon, CO 81620 September 18, 2024 Jon Wallace, Permit Writer Water Quality Control Division Colorado Department of Public Health and Environment SENT VIA EMAIL to jon.wallace@state.co.us RE: Town of Eagle’s Second Public Notice Draft Permit Modification, CO0048241 Dear Mr. Wallace: The Town of Avon ("Avon") submits this letter to provide comments on the second draft public notice version of the permit modification for the Town of Eagle ("Eagle"), CDPS Permit No. CO0048241. Avon strongly opposes the imposition of new temperature limits for Eagle because there will be no measurable benefit to the acquatic habitat and there will be significant costs to the residents to construct and operate effluent cooling equipment. Avon shares Eagle's concerns about the Water Quality Control Division's ("Division") approach to this permit modification. We understand the Division did not discuss the draft modification with critical stakeholders or consider the environmental, energy, or economic impacts of the proposed numeric temperature effluent limits. Avon questions whether the new proposed temperature limits have a sound scientific basis, as they do not appear to be correlated with protecting aquatic life or recreational uses of the water. First, the proposed limits are inconsistent with the state's temperature standards, as explained in Eagle's 2023 request to reconsider placing a portion of the Eagle River on the state's list of impaired waters.1 Further, the data shows that the small size of Eagle's facility, coupled with the steady flows in the Eagle River most of the year, do not support stringent temperature limits. Similarly, the Town's effluent is so tiny compared to the flows in the Eagle River that it is unlikely to have any measurable impact on the water quality. The Division's proposal to impose stringent temperature limits would not protect the aquatic life in the area. Still, compliance could negatively impact residents financially, leading to environmental harm and increased energy usage. Avon cares deeply about our local environment and aquatic habitat. Avon shares Eagle County's goal of protecting the mountain ecosystem.2 As part of this effort, Eagle County worked closely with stakeholders on its Climate Action Plan, which recommends county-wide greenhouse gas emission reduction by 50% by 2030.3 Attempts to reduce the temperature in Eagle's effluent will come with steep energy costs, which would be environmentally harmful and expensive. Thus, this greenhouse gas reduction goal will likely be 1 https://drive.google.com/drive/folders/14yGpfiqwZe5EBF3FcBuWHIepmSAkJTvG. 2 See Eagle County Strategic Plan, 2024-2025, available at https://www.eaglecounty.us/government/county_commissioners/plans___policies.php. 3 https://www.eaglecounty.us/departments___services/resiliency/climate_action/index.php. ATTACHMENT E unachievable if the proposed temperature limits remain in place. Importantly, these energy impacts would not result in improved water quality due to the minimal size of Eagle's effluent. The river temperature will not change even if Eagle meets these new limits. Moreover, reducing temperature will be costly. Even if a technologically feasible option could be used, utility rates would have to increase to construct a new treatment. Residents of Eagle County would have to pay those increased rates. This would affect housing affordability and would thus directly conflict with another Eagle County goal: supporting its workforce.4 Avon residents share this common goal of ensuring affordable housing in mountain towns. Avon is also concerned about the unusually short time provided for Eagle to meet these new limits. Putting aside environmental, energy, and economic harms, no proven technology could affordably and feasibly be installed within five years that could meet the new limits year-round. Significantly more time—at least 20 years— is needed based on the current understanding of the technological challenges of reducing domestic effluent temperatures, especially in small facilities, and the genuine financial limitations of such small facilities. Furthermore, Avon values stakeholder discussions in its governance and recently led a community-wide survey to gain valuable insight from residents about what the Town of Avon should focus on. The Division should engage in similar discussions with stakeholders like the Town of Eagle and other small communities that could be affected by significant proposed changes to their permits. Avon urges the Division to continue evaluating its stakeholder outreach's adequacy to minimize surprise and encourage collaborative solutions to these pressing climate issues. Avon kindly asks that the Division accept Eagle's comments on the draft permit modification and withdraw the new temperature limits because they lack a scientific and legal basis, will impose unreasonable and meaningless additional costs on the Eagle community, and will directly conflict with our regional climate action goals and efforts. Sincerely, __________________________________ Eric Heil, Town Manager 4 See Eagle County Strategy Plan Post Office Box 975 100 Mikaela Way Avon, CO 81620 Laura Jane Musser Fund Attn: Mary Karen Lynn-Klimenko 318 W 48th St Minneapolis, MN 55419 September 30, 2024 RE: Support of Funding for Vail Friends of Dance. To Whom it May Concern, We are writing to express our support for Vail Friends of Dance’s grant application of funding for their largest fundraiser, The Nutcracker ballet, to your foundation. Vail Friends of Dance is an Eagle County non-profit with a mission dedicated to developing, supporting, and inspiring young dancers and teachers from all backgrounds by providing accessible opportunities, equitable resources, and an inclusive environment that fosters artistic excellence. The annual "Nutcracker" ballet production at the Vail Performing Arts Center in Beaver Creek features over 100 local youth dancers. It is the only affordable, full-length ballet experience in Eagle County. The “Nutcracker” provides our community access to ballet and offers young dancers the chance to perform alongside professionals. Your support will help the Vail Friends of Dance continue this cherished tradition. This event is a cultural highlight for Avon, Colorado, and the surrounding areas, ensuring that our rural community continues to have access to high-quality ballet. It also brings significant economic and cultural value to Avon, annually drawing over 2,000 patrons across four performances, contributing to the vibrancy and cultural richness of our town. With your foundation’s support, this organization can continue to offer this enriching experience to both our young dancers and the broader community. Thank you for your consideration of the Vail Friends of Dance’s grant application. Sincerely, Amy Phillips, Mayor, Town of Avon aphillips@avon.org ATTACHMENT F