TC Packet 09-21-2016 TOWN OF AVON MEETINGS FOR WEDNESDAY, SEPTEMBER 21, 2016
SPECIAL MEETING BEGINS AT 5:30 PM
AVON TOWN HALL, ONE LAKE STREET
_______________________________________________________________________________
MEETING AGENDAS & PACKETS ARE FOUND AT: HTTP://WWW.AVON.ORG
AGENDAS ARE POSTED AT AVON TOWN HALL, RECREATION CENTER, & AVON PUBLIC LIBRARY
IF YOU HAVE ANY SPECIAL ACCOMMODATION NEEDS, PLEASE, IN ADVANCE OF THE MEETING,
CALL TOWN CLERK DEBBIE HOPPE AT 970-748-4001 OR EMAIL DHOPPE@AVON.ORG WITH ANY SPECIAL REQUESTS.
1
SPECIAL MEETING BEGINS AT 5:30 PM
1. CALL TO ORDER & ROLL CALL
2. APPROVAL OF AGENDA
3. PUBLIC COMMENT – COMMENTS ARE WELCOME ON ITEMS NOT LISTED ON THE FOLLOWING AGENDA
4. PRESENTATION – NATIONAL NIGHT OUT COMMUNITY RECOGNITION (POLICE CHIEF GREG DALY)
5. ACTION ITEM
5.1. PUBLIC HEARING SECOND READING OF ORDINANCE 16-18, TO APPROVE DEED AND EASEMENTS FOR TRACT O
AND LOT 39, BLOCK 4, WILDRIDGE (PLANNING DIRECTOR MATT PIELSTICKER)
6. WORK SESSION
6.1. DIRECTION CONCERNING TERMINATION OF THE BENCHMARK PROTECTIVE COVENANTS
(TOWN ATTORNEY ERIC HEIL)
7. CONSENT AGENDA
7.1. APPROVAL OF THE SEPTEMBER 13, 2016 MINUTES (TOWN CLERK DEBBIE HOPPE)
7.2. APPROVAL TO CONSTRUCT THE BUCK CREEK TRAIL CONNECTOR WITH FUNDS FROM THE 2016 SOFT AND
HARD TRAIL IMPROVEMENTS BUDGET IN THE CAPITAL PROJECTS FUND (ENGINEER JUSTIN HILDRETH)
8. WORK SESSION
8.1. DISCUSSION OF THE REVIEW OF THE TOWN OF AVON SPECIAL EVENT VENUE AND FUNDING INVESTMENTS FOR THE
PERIOD JANUARY 2013 – AUGUST 2016 AND DIRECTION FOR FUTURE PROGRAMMING AND FUNDING
(FESTIVALS & SPECIAL EVENTS DIRECTOR DANITA DEMPSEY)
9. WRITTEN REPORTS
9.1. GIFT REPORTING –LAKE STREET UNION FESTIVAL DAY PASSES
(EXECUTIVE ASSISTANT TO THE TOWN MANAGER PRESTON NEILL)
10. ADJOURNMENT
TOWN COUNCIL REPORT
To: Honorable Jennie Fancher and Town Council
From: Greg Daly, Chief of Police
Date: September 21, 2016
Topic: Recognition of Community Members for Support of National Night Out
For the last 10 years, the Avon Police Department has participated annually in National Night Out
with the community on the first Tuesday of every August. This year, the Department continued to
host the evening in four neighborhoods that included The Aspen’s Mobile Home Park, Avon
Elementary School, Eaglebend Apartments and O’Neil Spur Park in Wildridge. This event is
significant to strengthening relationships between the police department and community. It is also
an opportunity to interact with neighbors, friends and area first responders and share what is
happening in the neighborhood.
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 National Night Out 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 Avon Town Council
for their support and/or significant giving over the last 10 years. Many other members of the
community have supported National Night Out and the Police Department wishes to thank them
as well.
Respectfully Submitted,
Greg Daly
Chief of Police
National Night Out Sponsors
1st Bank of Avon
Agave
Alpine Bank
Always Mountain Time Radio
Aspens Mobile Home Village
Avon Chiropractic Wellness & Longevity Center
Avon Liquor
Bang'lz Salon
Battle Mountain Football Team
Beaver Liquors
Blue Moose Pizza
Blue Plate Bistro
Bob’s Place
Calvary Chapel
City Market
Columbine Bakery
Community Banks of Colorado
Dean Johnson Management
DJ Omar
DJ Sergio
Dominos
Eagle County Paramedic Services
Eagle River Fire Protection District
Eagle River Youth Coalition
Fiesta Jalisco’s
Gondola Pizza
Green Elephant Juicery
Home Depot
Joe's Liquor
Kiwi International Delights
Land Title
Loaded Joe’s
Lone Star Security
Magic Fun Castles
Mia
Montana’s
Mountain Man Nut & Fruit
Nest
P Furniture Design II
Pazzos
Peter Fontanese Productions
Pine Cones
Rootz Hair Salon
Ruggs Benedict
Sheraton Mountain Vista
Simply Massage
Slifer Smith & Frampton
Starbucks (in Westin)
Taqueria No Se Hagan Bolas
Target Glenwood Springs and Silverthorne
The Linen Kist
Ticino
US Bank
Vail Public Safety Communications Center
Vail Valley Dental Care
Vail Valley Medical Center
Venture Sports
VIN 48
Walmart
Wells Fargo
Wishes Toy Store
Heil Law & Planning, LLC Office: 970.468.0635
1022 Summit Drive
Dillon, CO 80435 E-Mail: eric@heillaw.com e-mail: ericheillaw@yahoo.com
H EIL L AW
TO: Honorable Mayor Fancher and Town Council members
FROM: Eric J. Heil, Town Attorney
RE: Ordinance No. 16-18, Lot 39 and Tract O Conveyances
DATE: September 15, 2016
Summary: The Applicant (5032-5040 Wildridge LLC) desires to construct duplexes on Lot 39 and has
proposed to swap a portion of Lot 39 with the lower portion of Tract O to facilitate the design of the access
driveway. A water storage tank is currently located on the upper portion of Tract O.
The Avon Planning Commission took action to recommend approval of the land swap as proposed by
the owner of Lot 39. The Upper Eagle River Water Authority provided a letter and diagram requesting
certain restrictions and acknowledgements about a future water storage tank as well as a request for
additional area of Lot 39 to be added to Tract O to facilitate a future replacement water storage tank. The
Authority has no immediate plans to construct a replacement water storage tank, but values the designation
of suitable areas for future construction of a replacement water storage tank.
Conveyance of a portion of Tract O to Applicant by fee simple rather than an easement is preferred
because (1) the Town will not require indemnification and insurance as is typical for private development by
easements on Town property and (2) Lot 39 can be amended so that the driveway access is on the Lot.
The lower portion of Tract O has not been in use for public purpose, therefore, no election is required to
convey this portion of the property in accordance with Section 18.3 of the Avon Home Rule Charter.
Council took action to approve first reading on September 13, 2016 and referred the ordinance to a
public hearing and consideration of final action on September 21, 2016. Council must conduct a public
hearing prior to taking final action on this ordinance.
Proposed Motion: “I move to approve second and final reading of Ordinance No. 16-18 Approving the
Conveyance of a Portion of Tract O and the Acquisition of a portion of Lot 39, Wildridge Subdivision, Avon,
Colorado.”
ATTACHMENTS: Ordinance No. 16-18
Site Plan from UERWA depicting desired portion of Lot 39.
Thank you, Eric
M EMORANDUM & PLANNING, LLC
Ord 16-18 Authorizing Lot 39-Tract O Land Exchange
FINAL – September 21, 2016
Page 1 of 3
TOWN OF AVON, COLORADO
ORDINANCE NO. 16-18
APPROVING THE CONVEYANCE OF A PORTION OF TRACT O AND THE
ACQUISITION OF A PORTION OF LOT 39, WILDRIDGE, AVON,
COLORADO
WHEREAS, the Town of Avon owns Tract O, Wildridge Subdivision, Avon, Colorado,
(“Tract O”) of which the upper portion is used for a water storage tank for the drinking water
systems system serving the community and the lower portion of which is not used for public
purpose; and,
WHEREAS, 5032-5040 Wildridge LLC (“Owner”) is the owner of Lot 39, Block 4,
Wildridge Subdivision, Avon, Colorado, (“Lot 39”), which is adjacent to Tract O, and Owner
has proposed to convey a portion of Lot 39 to the Town of Avon and trade for acquiring a
portion of the lower section of Tract O which is not used for public purposes and which will
facilitate the construction of driveway access for the development of Lot 39; and,
WHEREAS, the Upper Eagle River Water Authority has reviewed the proposed acquisition
of a portion of Lot 39 and has indicated that such acquisition will provide suitable adjacent land
for the construction of a replacement water storage tank, and will therefore facilitate the future
capital investment in the drinking water system that serves the Avon community; and,
WHEREAS, Section 2.1 of the Avon Home Rule Charter provides that the Town of Avon
may receive and dispose of real property; and
WHEREAS, the Avon Town Council finds that approval of the exchange of land will
promote the efficient and secure provision of drinking water to the Avon community and will
thereby promote the health, safety and general welfare of the Avon community; and,
WHEREAS, approval of this Ordinance on First Reading is intended only to confirm that
the Town Council desires to comply with the requirements of the Avon Home Rule Charter by
setting a public hearing in order to provide the public an opportunity to present testimony and
evidence regarding this Ordinance and that approval of this Ordinance on First Reading does not
constitute a representation that the Town Council, or any member of the Town Council, supports,
approves, rejects, or denies this Ordinance.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE
TOWN OF AVON, COLORADO the following:
Section 1. Recitals Incorporated. The above and foregoing recitals are incorporated herein
by reference and adopted as findings and determinations of the Town Council.
Ord 16-18 Authorizing Lot 39-Tract O Land Exchange
FINAL – September 21, 2016
Page 2 of 3
Section 2. Conveyances Subject to Subdivision Plat. The conveyance of a portion of Lot
39 from the Owner to Town of Avon and the conveyance of a portion of Tract O from the Town
to the Owner shall be conditioned upon and subject to the administrative review and approval of
a subdivision plat to adjust such lot lines according, and which subdivision plat shall include
such easements for drainage, utilities, adjacent sub-lateral support and other purposes as are
determined appropriate by the Town.
Section 3. Acquisition of a Portion of Lot 39. The Town Council hereby authorizes the
acceptance of real property as acquired by and through a Special Warranty Deed in substantially
the same form as attached hereto as Exhibit A: Special Warranty Deed Conveying a Portion
of Lot 39.
Section 4. Conveyance of a Portion of Tract O. The Town Council hereby authorizes the
conveyance of a Portion of Tract O by and through a Special Warranty Deed in substantially the
same form as attached hereto as Exhibit B: Special Warranty Deed Conveying a Portion of
Tract O and further authorizes the Mayor and Town Clerk to execute the Special Warranty
Deed.
Section 5. Severability. If any provision of this Ordinance, or the application of such
provision to any person or circumstance, is for any reason held to be invalid, such invalidity shall
not affect other provisions or applications of this Ordinance which can be given effect without
the invalid provision or application, and to this end the provisions of this Ordinance are declared
to be severable. The Town Council hereby declares that it would have passed this Ordinance and
each provision thereof, even though any one of the provisions might be declared unconstitutional
or invalid. As used in this Section, the term “provision” means and includes any part, division,
subdivision, section, subsection, sentence, clause or phrase; the term “application” means and
includes an application of an ordinance or any part thereof, whether considered or construed
alone or together with another ordinance or ordinances, or part thereof, of the Town.
Section 6. Effective Date. This Ordinance shall take effect thirty (30) days after the date of
final passage in accordance with Section 6.4 of the Avon Home Rule Charter.
Section 7. Safety Clause. The Town Council hereby finds, determines and declares that this
Ordinance is promulgated under the general police power of the Town of Avon, that it is
promulgated for the health, safety and welfare of the public, and that this Ordinance is necessary
for the preservation of health and safety and for the protection of public convenience and
welfare. The Town Council further determines that the Ordinance bears a rational relation to the
proper legislative object sought to be obtained.
Section 8. Publication. The Town Clerk is ordered to publish this Ordinance in accordance
with Chapter 1.16 of the Avon Municipal Code.
Ord 16-18 Authorizing Lot 39-Tract O Land Exchange
FINAL – September 21, 2016
Page 3 of 3
INTRODUCED AND ADOPTED ON FIRST READING AND REFERRED TO PUBLIC
HEARING on September 13, 2016 and setting such public hearing for September 21, 2016 at
the Council Chambers of the Avon Municipal Building, located at One Lake Street, Avon,
Colorado.
BY: ATTEST:
____________________________ ____________________________
Jennie Fancher, Mayor Debbie Hoppe, Town Clerk
ADOPTED ON SECOND AND FINAL READING on September 21, 2016.
BY: ATTEST:
____________________________ ____________________________
Jennie Fancher, Mayor Debbie Hoppe, Town Clerk
APPROVED AS TO FORM:
____________________________
Eric J. Heil, Town Attorney
RECORDING REQUESTED BY AND
WHEN RECORDED PLEASE RETURN TO:
Town of Avon
P.O. Box 975
Avon, CO 81620
Attn: Debbie Hoppe, Town Clerk
SPECIAL WARRANTY DEED
5032-5040 Wildridge LLC, a Colorado limited liability corporation (“Grantor”), whose regular
mail (United States Postal Service) address is P.O. Box 516, Avon, CO 81620, for the consideration of
Ten and 00/100 Dollars ($10.00) and other good and valuable consideration, in hand paid, hereby sells
and conveys to the Town of Avon, a home rule municipality of the State of Colorado (“Grantee”), whose
street address is One Lake Street, P.O. Box 975, Avon, Colorado 81620, County of Eagle, State of
Colorado, the real property that is described as follows:
A portion of Lot 39, Block 4, Wildridge Subdivision, Avon, Colorado, described as
follows: [Insert Legal Description]
TO HAVE AND TO HOLD the said Property unto Grantee, and Grantee's heirs, successors and
assigns forever. Grantor, for itself and its heirs, successors and assigns, does covenant and agree that
Grantor shall and will WARRANT AND FOREVER DEFEND the above bargained premises in the quiet
and peaceable possession of Grantee, and Grantee’s heirs, successors and assigns, against all and every
person or persons claiming the whole or any part thereof, by, through or under Grantor, subject to (a) real
property taxes and assessments for 2016 and subsequent years, a lien not yet due and payable, and (b) the
matters set forth on Exhibit A attached hereto and made a part hereof.
5032-5040 Wildridge LLC,
a Colorado Limited Liability Company
By:
STATE OF )
) ss:
COUNTY OF )
The foregoing instrument was acknowledged before me on _________________, 2016, by
_________________ as __________ of 5032-5040 Wildridge, LLC, a Colorado limited liability
company.
Witness my hand and official seal.
My commission expires:
public notary
RECORDING REQUESTED BY AND
WHEN RECORDED PLEASE RETURN TO:
5032-5040 Wildridge LLC
P.O. Box 516
Avon, CO 81620
SPECIAL WARRANTY DEED
Town of Avon, a home rule municipality of the State of Colorado (“Grantor”), whose regular
mail (United States Postal Service) whose street address is One Lake Street, P.O. Box 975, Avon,
Colorado 81620, County of Eagle, State of Colorado, for the consideration of Ten and 00/100 Dollars
($10.00) and other good and valuable consideration, in hand paid, hereby sells and conveys to 5032-5040
Wildridge LLC, a Colorado Limited Liability Copmany (“Grantee”), whose address is P.O. Box 516,
Avon, CO 81620, the real property that is described as follows:
A portion of Tract O, Wildridge Subdivision, Avon, Colorado, described as follows:
[Insert Legal Description]
TO HAVE AND TO HOLD the said Property unto Grantee, and Grantee's heirs, successors and
assigns forever. Grantor, for itself and its heirs, successors and assigns, does covenant and agree that
Grantor shall and will WARRANT AND FOREVER DEFEND the above bargained premises in the quiet
and peaceable possession of Grantee, and Grantee’s heirs, successors and assigns, against all and every
person or persons claiming the whole or any part thereof, by, through or under Grantor, subject to (a) real
property taxes and assessments for 2016 and subsequent years, a lien not yet due and payable, and (b) the
matters set forth on Exhibit A attached hereto and made a part hereof.
Town of Avon
By:
Jennie Fancher, Mayor
STATE OF )
) ss:
COUNTY OF )
The foregoing instrument was acknowledged before me on _________________, 2016, by Jennie
Fancher as the Mayor of the Town of Avon, Colorado.
Witness my hand and official seal.
My commission expires:
public notary
Heil Law & Planning, LLC Office: 970.468.0635
1022 Summit Drive
Dillon, CO 80435 E-Mail: eric@heillaw.com e-mail: ericheillaw@yahoo.com
H EIL L AW
TO: Honorable Mayor Fancher and Town Council members
FROM: Eric J. Heil, Town Attorney
RE: Benchmark Covenants
DATE: September 15, 2016
SUMMARY: Representatives of Traer Creek LLC have requested that the Town of Avon consider,
participate and support an effort to terminate the Declaration of Protective Covenants for Benchmark at
Beaver Creek Subdivision, originally adopted in 1974 (“Benchmark Covenants”). The Benchmark
Covenants predate the incorporation of the Town of Avon. The Benchmark Covenants addressed
permitted uses, approval of construction plans, fences, signs, livestock, trees, building height and parking,
and other matters. At the time, the Benchmark Covenants were typical of initial covenants created by a
master developer to guide the development of a large multi-use planned development area. However,
some 42 years later, the Benchmark Covenants are outdated, duplicitous with Town’s Development Code
regulations, and are largely unenforced. Traer Creek LLC has found that the Benchmark Covenants are
now a cloud on property title as well as impediment to certain retail commercial deals, and has therefore
requested the Town’s support and participation in an effort to terminate the Benchmark Covenants.
Upon review of the Benchmark Covenants, I fully support and recommend an effort to terminate the
Benchmark Covenants because they overlap the Town’s municipal regulations, appear to no longer have
any valid purpose, and create unnecessary exceptions on property title throughout the Town of Avon. The
Benchmark Covenants also affect Town owned properties in the original Benchmark Subdivision.
The Benchmark Covenants apply to all of the original platted area of the Town of Avon, which is
basically everything on the valley floor except Eagle Bend, Nottingham Station, River Front, Brookside and
the Village (at Avon). The Benchmark Covenants allow for the amendment and termination through a 5
member landowner’s committee appointed by a majority of the landowners in the Benchmark Subdivision.
The Town of Avon appears to be the majority landowner and may therefore effectively control the
appointment of the 5 member landowner’s committee. The Town of Avon may only be 1 member of the
landowner committee. A decision of the landowner committee requires the concurring vote of 4 members.
The law firm of Johnson and Repucci, hired by Traer Creek LLC, has offered to assist with the process.
The process includes notification of all landowners in the Benchmark Subdivision with an explanation of the
effort to terminate the covenants, conducting a ballot to appoint the 5 person land owner committee, and
documenting the actions of the land owner committee once appointed. Other than overseeing this process,
the Town’s participation would also include using the Town Hall for landowners meetings to discuss this
effort to terminate the Benchmark Covenants.
REQUESTED MOTION: “I move to direct the Town Manager and Town Attorney to assist and support the
process to terminate the Benchmark Covenants.”
Thank you, Eric
ATTACHMENTS: The Benchmark Covenants, with amendments.
M EMORANDUM & PLANNING, LLC
TOWN OF AVON, COLORADO
AVON MEETING MINUTES FOR TUESDAY, SEPTEMBER 13, 2016
AVON TOWN HALL, ONE LAKE STREET
FINAL - Avon Council Meeting 09-13-2016 Minutes.doc Page 1
1. A CALL TO ORDER & ROLL CALL
Mayor Fancher called the meeting to order at 2:46 p.m. A roll call was taken and Council members
present were Scott Prince, Matt Gennett, Buz Reynolds, Jake Wolf and Sarah Smith Hymes. Megan
Burch was absent. Also present were Town Manager Virginia Egger, Town Attorney Eric Heil, Planning
Director Matt Pielsticker, Police Chief Greg Daly, Town Engineer Justin Hildreth, Public Works Director
Gary Padilla, Executive Assistant to the Town Manager Preston Neill and Town Clerk Debbie Hoppe.
2. APPROVAL OF AGENDA
There were no changes to the agenda.
3. PUBLIC COMMENT
No public comments made.
4. PRESENTATION – EAGLE COUNTY CLIMATE ACTION PLAN (WALKING MOUNTAINS DIRECTOR OF SUSTAINABILITY &
STEWARDSHIP PROGRAMS KIM LANGMAID)
Start Time: 00:15:40
Megan Burch arrived at 3:11 p.m.
5. ACTION ITEMS
Start time: 00:42:20
5.1 PUBLIC HEARING OUTDOOR USE OF AMPLIFIED SOUND APPLICATION REVIEW FOR AGENCY BE EVENT &
MARKETING (FESTIVAL & SPECIAL EVENTS DIRECTOR DANITA DEMPSEY)
Mayor Fancher opened the Public Hearing and no comments were made. Councilor Reynolds moved
to approve the Amplified Sound Permit for Agency BE for a private event on the Avon Performance
Pavilion on Thursday, September 29, 2016; Mayor Pro Tem Wolf seconded the motion and it passed
unanimously by those present.
5.2. FIRST READING OF ORDINANCE 16-18, TO APPROVE DEED AND EASEMENTS FOR TRACT O AND LOT 39, BLOCK
4, WILDRIDGE (PLANNING DIRECTOR MATT PIELSTICKER)
Councilor Reynolds recused himself due to a conflict.
Councilor Smith Hymes moved to approve first reading of Ordinance No. 16-18 approving the
conveyance of a portion of Tract O and the acquisition of a portion of Lot 39, Wildridge Subdivision,
Avon, Colorado; Mayor Pro Tem Wolf seconded the motion and it passed unanimously by those
present. Councilor Reynolds abstained from vote.
5.3. PUBLIC HEARING SECOND READING OF ORDINANCE 16-14, APPROVING CODE TEXT AMENDMENTS FOR PUBLIC
FACILITIES AND TOWN CENTER ZONE DISTRICT STANDARDS (PLANNING DIRECTOR MATT PIELSTICKER)
Mayor Fancher opened the Public Hearing and no comments were made. Councilor Smith Hymes
moved to approve second and final reading of Ordinance 16-14 approving the following amendments
to the Avon Development Code:
TOWN OF AVON, COLORADO
AVON MEETING MINUTES FOR TUESDAY, SEPTEMBER 13, 2016
AVON TOWN HALL, ONE LAKE STREET
FINAL - Avon Council Meeting 09-13-2016 Minutes.doc Page 2
1. Table 7.24-1, Allowed Uses, of the ADC is amended to add “S” (special review use) to the “PF”
(Public Facilities zone district) column for the following Residential Uses: Dwelling, Single-Family
Detached; Dwelling, Two-Family/Duplex; Dwelling, Townhouse; Dwelling, Multi-Family; Dwelling,
live/work; and, Accessory DU; and
2. Table 7.24-1, Allowed Uses, of the ADC is amended to add “P” (permitted) to the “TC” (Town
Center zone district) column for the following Public and Institutional Uses: Library; Government
services, offices and facilities; and, Post office branches;
Councilor Reynolds seconded the motion and it passed unanimously by those present.
5.4. PUBLIC HEARING SECOND READING OF ORDINANCE 16-17 TO AMEND DRINKING WATER LEASE WITH THE
UPPER EAGLE REGIONAL WATER AUTHORITY (TOWN ATTORNEY ERIC HEIL)
Mayor Fancher opened the Public Hearing and no comments were made. Councilor Reynolds
moved to approve second and final reading of Ordinance 16-17 approving the First Amendment to
the Ground Lease on Tract P, Benchmark at Beaver Creek, Avon, Colorado; Mayor Pro Tem Wolf
seconded the motion and it passed unanimously by those present.
5.5. ACTION ON REQUEST BY TREADSTONE DEVELOPMENT, LLC TO PROCESS A DEVELOPMENT APPLICATION FOR A
HOTEL PROJECT USING PORTIONS OF TOWN PROPERTY (PLANNING DIRECTOR MATT PIELSTICKER)
Keith Hampton commented.
Councilor Prince moved to authorize Treadstone Development LLC’s request to process a
development application for a hotel project using portions of Town property to meet minimum
landscaping requirements; Councilor Reynolds seconded the motion and it passed unanimously by
those present.
5.6. ACTION ON RENEWABLE ENERGY OPTIONS AT THE PUBLIC SAFETY FACILITY (TOWN ENGINEER JUSTIN
HILDRETH)
6. CONSENT AGENDA
Start Time: 01:26:47
6.1. INTERGOVERNMENTAL AGREEMENT BETWEEN THE TOWN OF AVON AND THE EAGLE COUNTY SHERIFF’S OFFICE/
COUNTY OF EAGLE (POLICE CHIEF GREG DALY)
6.2. INTERGOVERNMENTAL AGREEMENT OF THE COLORADO INFORMATION SHARING CONSORTIUM
(POLICE CHIEF GREG DALY)
6.3.RESOLUTION 16-24, APPROVING PERMANENT DRAINAGE EASEMENT, LOT 33, WITH BECK FAMILY
PARTNERSHIP, LTD (PROJECT ENGINEER JIM HORSLEY, TOWN ATTORNEY ERIC HEIL)
6.4. APPROVAL OF THE AUGUST 23, 2016 MINUTES (DEPUTY TOWN CLERK BRENDA TORRES)
Councilor Reynolds moved to approve the consent agenda with the requested changes to the
minutes from the August 23, 2016 Council meeting; Councilor Gennett seconded the motion and it
passed unanimously by those present.
TOWN OF AVON, COLORADO
AVON MEETING MINUTES FOR TUESDAY, SEPTEMBER 13, 2016
AVON TOWN HALL, ONE LAKE STREET
FINAL - Avon Council Meeting 09-13-2016 Minutes.doc Page 3
7. PRESENTATION – CHIEF GREG DALY SWEARING IN & BADGE PINNING CEREMONY
Start time: 01:34:32
8. EXECUTIVE SESSION
Start time: 01:39:27
8.1. EXECUTIVE SESSION FOR THE PURPOSE OF DISCUSSING THE PURCHASE, ACQUISITION, LEASE, TRANSFER, OR
SALE OF REAL, PERSONAL, OR OTHER PROPERTY INTEREST UNDER C.R.S. §24-6-402(2)(A) AND TO
DETERMINE POSITIONS RELATIVE TO MATTERS THAT MAY BE SUBJECT TO NEGOTIATIONS, DEVELOPING
STRATEGY FOR NEGOTIATIONS, AND/OR INSTRUCTING NEGOTIATORS, UNDER C.R.S. §24-6-402(2)(E)
CONCERNING CONSERVATION OF CERTAIN TOWN OWNED PROPERTY
8.2. EXECUTIVE SESSION FOR THE PURPOSE OF RECEIVING LEGAL ADVICE UNDER C.R.S. §24-6-402(2)(B) AND TO
DETERMINE POSITIONS RELATIVE TO MATTERS THAT MAY BE SUBJECT TO NEGOTIATIONS, DEVELOPING
STRATEGY FOR NEGOTIATIONS, AND/OR INSTRUCTING NEGOTIATORS, UNDER C.R.S. §24-6-402(2)(E)
CONCERNING EAGLEBEND AFFORDABLE HOUSING
8.3. EXECUTIVE SESSION FOR THE PURPOSE OF DETERMINING POSITIONS RELATIVE TO MATTERS THAT MAY BE
SUBJECT TO NEGOTIATIONS, DEVELOPING STRATEGY FOR NEGOTIATIONS, AND/OR INSTRUCTING NEGOTIATORS,
UNDER C.R.S. §24-6-402(2)(E) IN REGARDS TO A PUBLIC-PRIVATE PARTNERSHIP
Council convened into Executive Session at 4:22 p.m.
Executive Session ended at 5:36 p.m.
Council reconvened into regular session at 6:01 p.m.
9. MOTION TO CONTINUE THE MEETING TO 6:00 PM
6:00 PM CONTINUATION OF REGULAR MEETING
10. CALL TO ORDER & ROLL CALL
11. ACTION ITEM
Start time: 01:41:46
11.1. FIRST READING OF ORDINANCE 16-20, REPEALING THE 2009 RECREATIONAL TRAILS MASTER PLAN, AND
APPROVING THE 2016 RECREATIONAL TRAILS MASTER PLAN; SETTING A PUBLIC HEARING FOR SECOND
READING ON OCTOBER 11, 2016 (PLANNING DIRECTOR MATT PIELSTICKER)
PLAN PRESENTATION (PLANNING DIRECTOR MATT PIELSTICKER/OLSSON ASSOCIATES ALEX NEES)
COLORADO PARKS AND WILDLIFE RECOMMENDATION (WILDLIFE MANAGER BILL ANDREE)
TOWN COUNCIL QUESTIONS, IF ANY
PUBLIC COMMENTS (TWO-MINUTE LIMIT)
TOWN COUNCIL QUESTIONS & COMMENTS
TOWN COUNCIL ACTION
TOWN OF AVON, COLORADO
AVON MEETING MINUTES FOR TUESDAY, SEPTEMBER 13, 2016
AVON TOWN HALL, ONE LAKE STREET
FINAL - Avon Council Meeting 09-13-2016 Minutes.doc Page 4
Tom Dubel, Michael Blair, Mark Luzar, Jack Gardner, John Shipp, Rick Spitzer, Rich Carroll, Pam Warren,
Casey Wyse, Bill Wilto, Cody Wyse, Herb Pozen, Peter Copses, Gary McDavid, Carroll Tyler, Amy Phillips,
Steve Coyer, Mike Farr, Sherry Bunting, Chuck Bunting, Russell Granger, Dan Griffith, Matt Kozusko, Eric
Lickteig, Michelle Wolffe, Peter Buckley, Fritz Bratschie, Robert Fink, Steve Vardaman, Jim Benson,
Howard Leavitt, Derek George, Laurie Baker, Casey Holmquist, Jamie Malin, Peter Warren, Kenneth
Howell, Phil Struve, Dave Whitman and Angela Dalton commented.
Councilor Reynolds moved to approve first reading of Ordinance 16-20, approving the 2016 Recreational
Trails Master Plan, with modifications as recommended by PZC; Councilor Smith Hymes seconded the
motion with the caveat of delaying pump track until tract G study is completed. The motion passed on a
5 to 2 vote. Mayor Pro Tem Wolf and Councilor Gennett voted no. Second reading of the ordinance was
set for the October 25, 2016 Council meeting.
12. WRITTEN REPORTS
12.1. UPDATE ON DUE DILIGENCE FILING FOR AVON LAKES NO. 1 AND NO. 2 (TOWN ENGINEER JUSTIN HILDRETH)
12.2. IMPLEMENTATION OF HB16-1311 PERTAINING TO VACATING WARRANTS (TOWN ATTORNEY ERIC HEIL)
13. COMMITTEE MEETING UPDATES: COUNCILORS AND MAYOR
13.1. PUBLIC ACCESS TV CHANNEL 5 & ECO (MAYOR PRO TEM JAKE WOLF)
14. MAYOR & COUNCIL COMMENTS
15. TOWN MANAGER UPDATE
16. ADJOURNMENT
There being no further business to come before the Council, the regular meeting adjourned at 8:58 p.m.
RESPECTFULLY SUBMITTED:
______________________________________________
Debbie Hoppe, Town Clerk
APPROVED:
Jennie Fancher ________________________________
Jake Wolf ________________________________
Matt Gennett ________________________________
Megan Burch ________________________________
Albert “Buz” Reynolds ________________________________
Scott Prince ________________________________
Sarah Smith Hymes ________________________________
TOWN COUNCIL REPORT
To: Honorable Mayor Jennie Fancher and Avon Town Council
From: Justin Hildreth, Town Engineer
Meeting Date: September 21, 2016
Subject: Construction of the Buck Creek Trail connector with funds from the 2016 Soft and
Hard Surface Trail Improvements project budget
ACTION BEFORE COUNCIL
Give Staff direction on constructing the Buck Creek Trail Connector with funds from the 2016 Soft
and Hard Surface Trail Improvements budget of $100,000.
DISCUSSION
The Buck Creek Trail connector is a 200-Ft long paved trail that runs along Buck Creek from the
Nottingham Road Trail to Nottingham Road on Tract V, Benchmark at Beaver Creek Subdivision
which is owned by the Town. Figure 1 shows the approximate location of the trail. The trail was
originally envisioned to be included as part of the 2001 Nottingham Road improvements but that
project was canceled. The trail connector is currently included as part of the Comprehensive
Transportation Plan and the Avon Trails Master Development Plan. Staff met with representatives of
the Balas Townhomes, which is adjacent to Tract V and they are supportive of the project.
Construction of the trail has risen in prominence with the completion of the Medical Office Building
(MOB). The MOB development constructed a paved trail along the west side of the building from
Nottingham Road to Walking Mountains Lane. The Buck Creek trail connector will connect the
recently completed MOB segment to the Nottingham Road Trail providing connectivity to Avon’s
trail system. Staff is finalizing a design of the trail and will obtain pricing from local contractors to
construct this fall. It is anticipated the construction cost will be well below $100,000.
Figure 1: Buck Creek Trail Connector
Buck Creek Trail Connector
TOWN COUNCIL REPORT
To: Honorable Mayor Jennie Fancher and Avon Town Council
From: Danita Dempsey, Festival & Special Events Director
Virginia Egger, Town Manager
Meeting Date: September 21, 2016
Agenda Topic: Discussion of the Review of Town of Avon Special Event Venues and Funding
Investments for the Period January 2013 – August 2016 and Direction for Future
Programming and Funding
ACTION BEFORE COUNCIL
To discuss the Review of the Town of Avon Special Event Venues & Funding Investments for the Period
January 2013 – August 2016 and to provide direction for future special event programming and
funding beginning in 2017.
MEETING ORDER
The following order for the September 21, 2016 meeting is planned:
Report presentation
(Festival & Special Event Director Danita Dempsey &Town Manager Virginia Egger)
Town Council questions and comments
Public comments
Town Council direction
BACKGROUND
Town Council requested that staff prepare a report on special events for a public work session. The
requested report is attached and covers the period January 2013 through August 2016.
ATTACHMENT
Review of Town of Avon Special Event Venues and Funding Investments for the Period January 2013 –
August 2016
1
REVIEW OF THE TOWN OF AVON
SPECIAL EVENT VENUES
&
FUNDING
INVESTMENTS
FOR THE PERIOD
JANUARY 2013 – AUGUST 2016
TOWN COUNCIL WORK SESSION
SEPTEMBER 21, 2016
2
TABLE OF CONTENTS
I. EXECUTIVE SUMMARY (page 4-5)
II. OBSERVATIONS & QUESTIONS FOR DIRECTION (pages 6-9)
III. ECONOMIC VITALITY: A STRATEGIC PLAN FOR SPECIAL EVENTS (pages 10-12)
IV. SPECIAL EVENT VENUE INVESTMENTS (pages 13-15)
V. 2013 – 2016 SPECIAL EVENT INVESTMENTS: DIRECT FUNDING (page 16-19)
VI. 2013 – 2016 SPECIAL EVENTS: IN-KIND SUPPORT (page 20)
VII. ADMISSION FEE (pages 21-22)
VIII. SPECIAL EVENT AGREEMENT ANALYSIS (pages 23-28)
IX. OTHER RESORT TOWNS: SPECIAL EVENTS COMPARISON (pages 29-30)
X. PRIVATE PAVILION RENTALS (pages 31-33)
XI. 2017 SPECIAL EVENTS (page 34)
XII. EXHIBITS (page 35)
3
SECTION ONE
EXECUTIVE SUMMARY
The Avon Town Council has requested this report in preparation for its September 21st work session on
special events. The term of the review is January 2013 through August 2016, and is tied to Avon’s first
Strategic Plan, which set forth the Town’s direction for expanding Avon’s special event offerings. It was
also in 2013 that the Town Council approved significant funding to develop special event venues.
The contents of this report include the Council’s goals for a diverse and vibrant set of events to enhance
Avon’s cultural fabric and to increase economic vitality, especially in non-winter months. The investments
in venues, direct funding and in-kind support are summarized in the following pages. Information on the
Town’s collection and use of the paid ticket Admission Fee is summarized. In addition, the restrictions on
use of the Harry A. Nottingham Park’s main athletic field are presented to assist in ensuring that needed
maintenance is factored into event scheduling.
Section Eight evaluates the Town’s special event producer agreement and recommended changes, based
upon feedback from producer experiences in working with the Town over the past three years.
An advanced copy of this report was provided to all producers, who have held one or more
special events in Avon since 2013, on September 8th.
Comments, which were received, are reported on in Section Eight
The report is completed with information on other year-round resort towns which host special events,
Avon’s private rentals at the Pavilion and a listing of the 2017 special events, which have been approved
to date.
The general review of the report and special event experience since 2013 is summarized as follows:
Avon is not unique as a year-round resort community in desiring to host and benefit from special
events. The summer and fall event schedule is full each weekend with a variety of choices in the
valley and across the State of Colorado.
Avon, again like other communities, has experienced the dynamic nature of events coming and going.
Snowball has been in numerous venues, Snowball’s sister event SnowGlobe has found a home in
South Lake Tahoe where it started. Edfest moved to Vail, WWG to Steamboat, after expanding into
Squaw. The Bud Lite series is gone, U.S. Burton Open is in. Feast and the Rendezvous Music Festival
are no longer. This situational scenario is not expected to change, but the objective to have signature
events which repeat annually and are synonymous with Avon, remains an important focus.
Avon’s approach to requiring that private producers provide venue amenities, including but not
limited to sanitation, security, and parking, parallels other resort communities, which have an open
lawn and outdoor stage.
The Avon Pavilion’s stage curtain has failed to meet expectations during strong wind bursts. The
Council’s direction to replace the curtain with a retractable door is in process.
4
Avon began funding a series of nascent ticketed and free community events in 2014. Without
exception, all events were produced at a high quality level:
There have been no arrests and no off-site impacts. This has been a primary goal of launching
and maintaining events in our public venues
Parking and transportation has worked well
Venue set-up and breakdown have suffered only rare damages
The quality of the artists have meet a high standard
Venue and stage designs and amenities developed by producers have been exceptionally well
done
The Town’s Admission Fee has been targeted at purchasing assets which reduce production
costs
A mix of music, cultural and athletic programming was launched
Maintenance requirements of the main upper field were met, but few dates remain for special
events using the field remain, based upon 2016 scheduling
Avon’s free events have had the greatest initial success. These events have transparent budgets, see
crowd sizes that meet expectations, subject to weather, and provided the greatest cultural event
diversity.
Private produced music and culinary festivals, which are ticketed, have been well-produced, but ticket
sales, without exception have significantly lagged the needed sales to support the Town’s three-year
seed funding partnership. An objective review can find that any first, second and third year event
must work to gain notoriety and a following. Avon’s effort to “jump start” events with significant
seed funding has not yielded the success hoped for in these early years.
Section Two provides staff and producer recommendations for the next period of special event
production and poses important directional questions for the Town Council.
5
SECTION TWO
OBSERVATIONS & QUESTIONS FOR DIRECTION
The following observations and questions for Town Council direction result from the information
provided in Sections Three through Twelve. It is this Section Two, which provides the most relevant and
timely questions from which staff would like to receive direction at the September 21st work session for
special event solicitation, evaluation, production and funding.
QUANTITY, QUALITY AND DIVERSITY OF EVENTS
The number of event days has grown significantly; the Park’s upper main field, based on 2016
event days, are at near capacity
The quality of production across all types of events has been well done
The diversity of music, cultural and athletic events has been successful
The return on cash and in-kind investment has not been as robust as anticipated when events
were approved; nor has increased lodging, retail and restaurant sales tax matched assumptions
The Town of Avon’s August 2015 Community Survey found strong support for Avon’s special
events, with 36% of respondents being very satisfied, and 69% of respondents satisfied with Avon’s
special events
The majority of special event days have been in the summer, with winter event days programmed
in high sales tax revenue months
WinterWonderGrass reported in the Vail Daily that a lack of adequately priced lodging restricted
the events growth potential in Avon; the event has relocated to Steamboat Springs
Sales Tax Collections by season are as follows:
QUESTIONS FOR COUNCIL:
Is there a priority for which months events should be targeted for special events?
How important is the Avon brand in approving events?
Is there support from Council to ameliorate on site and/or off site impacts for artists who may
attract a demographic which does not meet the Avon brand?
Council has limited special event sponsorships, by any producer, to specifically not allow
marijuana businesses; is this a policy the Council wishes to continue?
Average Collections
Percent of Total Collections
$6,367,775
SALES TAX COLLECTIONS
BY SEASON
2013 - 2015
$2,483,209 $1,048,459 $1,637,477 $1,198,630
39%16%26%19%
WINTER SPRING SUMMER FALL
December - March April - May June - September October - November
6
FREE SPECIAL EVENTS
In these early years of special event development, the most successful events, when measured by
attendees and community participatory support, have been Avon’s new free music and cultural
events
Provide for the greatest range of genre diversity
Free events have a strong sense of community gathering coupled with visitor participation
Sponsorships for free events should be possible especially if marketed to sponsors as a summer
“package”
Free events are easy to administer as budgets are transparent and expected attendee counts do
not require extensive planning, or off-site or on-site production costs, for example, park field
preparation is simplified when fencing and other venue set up is not required
Town staff can administer and produce free events (total number will matter), with a paid
producer soliciting and managing the artistic talent, stage, sound and light production
The Town can retain liquor sales and/or food vendor fees
QUESTIONS FOR COUNCIL:
How many free event days should be produced; or, is there a total funding limit to underwrite
free events?
What other types of free events should be considered (theatre, poetry slams, variety of music
pop-ups, local band competitions, etc.)?
Should Town staff produce all Town-sponsored free events and only retain producer expertise
for artist management? It is estimated this would require one additional FTE, which could be
funded from the Special Events Reserve (reducing monies currently expended on private
producers and bear these costs with Town funding)
Should the Town consider retaining liquor sales and/or food vendor fees when producing free
events?
NONPROFIT/FUNDRAISNG SPECIAL EVENTS
These events are highly successful when measured by the low cash contributions from the Town
and number of participants
Are predominantly athletic events
QUESTIONS FOR COUNCIL:
Should the Town consider a greater emphasis on making Town facilities available to nonprofit
fundraising events when the public is welcome to attend?
Is there Council support in permitting the Pavilion and park for athletic events when such events
might limit the number of music events when competing for calendar dates?
7
PRIVATE PRODUCER SPECIAL EVENTS
Quality of all events has met a high standard, with minimal to community complaints or off-site
impacts
Ticket sales have not been at levels which producers have projected at the time of the request for
Town support
The first year’s use of the Performance Pavilion and park is found by most producers to be more
complicated than anticipated, even with Town staff guidance
Building a culture of multi-day music events in Avon may require more time
QUESTIONS FOR COUNCIL:
Should major music events be targeted to months other than during high sales tax and lodging
revenue months?
How many major music events should be considered each year?
Does the three year seed funding concept still hold relevance?
Should support from the Town be limited to in-kind services?
Should cash contributions, if any, be limited to specific uses, such as to artistic talent?
Are event budgets and/or P&L statements important to funding decisions; should the Town fund
profitable events?
Can increased Town expenses be paid for with a liquor license site fee? (the Town cannot under
State law profit share)
FORMATION OF AN AD HOC ADVISORY COMMITTEE – 2017 SPECIAL EVENTS
In 2014, the Town of Avon formalized its process for Community Grants
An application for interested applicants was developed
Criteria to evaluate applications were prepared and provided to applicants
A period for the solicitation and receipt of applications for funding in the next fiscal year
was set
An ad hoc committee was appointed by the Town Manager to evaluate the applications
and make funding recommendations. The members were from the business community
and included at least one special event producer
This process has been highly successful in creating a level playing field for all applicants
and appropriating monies within a set budget allocation
Producers and others have recommended an Advisory Committee/Commission be established
Staff supports the appointment of an ad hoc Advisory Committee for special events scheduling
and funding in 2017
Why ad hoc instead of a commission with by-laws, etc.?
8
It staff’s view much will be learned in a first year effort, which then can be evaluated
for a standing commission or committee in the next year or two;
There is not time realistically to go through the formal process of defining a
commission in Town code, with by-laws, solicitation of members and interviews for
meaningful special event review in 2017
The Community Grant process has been highly successful in gaining insight and
recommendations from a citizen board
It is not yet known and hard to predict what the purposes of a commission would
include
The appointment of up to seven persons would be done by the Mayor, in a timely manner,
so the ad hoc committee can participate in setting dates and funding recommendations
for 2017 special events. Appointees should represent the retail, restaurant and lodging
business community, with nonprofit and some event producer mix to avoid too many
conflicts of interest
An application, as is done for Community Grants, would be developed by staff and
distributed by not later than October 7th for receipt by November 1st
The ad hoc committee would review the applications the week of November 14th , with
recommendations for event dates and funding of events with recommended awards
greater than $15,000 being presented to Council at its December 8th (or preferably
December 15th meeting – as a date change due to the election)
Events receiving less than $15,000 in funding and without calendar date conflicts would
not be reviewed by Council
The ad hoc committee would continue to meet as needed to review special event
progress and to report to Town Council in August 2107 on further recommendations for
an advisory committee
QUESTIONS FOR COUNCIL:
Should the Town set up a 2017 ad hoc advisory committee?
Should Town staff proceed to develop and send out an application form for 2017 events,
generally following the guidelines and informational requirements of Community Grant
applicants?
Is the Council favorable to a threshold of funding which would not need Council approval?
9
SECTION THREE
ECONOMIC VITALITY:
A STRATEGIC PLAN FOR SPECIAL EVENTS
2013 – 2016/17 Town Council adopts a Strategic Plan Vision and sets strategies for special events:
The Town of Avon, surrounded by natural beauty, is today a strong community, which will maintain a focus
on families and workers, and that will build on its strengths to become a nationally and internationally
recognized year-round mountain resort community. Committed to providing a high level of municipal
services for our citizens and visitors, and the stewardship of our natural resources, Avon will expand its
cultural, recreational and educational offerings in partnership with our broader community and regional
public and private sector agencies, thereby ensuring sustained economic vitality and a vibrant community
experience.
…The importance of vibrancy and activity within the Town will be supported by attracting an array of new
and diverse cultural and recreational events to Avon which are in concert with the values of our
community and serve to nurture a cohesive sense of place and public…
2016 – 17: TIER 1 PRIORITIES
Continue to solicit, develop and fund, in partnership with qualified producers, a diverse program of vibrant
arts, educational, cultural and recreational offerings at the Pavilion & Mall, as directed through the annual
Town Council review of all offerings. In particular, seek to add live theater as a desired multi-day or evening
festival. Expand use of the Pavilion in shoulder seasons to local band productions, which are low key and low
budget, such as a battle-of-the-bands or open mike nights.
VENUES: The Town constructs new performance venues: Pavilion and Main Street Mall in 2014;
new Town Hall is purchased in 2016. To best facilitate use of these new venues, the Avon
Municipal Code addressing Amplified Use of Outdoor Sound and Liquor License were revised and
adopted by Town Council.
BRAND PLATFORM: The Town, in 2014, adopts its brand platform which guides Town
investments in special events (Section Three: Exhibit 1).
MUNIREVS & DESTIMETRICS: To measure economic impact of special events, the Town
implements software (MuniRevs) in 2014, which in partnership with businesses, can measure daily
sales and lodging tax receipts. The consistency of selection of the non-event baseline days from
year-to-year is important when comparing taxes to the event days. Destimetrics, which provides
lodging occupancy and rate information, is funded by the Town, and is used to evaluate room
rates.
10
ECONOMIC DEVELOPMENT STRATEGY: In December 2014, Council reviews the Town of Avon
Economic Development Strategy. Economic Vitality: Special Events is included in the Strategy
(Section Three: Exhibit 2).
Goal is to build a stronger year-round economy by reducing economic seasonality and
growing the summer economy. The building of a special events program is the number one
priority.
A Signature Special Events strategy is stated: A signature event is one which is synonymous
with Avon. Salute to the USA is an example. The economic development program seeks to
build additional signature events in Avon over the next 5 – 10 years.
Seed Funding for Signature Special Events: The business model for developing signature
special events is based upon attracting qualified, passionate private sector producers. These
generally small and medium sized business owners, are helped to establish special events
either on the Pavilion or Main Street Mall through multi-year support funding to assist the
right special events in gaining notoriety and thereby profitability through ticket sales and
sponsorships.
The goal is that signature events can be produced at profit levels that need no on-going
financial support.
Funding for seed support is from General Fund revenues
All signature events and funding are approved by Town Council
REQUEST FOR QUALIFICATIONS: Distributed at various times to attract an array of events by
qualified producers
WinterWonderGrass approaches the Town about moving its production to Avon; first event is
February 2014
Town staff release the first of three Requests for Qualifications soliciting successful special
event producers
ROI scenario developed to measure qualified producer financial requests and forecast length
of time for Town’s financial recovery
A variety of events begin to be funded
TELLURIDE FESTIVAL MODEL: The Town of Telluride’s Park/stage festival model is adapted for
private producer use in Avon:
Both Towns have a stage and an open athletic field for attendees
Concept is a “free venue” where the producer has the autonomy to create the festival space
inside the premise
Producer provides for artist talent, costs of production, marketing, sanitation, parking and
transportation, damage deposit or bond payment instruments, etc.
Significant in-kind is provided by the Town
A key difference is Avon provides seed funding; Telluride rarely provides private sector
producer funding
11
SUMMARY – SPECIAL EVENTS
Goal to increase summer and off-season activity measured through lodging, retail and
restaurant sales tax collections
Align special events with the Avon brand
Provide diversified array of events which are attractive to local residents; other valley
residents and visitors will follow this authenticity
Quality of events and ensuring there are no off-site impacts through in-depth collaborative
planning process
Measure success of the events through the following:
Enhance the cultural fabric of the community
Provide economic vitality to the Town
Produce high quality events
Forecast a horizon for growth and notoriety
Support the goal of producer profitability within 3-years
Becomes over time, synonymous with “Avon” and is of signature quality
12
SECTION FOUR
SPECIAL EVENT VENUE INVESTMENTS
HARRY A. NOTTINGHAM PARK
Park Main Field Capacity: 5,000
(estimate); 19,000 attend Salute to the
USA
Supports events on the Pavilion;
producers design field program
Utilized for athletic events
Utilized for events without use of the
Pavilion
Utilized by the general public
Requires consistent maintenance,
including mowing, irrigation, aeration, etc.
Field maintenance does limit the number
& types of events
(See Section Four: Exhibit 1 for typical
maintenance cycle.)
Increased access to power at restroom
building and Town Hall
Limits to depth of staking for tents and
vehicle movement to protect irrigation
system and mitigate sod damage
13
AVON PERFORMANCE PAVILION
Opened in January, 2015
Designed for an array of activities; stage
sized for a full symphony
Full technical specifications developed for
producers
Event Terrace seats up to 220; not yet
experienced
Pavilion may be rented for private events
Producers choose how to activate the
Pavilion. For example:
Pavilion wash lights to full lighting
systems/shows
Stacked sound systems to flown
sound systems
VIP on Event Terrace, Viewing Plaza
pavers or in Green Room
Green Room uses for artist hospitality
and relations; Town Council
Chambers also made available when
needed for multiple artists
Stage curtain being replaced by a fixed
door system; 2017 pending funding
14
POSSIBILITY PLAZA/MAIN STREET MALL
Completed in September of 2014
Plaza capacity with SL-100 mobile stage
and vendors: 1,200; high visibility for Avon
events
Lettuce Shed Lane terminus also can serve
as an event venue
Mall will completed after construction of
Lot B hotel
NEW TOWN HALL
Interior Finish date: Fall 2017
Opportunity to provide for special event
space
Tract G Study may also consider additional
special event support venues
15
SECTION FIVE
2013-2016 SPECIAL EVENT INVESTMENTS:
DIRECT FUNDING
Avon’s special events are organized into the categories presented below. Section Five: Exhibit 1
provides a detailed review of the direct cash contributions to special events for the period 2013 –
2016. In-kind contributions are detailed in Section Six.
For private producer events, please see Section Five: Exhibits A – G, which provide specific
information for each event, including ROI data, when available.
PRIVATE PRODUCER – TICKETED OR PARTICIPANT REGISTRATION FEE BASED
These special events are produced by private for profit companies. The Town executes an
agreement or special event permit for the use of Town facilities to host the event on set dates.
Music
Cash contributions to music festivals grew from $50,000 in 2014 to $147,000 in 2016
The number of festival days grew from three to seven per year
While each event was highly produced, with marketing and promotions and minimal
negative community impacts, ticket sales lagged producer projections, which impedes
lodging, restaurant and retail sales tax collections
Return on the investments made by the Town varied considerably by event, time of year and
between years; no event contributed significantly to the local economy when compared to
the Town’s cash contribution
Athletics
The use of the Town’s Park fields brings large participant and spectator crowds to Avon
Direct cash contributions are relatively rare and average approximately $2,000/event
Cultural
Cash contribution grew from $6,300 in 2013 to $96,000 in 2016, with the seed funding for
the creative writing event representing $75,000 of the new funding. The writing event was
postponed to 2017 to allow for additional marketing and promotions
Attendance numbers for RWB have not grown significantly over the five years of Town
support
Total cash investment: 2013: $13,313 2016: $250,616
16
PRIVATE PRODUCER – FREE EVENTS
These special events were either commissioned by the Town or funded in response to a producer
proposal. The Town fully funds the event based upon a disclosed budget, in full or at a lower negotiated
amount. All of the events are provided for free to the community. Events in this category represent
Avon’s most diverse set of cultural offerings.
Music
Cash contributions have grown significantly from no investment dollars to an average of
$140,000 per year (2014 and 2016).
The funding of Après Avon during the 2015 Championships was a one-time benefit of
$185,000.
Attendance is weather dependent, but generally has shown support, with many offerings
new in the last year or two
Athletics
A one-time Audi driving event during the Championships – no funding provided
Cultural
Cash contributions have dropped from a high of $138,122 to $23,150 when funding for
Flavors of Colorado was not continued. This event was exceptionally well done, with
extensive Front Range marketing. Participation did not support continued funding.
The participant survey conducted by VVF for International Dance reported strong
interest in continuing Dancing in the Park (report not included here); the 2016 event
tested the mettle of dancers and the audience in the pouring rain
Total cash investment: 2013: $0 2016: $138,150
17
TOWN PRODUCED - FREE EVENTS
It has been a deliberate decision since 2013 for the Town staff not to be direct special event
producers, except for the signature Salute to the USA event. The decision recognizes the intermittent
nature of events, which is difficult to staff for, and the advantage of private producers running
special event businesses, which can better withstand economic downturns and recognizes the
expertise of full-time producers. The Town in 2016, however, to bring more vitality to Avon’s
summer offerings the Town did produce a few new small community events.
Music
$6,300 was invested for seven different dates comprised of string quartets and event
terrace Sunday afternoon community gatherings
Cultural
The one-evening extravaganza Salute to the USA cost $112,950 in 2016, down from
$119,000 in 2013. Reorganization of the event to obtain cost savings and discontinuation
of live music accounted for the savings.
One smaller event was held in the winter of 2013 to use fireworks from the previous
cancelled July 3rd; and the Icing in the Park event was not funded when low attendance
did not support the cash contributed.
Total cash investment: 2013: $169,542 2016: $119,250
NONPROFIT/FUNDRAISING ORGANIZATIONS
The Town of Avon grants use of the Town Park to nonprofit organizations for their events for a
nominal permit fee of $100. The event can be for the organization’s own fundraising support or to
support a third party nonprofit. In addition to use of the Town Park and associated
streets/parking/lake etc., cash contributions are made through the Community Grant Application
process.
Athletics
Cash contributions to nonprofit events have grown from $5,000 to $12,500, from 2013 to
2016 respectively.
Attendance numbers can range from more local attendance in the 100 person range to
well over 5,000 participants/spectators
Cultural
Little to no cash contributions is made. In 2015, the Walking Mountains film series
garnered funding, but was not continued based upon low turn-out for the one-night
event
Total cash investment: 2013: $5,000 2016: $12,500
18
RECREATION DEPARTMENT EVENTS
The Town’s Recreation Department also utilizes the Performance Pavilion, lake and Park athletic
fields for youth and adult programs. Ensuring usage dates for these events is part of the venue mix.
Small amounts of participation funding is made available to some competitive series; $2,663 in 2016.
With the contracting of the paddleboats and SUP rentals, the Town has experienced net income
from the operation versus a net loss.
TOTAL INVESTMENTS BY CATEGORY
Event Category Total Cash Investment 2013 Total Cash Investment 2016
Private Producer – Ticketed /
Participant Registration – Fee
Based
$13,313 $250,616
Private Producer – Free $0 $138,150
Town Produced – Free $169,542 $119,250
Non-Profit / Fundraising
Organizations
$5,000 $12,500
19
SECTION SIX
2013 – 2016 SPECIAL EVENTS:
IN-KIND SUPPORT
In-kind support, provided directly by the Town of Avon to private special event producers is intended
to assist the producer with Town owned asset delivery and removal, banner decorations on Avon
Road, some vehicular traffic direction and venue set-up. It does not include the producer’s
production specific design, such as music tents, lighting show, sound system, decorations, entry
elements, etc. As producers become familiar with the stage and Park venue, reduced in-kind support
can be anticipated. The Town tracks the in-kind costs. In 2016, Avon staff reached its capacity in
being able to provide in-kind work for events. Additional administrative and Public Works staff will
be required, if in-kind services are expanded for the current number of events or additional events.
EVENT NAME
2013 TOTAL
IN-KIND SUPPORT
2014 TOTAL
IN-KIND SUPPORT
2015 TOTAL
IN-KIND SUPPORT
2016 TOTAL
IN-KIND SUPPORT
WinterWonderGrass Music Festival $25,000 $25,000 $25,000
Apres Avon 2015 Championships Staff for Operations
Apres Avon Spring Concerts $2,000
Reds, Whites & Brews Festival $6,200 $6,000 $4,000 $4,000
Cover Rock Music Festival $7,500
Triple Bypass Bike Ride Some Operations Some Operations $2,500 $2,500
Outlaws & Legends Music Festival $10,000
Dancing in the Park!$800 $800
Boulder Symphony Orchestra $700
Bec Tri Sprint Triathlon Some Operations Some Operations Some Operations $500
Avon Live! Summer Concerts $250 $2,600
Flavors of Colorado $5,000 $5,000
Cielito Lindo Music Festival $1,000
Round Up River Ranch / Campfire Games $1,200
Skylight Creative Writing Retreat $5,000
Man of the Cliff $5,000 $5,000 $4,000
Vali Valley Soccer Tournament Use of Fields Use of Fields Use of Fields Use of Fields
TOTALS:$6,200 $41,000 $43,550 $65,800
Special Event staff on site, meeting and planning hours = cost plus 10%
Set-up and removal of barricade fencing
TOWN OF AVON
IN-KIND SUPPORT
Delivery, accounting and storage of town owned event assets
Set-up, programming and removal of traffic / parking control devices
Delivery of sand for field damage mitigation
Policing services to include EAP creation, on-site presense, sweep and brief/debriefing
Public Works staff on-site during festival hours, traffic control and management
Installation and removal of banners on Avon Road
IN-KIND USE OF FUNDS
Delivery, training and use of Genie and Lift Truck
20
SECTION SEVEN
ADMISSION FEE
The Town of Avon passed Resolution 13-26 to allow for an Admission Fee of $2.00 per ticket per day to be
collected for ticketed events. . The fee was increased to $3.00 per ticket sold per day through Resolution
15-18. The use of fees is explicitly targeted at venue and operational expenditures, which help reduce the
costs to producers of utilizing the Pavilion and Park as a festival site or enhance the facilities.
Revenues collected are restricted for special event related capital facilities, equipment and
infrastructure improvements, including but not limited to:
Acquisition of assets for special events such as tenting, fencing, tables, chairs, directional
signage, or power and distribution assets.
Improvements in the Park and Town-owned facility infrastructure such as type and
location of power, resource recovery, warm water access, grey water and grease
disposal receptacles, materials for conversion of facilities for various event types, and
field and trail improvements.
Defraying police, public transportation and traffic control costs when provided by the
Town as an in-kind benefit for the special event.
Town staff works closely with the producers whose events generate the Admission Fee to prioritize
the use of the monies. A summary of the collections and uses is provided in the following table.
21
EVENT NAME TOTAL
ADMISSIONS
COMPS *
(Staff / Artists)
COMPS **
GUESTS/
MARKETING
PAID
ADMISSION
ALL DAYS
TOTAL
ADMISSION FEE
WinterWonderGrass / 2014 9,300 265 200 8,835 $17,670
WinterWonderGrass / 2015 10,818 1,025 200 9,593 $19,834
WinterWonderGrass / 2016 10,126 1,219 100 8,807 $30,900
Reds, Whites & Brew / 2014 1,066 375 200 491 $982
Reds, Whites & Brew / 2015 1,298 286 200 812 $1,660
Reds, Whites & Brew / 2016 1,136 240 130 766 $2,265
Cielito Lindo / 2015 1,052 258 200 594 $1,450
Cover Rock / 2016 2,269 438 250 1,581 $3,918
Outlaws & Legends /2016 1,494 303 320 871 $3,390
TOTALS:38,559 4,409 1,800 32,350 $82,069
Percent of Total Admissions 11%5%84%
* Per Resolution ** Per Agreement
USE OF FUNDS
TOTAL
ADMISSION
FEE'S SPENT
2014 Assets Expenditure Total $15,108
Priority Items: Sustainability Support; Power Assets; Event Signage
2015 Assets Expenditures Total $9,850
Priority Items: Power Assets; Tables; Patio Heaters; Green Room Furniture; Event Signage
2015 Damages, Repair & Mitigation $13,580
Field Preparation, Sand, Hauling & Stage Deck Repair
2016 Expenditures Total $30,779
Priority Items: Pole Tents; Power Assets; Tables; Chairs; Bleachers; Barricade Fencing
2016 Damages, Repair & Mitigation $6,170
Pre-Wind Wall Scaffolding, Stage Heat
$75,487
$6,582
2016 - 2017 PRIORITY ITEMS
Storage & Moving Containers for Power Cables $1,300
Tent Replacement (10 x 10)$2,000
New Tents (10 x 20)$2,800
Event Signage Replacement $800
$6,900
ADMISSION FEE REVENUES
2014- 2016
ADMISSION FEE EXPENDITURES
2014 - 2016
TOTAL:
BALANCE REMAINING:
TOTAL:
22
SECTION EIGHT
SPECIAL EVENT AGREEMENT ANALYSIS
The Town of Avon Special Event Agreement was developed in 2013, in preparation for the first
WinterWonderGrass Festival, which was held in February 2014. The same general format has been
used since this time, and is attached as Section Eight: Exhibit 1. The template for the agreement was
based on the Town of Telluride’s 2013 Bluegrass Festival Agreement. Telluride produces its events as
Avon does in an open athletic field. The Telluride Agreement is attached as Section Eight: Exhibit 2.
The agreement concept is that the municipality provides the stage and Park venue for no charge,
unlike the City of Denver which provides the full service Red Rocks Amphitheater for a rental fee. A
producer in Avon (and Telluride) is then is entrusted to develop the venue as well as provide the
services needed for production of the event, and all required off site needs, including Parking and
transportation. Avon, like Telluride, provides extensive in-kind support for the development of the
festival venue and for certain production activities, such as police presence/services in and around
the venue.
At the completion of each event, which uses the Avon Pavilion and Park, staff reviews the event with
the event producer. Over the past seven months, producers have asked for certain changes to
Avon’s agreement. As stated above in Section One, special event producers were provided an
advanced copy of this report for comment and recommendations.
In summary, from Town staff’s work with producers, we together propose the following changes:
Changes to specific sections of the Towns’ Special Event Agreement as stipulated in the
following table
Eliminate initial physical wristband counts and rely solely on ticket manifests; assume all
attendees are counted in the manifest and wear a wristband; final count will include broken
wristbands
Shift securing parking and transportation responsibilities to the Town; budget for the necessary
administration and security needed to implement. Funding is recommended from the Special
Event Reserve
Set a 300 single day ticket benefit without the Admission Fee to support event marketing
Eliminate the requirement for a marketing plan from the producer; and create a partnership with
Avon for special event marketing through the Town website, press releases and social media
Work with Avon businesses to provide pre-event marketing and producer contact information
Simplify the Town’s sales tax and vendor licensing requirements
Create an advisory committee to assist in special event decisions to include creation of
application criteria and goals, fit with Avon brand, approving special event dates, and
recommended level of funding support. In the funding considerations, be proactive in
establishing incentives for the private sector to support special event sponsorships through
matching funds
23
Eliminate individual event surveys with the Town conducting sample surveys with producers and
at its discretion to gain consistency; Town will budget for this survey cost. Producer must
provide permission for access to ticket holders contact information, collection and ownership by
Avon. Data will be provided to the producer
Create of a “producer packet” that includes basic guidelines and recommendations for event
management in Avon’s venues such as; number of and placement of portable restrooms and
resource recovery infrastructure, number of security personnel, placement of fencing and
entry/exit gates, and local supplier list
Replace the stage “curtain” with a fixed door to fully address wind conditions. The door is
currently in design and expected to cost $125,000 installed. Installation would be yet this year or
in early spring 2017
The Town has offered to be responsible for installation and removal of a 4’ tall security fence along
the perimeter of the upper soccer field; producers may select a higher fence and install/remove at
the producer’s cost. Several producers responded that a 4’ tall fence would be inadequate and
asked for a 7-8’ tall security fence instead. Town staff cannot support the 7-8’ request: 1) The cost for
the approximately 1,700 – 2,000 linear feet of chain link fencing could be well into six figures to
purchase; 2) Storage would be difficult in the long run; and 3) The time needed to transport and
construct the fence and skill set are beyond Town staff’s capacity during the summer. It is
understandable why fencing companies are utilized for security fencing of this height.
Finally, Highline principal James Deighan did not provide any specific comments on the proposed
report, but did offer his thoughts for Avon’s future.
Avon has the best venue of any mountain town in Colorado. To promote the success of the facility, the
Town of Avon needs to lean in and subsidize events there for a minimum of three years. This investment
will help to create a behavior that not only draws awareness to the town and venue, but also establishes a
culture that is replicated year over year.
Until a wow factor comes into play with Avon and that venue, the challenges you continue to incur can't
be overcome.
20 years ago, Vail didn't have big events and wasn't known for being such a popular event hub. Vail
Mountain began by leaning in substantially, with minor support from the Town of Vail. In the past few
years, the Town of Vail realized that if the event model was to be sustained and continue to grow, they'd
have to invest a substantial amount of resources. They have done just that and continue to do so.
I cannot speak for other event companies, but every event that is well funded by the Town of Vail which
Highline produces, the ROI comes back well past the original investment.
I would urge the Town of Avon's town council to be very forward thinking when determining the
resources you put behind growing the event platform in your town.
And speaking of Jackson Hole, between the Town of Jackson, The Tourism Bureau, the lodging
community and Jackson Hole Mtn. Resort $1.5 million dollars was spent on their spring festival,
Rendezvous. The tax income return from that four-day weekend came back at $7.8mm. Imagine the
trickle-down effect alone on that investment.
24
2016 AVON AGREEMENT PRODUCER COMMENTS PROPOSED CHANGES
3.1 Crowd Size - PRODUCER agrees the daily number of
admissions shall not exceed XXX thousand (XXXX)on any day of
the FESTIVAL. This includes children age 13 and older. Children
age twelve and under shall not be counted as part of the
admissions.
NO CHANGES
RECOMMENDED
NONE
THIS IS AN ESTIMATE PROVIDED BY THE
PRODUCER. IT IS USED FOR DETERMINING
EVENT SERVICES, SUCH AS PARKING DEMAND,
SECURITY, ETC.
3.1.2 PRODUCER shall provide to AVON a total of 14 VIP
Weekend Passes to be distributed to the Avon Town Council in
pairs to each Councilor, Mayor and Mayor Pro Tem.
NO CHANGES
RECOMMENDED
TOWN ATTORNEY ADDED IN RECENT
AGREEMENTS: TOTAL VIP = 16
3.2.5 Wristband Reporting & Accounting - PRODUCER
acknowledges and understands that all rules outlined in
Resolution 15-08 and attached hereto asAttachment “B”,shall
apply to the2016 FESTIVAL, including thepayment ofAdmission
Ticket Fees. Any wristbands lost, stolen or missing asa resultof
negligence by PRODUCER shall be considered as sold for the
purposes of computing the Admission Ticket Fee. PRODUCER
shall provide reporting and accounting of all admissions which
documents the following:
THE PRE-COUNTS ARE NOT
NEEDED;RELY ON TICKET
MANIFEST
ELIMINATE WRISTBAND PRE-COUNT; PRODUCER
GRANTS ACCESS TO TOWN TO SEE THE TICKET
SELLER INFORMATION, SUCH AS EVENTBRITE
3.2.5.2 Scanning system, procedures and data collections
to be in place to ensure that wristbands are distributed and
accounted for strictly by type,toensure that wristbands arenot
intermixed among admission types and to determine the Avon
Admission Ticket Fee. The Town Manager or designee may view
the scanned data for each day during non-peak times
throughout the FESTIVAL.
NO CHANGES
RECOMMENDED
UTILIZE SCANNED DATA MINUS BROKEN
WRISTBANDS
3.2.5.3.6 Up to XXX (XXX) complimentary single-day
admissions for PRODUCER guests.
MORE COMPS ARE NEEDED TO
EFFECTIVELY MARKET
PROVIDE FOR 300 SINGLE DAY COMP TIX FOR
MARKETING; CONTINUE 50 COMPS FOR FRIENDS
AND FAMILY (GUESTS)
3.2.5.4 PRODUCER shall provide to the Town Manager
or designee a report for Exempt Admissions and Paid
Admissions thirty (30) days prior the FESTIVAL and once per
week thereafter until DATE(S), after which point the report shall
be provided daily.
CUMBERSOME TO PROVIDE ONCE
PER WEEK
ONLY REQUIRE ON REPORT 30 DAYS PRIOR;
ELIMINATE OTHER REQUIRED REPORTS, BUT
ADD GENERAL STATEMENT OF NOTICE IF SALES
ARE SIGNIFICANTLY DIFFERENT
4.1.2.1 PRODUCER shall include in the name of the XXXX
Festival that it is “Sponsored by the Town of Avon”.
NO CHANGES
RECOMMENDED
THIS SHOULD BE BASED ON FINANCIAL AMOUNT
PROVIDED BY THE TOWN & ONLY A
REQUIREMENT FOR A SIGNIFICANT CASH
DONATION.
4.1.2.2 PRODUCER shall develop and implement a
comprehensive FESTIVAL marketing plan including print, radio,
social, digital, video, broadcast and/or any other marketing
platforms and promotions that may be available to assure a
successful event and secure sponsorship of the FESTIVAL.
TOWN IS NOT A PARTNER IN
MARKETING
TWO ACTIONS: 1) DELETE REQUIRED PLAN, BUT
STATE TOWN WILL REVIEW IF REQUESTED; & 2)
PROVIDE A ROBUST COMPREHENSIVE
MARKETING PLAN FOR ALL EVENTS EACH YEAR
ON TOWN WEBSITE AND THROUGH REGULAR
SOCIAL MEDIA. ADD FUNDING INTO TOWN
BUDGET AS MAY BE NEEDED.
2016 AVON
25
2016 AVON AGREEMENT PRODUCER COMMENTS PROPOSED CHANGES
4.4 PARKING & TRANSPORTATION PLAN –PRODUCER shall
provide to the Town Manager or designee a plan which details
what transit services are required to be provided by AVON,
including hours of service and estimated frequencyof trips. The
transportation plan shall specifically address the following by
not later than DATE(S):
FRUSTRATING TO KNOW WHO TO
CONTACT; TOWN SHOULD TAKE
THIS ON
4.4.1 Agreements with ECO Transit to accommodate
FESTIVAL goers going to/from the Vail Transportation Center
and those traveling east bound from Eagle, Gypsum, etc.,
during the FESTIVAL.
4.4.2 Identification of all parking lots tobeutilized for general
public parking and all vendors, sponsors, musicians and staff
including load-in procedures and a detailed map showing
parking lot locations.
4.4.3 All general public parking lots shall have “No Open
Containers Allowed in the Town of Avon”signage posted atthe
lot during all hours of the FESTIVAL.
4.4.4 Location of taxi line and communication procedure to
taxi/limo services and pre-FESTIVAL information plan for
attendees.
4.4.5 Identify parking lot for overnight camping with
management plan which includes security, medical, water
refuse management and lighting, if applicable.
4.4.6 A directional signage plan detailing the direction
provided to vehicular traffic. This plan shall include types of
signage used, quantity, location and installation/removal dates.
4.4.7 Agreements with property owners for the use of
parking lots shallbe provided to theTown Manager by not later
than DATE(S).
4.5 PEDESTRIAN TRAFFIC PLAN - PRODUCER shall provide to
the Town Manager a map which details pedestrian ingress and
egress from all parking lots utilized for the FESTIVAL by
DATE(S). The plan shall provide for the signage at the main
point of entry and/or paths of ingress/egress stating “No
Loitering”, “No Open Containers” and “FESTIVAL Entrance”.
BASED UPON THE PROJECTED NUMBER OF
TOTAL ATTENDEES PROVIDED BY THE
PRODUCER, AVON WILL DETERMINE THE
PARKING AND TRANSPORTATION NEEDS FOR
THE FESTIVAL. AVON SHALL PROCURE THE
PARKING, WITH THE PRODUCER ADDING TO ITS
INSURED PREMISES AND MANAGE THE PARKING
AND TRANSPORTATION SYSTEM, INCLUDING
PEDESTRINA SIGNAGE AND INFORMATION.
FUNDING WILL BE FROM THE EVENT RESERVE.
THE PRODUCER WILL AGREE TO INCLUDE THE
PARKING AND TRANSPORTATION INFORMATION
IN ITS WEBSITE AND MARKETING
ANNOUNCEMENTS.
SHOULD AVON NOT BE ABLE TO SECURE
SUFFICIENT PARKING, THE EVENT WILL REDUCE
ITS ATTENDANCE ACCORDINGLY.
2016 AVON
AGREEMENT ANALYSIS
26
2016 AVON AGREEMENT PRODUCER COMMENTS PROPOSED CHANGES
4.6 SECURITY PLAN –PRODUCER shall provide to the Town
Manager a plan which details the security and law enforcement
needs for the FESTIVAL by DATE(S). The plan shall include, but
not be limited to, audience profile, security needs for alcohol
sales, enforcement of marijuana restrictions, crowd
management, lost children protocol, lost and found protocol,
entry gate security checks, communication plan for law
enforcement and emergency response agencies, chain of
command, and external support from AVON and/or Eagle
County Sheriff’s office. Contracts for services with security
agencies shall be presented or a date to have such contracts
shall be provided.
NO CHANGES
RECOMMENDED
FOR FIRST TIME EVENTS, AVON SHOULD
PROVIDE A LIST OF VENDORS.
4.10 PAVILION USAGE & PREMISES INSPECTION –PRODUCER
and Avon shall jointly perform and document a pre-FESTIVAL
inspection of the PREMISES not later than DATE(S), before the
PREMISES are released to PRODUCER and returned to Avon.
PRODUCER shall notify Avon Town Manager or designee of any
problems or damage that may have occurred during the
FESTIVAL during the post-FESTIVAL inspection.
PROVIDE THAT THE TOWN IS
RESPONSIBLE FOR THE STAGE
CURTAIN/DOOR
FINALIZE WEATHER MANAGEMENT PLAN FOR
THE STAGE CURTAIN/DOOR
4.11.2 PRODUCER 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 FESTIVAL. The policy dates shall include the
entire range of dates for which Town property is used. The
minimum limits and requirements of the coverage shall include:
$1,000,000 per occurrence primary coverage, and $5,000,000
annual aggregate;30 days’written notice of cancellation; host
and general liquor liability insurance in the same amounts listed
above; $5,000,000 personal and advertising injury coverage;
and $50,000 fire damage.
NO CHANGES
RECOMMENDED
VERIFY LIMITS ARE SUFFICIENT FOR AN EVENT
AND NOT EXCESSIVE
4.12.1 LIQUOR LICENSE: PRODUCER shall be solely
responsible for identifying a local nonprofit to acquire a liquor
license for the FESTIVAL. AVON shall provide to PRODUCER a
list of local non-profits, which positively benefit thelives of local
residents and/or the larger community of AVON. AVON
encourages PRODUCER to consider one or more of the local
non-profits as the liquor license applicant. Application for the
license and all insurance and indemnification requirements
pursuant to AVON Municipal Code 5.08.170 shall be the
responsibility of PRODUCER and its nonprofit. PRODUCER shall
submit to the Town Clerk a Special Event Liquor Application by
not later than DATE(S).
NO CHANGES
RECOMMENDED
AGREEMENT CREATES LINK TO LOCAL
NONPROFITS. UNDERSTANDING IS THE TOWN
MAY NOT REQUIRE A LOCAL NONPROFIT BE
USED.
2016 AVON
AGREEMENT ANALYSIS
27
2016 AVON AGREEMENT PRODUCER COMMENTS PROPOSED CHANGES
4.12.8 BOND –PRODUCER shall deposit a bond or other
security instrument in a form acceptable to the Town Manager
and payable to the Town of Avon in the amount of $xxxx. The
bond is intended to secure payment of actual admissions’fees,
damages, repairs, clean-up ,or any other payment or penalty
due AVON under the terms of this Agreement. The bond is due
at the Town of Avon Finance office no later than DATE(S). The
bond, less any appropriate funds for payment,if any, shall be
refunded to PRODUCER by DATE(S).
AMOUNT IS TOO HIGH AT
$20,000.
DETERMINE CORRECT AMOUNT TO COVER
ESTIMATED ADMISSION FEES AND NOMINAL
DAMAGE AMOUNT.
5.2 AVON shall provide financial support in the amount of
$xxxx to PRODUCER. Payment shall be made as follows:
NO CHANGES
RECOMMENDED
EVALUTE FUNDING ONLY FOR ARTISTS; SHIFT
CERTAIN COSTS AS IDENTIFIED HEREIN TO AVON
5.7 AVON shall provide portable fence materials (stadium
barricade –approximately 900 linear feet), not already in use,
located in Town Park for use by PRODUCER.
CHAIN LINK SECURITY FENCING IS
VERY EXPENSIVE
TALL CHAIN LINK FENCING IS APPROXIMATELY $11K,
PER EVENT, INSTALLED. AVON SHOULD PROVIDE FULL
FENCING OF THE UPPER SOCCER FIELD WITH 4' TALL
FENCING, INSTALLED; NO SCRIM. AN EXTENDED
SIGNED PERIMETER BEYOND THE FENCE SHOULD BE
APPROVED TO AVOID LOITERING BY ANYONE NOT
BUYING A TICKET. IF A PRODUCER DESIRES A HIGHER
FENCE, THAT WOULD BE IN HIS/HER DISCRETION AND
AT HIS/HER COST. FUNDING FOR THE FENCING WOULD
BE FROM THE EVENTS RESERVE.
2016 AVON
AGREEMENT ANALYSIS
28
SECTION NINE
OTHER RESORT TOWNS:
SPECIAL EVENTS COMPARISON
Town staff has reached out to year-round resort communities, which have similar event venues. The
following table summarizes our research. In summary, we have found:
Avon’s approach to working with private producer’s parallel other communities in that the
producer must provide the “production of the event”. The elements go beyond securing
talent as this is a business for the producer. He or she also procures and covers the cost of
security and crowd management, vendors, parking, transportation, sanitation and recycling,
and sets up and breaks down the venue
All communities provide some level of in-kind services
Not all communities provide seed funding; Vail and Avon are the exceptions
All communities offer some level of free events
All communities experience the fluctuation of some events having success and others which
are not successful
Not all communities require a bond or other security instrument but in all communities
producers are responsible for covering cost of damages
All communities have restrictions on amplified sound, vehicles in event venues and staking
All communities require business licenses for sold products/services
All communities require a written permit and/or application
29
VAIL TELLURIDE WINTER PARK AVON
Type Of Venue
Stage W/ Open Terraced
Lawn And
Covered Seating
Stage W/ Open Lawn
Seating in Park
Open Lawn Seating in
Park; Stage Brought in
Stage W/ Open Lawn
Seating in Park
Attendance Capacity 2,800 12,000 4,500 5,000
Number of Event Per Year Over 1,000 ppl 10 Plus 5 Plus 8 5
Charge To Use Facility Yes No No No
Seating Provided 1,300/ Covered; 1,500 Lawn No Camp Style Chairs Bleachers
Commission / Chamber / Advisory Committee Yes Yes Yes No
PRODUCER REQUIREMENTS
Admission Fee Paid To Town on Tickets Sold No Yes No Yes
Insurance and Indemnification Yes Yes Yes Yes
Provide Budget Yes N/A No Variable
Damage Deposit Yes Yes No Yes
Marketing Plan Yes No Yes Variable
Survey Data Yes No No Variable
Post Event Recap Yes N/A N/A Yes
Vehicle Restictions in Venue Yes Yes Yes Yes
Responsible For Damage to Facility Yes Yes Yes Yes
Vendor Business License Required if Selling
Products or Services Yes Yes Yes Yes
Written Permit Application Yes Yes Yes Yes
Camping No Yes Yes No
Limits on Staking Yes Yes Yes Yes
Security / Crowd Management Yes Yes Yes Yes
Sanitation and Recycling No Yes Yes / Town Assistance Yes
Limits on Amplified Sound Yes Yes Yes Yes
Parking and Transportation No Yes
No / Town Provides
When Warranted Yes
COMMUNITY COMPARISON RESEARCH
30
SECTION TEN
PRIVATE PAVILION RENTALS
The Pavilion was designed with the intention of making it available for private engagements, such as
weddings and corporate events. A License Agreement was prepared for these types of events and
includes:
The ability of a private party to rent all of the Pavilion or certain areas such as the Green
Room and Event Terrace only. It also allows some limited use of the Park near to the Pavilion
Pricing was based on an evaluation of other outdoor venues in the Vail Valley; and is provided
in the table on the next page
Liquor permitting is simplified, under Colorado statutes, when liquor is not sold. TIPS trained
personnel and liability insurance are the primary requirements. No Council action is needed
The Town secured a general liability policy for private events, which the Licensee may use,
subject to paying the premium
Sound permits typically fall within administrative review
In 2016, four private rentals were reserved. Fees were negotiated in 2016 in order to begin usage and
test the venue.
A decision to test the relocation of watercraft rentals was also made in the summer of 2016. The
purpose of the relocation was to reduce the lake water activity conflicts off the Event Terrace, where
most private events are planned. The results were positive for the SUP rental company, which also
manages the Town’s paddleboat rentals. Whether to remove the dock is a remaining question for
Town Council.
PRIVATE PAVILION
RENTALS DATE OF EVENT AREA ATTENDEES LICENSE FEE
Corporate Event 6/8/16 Event Terrace 75 $0.00
Wedding Gathering 8/26/16 Event Terrace 75 $1,200
Wedding Ceremony 9/26/16 Event Terrace 125 $1,200
Corporate Event 9/29/16 Pavilion/Park
Area 250 $2,400
TOTAL - PRIVATE
PAVILION RENTALS $4,800
31
32
33
SECTION ELEVEN
2017 SPECIAL EVENTS
2017 APPROVED SPECIAL EVENTS:
MAVIC HAUTE ROUTE COLORADO ROCKIES 2017 - The Mavic Haute Route Rockies 2017 bicycle race
will begin on June 26th, when riders, crew and spectators arrive in Avon. The event continues the
next day with a time-trial, another evening spent in Avon and then a morning departure on June 28th.
The Town Council has approved total funding of $49,000 in cash support, with an additional $14,350
of in-kind, including a June 27th Performance Pavilion band(s).
The producer in his review of this report shared the following:
“…Nothing I can see of any note to change; personally I’m very impressed regarding the level of detail
provided for each event and for the town overall. I believe it’s much more in-depth and quantified than
any city I’ve seen in Europe.
The branding proposition / story are also very high level, much stronger than most European towns of a
similar size.”
SKYLIGHT WRITER’S RETREAT – The new event was postponed from Labor Day 2016 to June 9-11, 2017
to allow more time for marketing and program development. Total funding from the Town is $75,000
with $5,000 of in-kind support.
SALUTE TO THE USA – Avon’s most well-known event. Over the past years, the event has evolved into
a strong family gathering, with attendees from Avon’s Latino community representing a larger
percentage of attendees. As a result, the Kids Zone has been relocated and greatly expanded and
children-interactive puppets and buskers have replaced live bands. Staff seeks direction on whether a
band should be added to the event, and what genre – from rock to symphony. Cost, depending on
the artist(s) and production costs can range from $15,000 to significantly higher dollar amounts. 2017
funding without music is estimated at the 2016 level of $112,950, however, marketing can be merged
into general festival marketing for a savings of $4,000.
OTHER 2016 SPECIAL EVENTS: Private producers, who held events in 2016 at the Pavilion, are aware of
Council’s work session. We anticipate proposals for 2017 after direction is provided by the Council.
NEW SPECIAL EVENTS: Avon continues to receive private producer proposals for use of the Performance
Pavilion and Avon staff solicits diverse events as well. A new indie/rock/progressive application has been
received for the fall or 2017 and an August music/ECO festival has turned in an initial concept. Neither has
been vetted.
Outreach to winter and summer markets/arts fair and children’s theater are being pursued by Town staff.
Solicitations to Live Nation, AEG and other western producers for “concerts” have been delayed. All
special event recruitment is on-hold waiting Council direction.
34
3
5
@
@
Brand Platform
36
@
3 Brand Character
4 Brand Essence
5 Brand Promise
6 Brand Positioning
7 Brand Voice
8-9 Brand Story
10 Brand Vision
2
Table ofContents
37
Brand Character
3
• Entrepreneurial and energetic
• Optimistic and open to change
• Appreciative and proud
• Nature-loving and adventurous
• Comfortable and unpretentious
• Welcoming and engaging
• Community-minded and
family-oriented
• Complementary and connected
to its resort neighbors
• Progressive and ecologically
aware
38
4
Brand Essence
Undaunted, inclusive and dynamic
39
5
Brand Promise
Avon is more than a mountain town. And more than a mountain
destination. It is a vibrant and diverse year-round, resort community
defined by its spectacular surroundings and genuine local character.
40
6
Brand Positioning
For those seeking vibrant and inspiring Rocky Mountain experiences
in a comfortable, unpretentious, small-town setting, Avon is a year-
round mountain resort community and the gateway to the world-
renowned Beaver Creek Resort. It is a town that connects the shared
values of both its residents and visitors, creating a one-of-a-kind
place to visit, work, grow a business, raise a family and play in a
spectacular outdoor setting.
41
@
@
Brand Voice
• Smart yet down-to-earth
• Vibrant and positive
• Unpretentious and inclusive
• Light-hearted and good-
humored
• Grateful and proud
7
42
8
Brand Story
Avon is a Colorado mountain town with a difference. While its ranching and
farming history runs deep, the town’s more recent evolution into a resort
community has lent it an intangible energy. A sense of promise and potential.
The type of optimism and openness to change that is reserved for the young.
This is a town on a mission. A community with initiative that verges on
impatience. Its energy is derived from the magical combination of a place
gifted with the Rocky Mountain’s majestic beauty and pristine wilderness,
and the undeniable passion of the people who are drawn to it.
Fed by the adventure found on the slopes of its neighboring ski resorts,
at the edges of its sparkling rivers, and in the boundless open spaces that
surround the town, Avon’s residents boast a lifestyle that most only dream of.
It’s a place where earnings are supplemented with commute-free mornings,
powder days, million dollar views, lunch breaks taken on river walks or biking
trails and an intangible small-town feel that somehow makes its residents
richer. And from this collective, intangible wealth springs a vision for Avon.
P. 1
43
9
Brand Story (continued)
It is a desire to make a difference. A need to create a better place for both its people and its
visitors. Avon’s vision is unifying—a focus on strengthening its businesses, retail and service
offerings, but it’s also a focus on connecting its neighborhoods with its nature—bringing them
all together on pathways and in gathering spaces that invite both visitors and residents to
celebrate their surroundings.
Avon’s reputation was built as the gateway to Beaver Creek, and its vision is a complement
to this world-renowned resort that it flanks. Avon adds another dimension to the resort
experience—an enriched and diverse collection of experiences that are defined by their
genuine flavour, and enhanced by both Avon’s spectacular natural environment and vibrant
local community. Family-inspired events and activities at Nottingham Park pair with lively
bistro patios on the community’s walkways. Local artisan markets meld with major outdoor
music festivals and its annual fireworks extravaganza. The Walking Mountains Science Center’s
Interpretive walks networks with freshly forged mountain bike trails. And the Vail Leadership
Institute’s programming draws thought leaders and taps potential from urban centers and
start-up ecosystems. Each of these elements serve to unite a community and its visitors in the
common desire for a vibrant, genuine, progressive experience in a true mountain town. Avon’s
positioning as a gateway to Beaver Creek gives way to this vision. Residents grow roots that
sprout families and community pride. Visitors no longer simply pass through, but instead linger
and return again and again for the opportunity to call this place home, if only for a short time.
Avon...has arrived.
P. 2
44
45
SECTION 3: EXHIBIT 2
ECONOMIC VITALITY: SPECIAL EVENTS
The Avon Economic Development Strategy understands the role of the municipality in supporting business
activity through ensuring special events occur in Avon. The importance of Avon as a community is
emphasized in the solicitation and selection of special events. Events must foremost be accessible to Avon
residents and in keeping with the Avon brand. A diversity of special events is important so that an array of
businesses benefit from Town supported festivals, concerts and the arts over the course of the year.
When measured by sales tax, Avon’s 4% general sales tax is the single largest revenue source of the Town,
accounting for 44.3% of operating revenues. An additional 6% comes from lodging taxes. (Source: 2015 Budget)
Avon’s tourist economy is seasonal, with sales collections distributed as follows:
Winter Months - 59% Summer Months - 24% Off-Season Months - 17%
The special event investment plan focuses on building a stronger year-round economy by reducing economic
seasonality and growing the summer economy. The building of a special events program is the number one
priority of the Economic Development Office.
Signature Special Events
A signature event is one which is synonymous with Avon. Salute to the USA is an example. The economic
development program seeks to build additional signature events in Avon over the next 5 – 10 years.
Seed Funding for Signature Special Events: The business model for developing signature special events is
based upon attracting qualified, passionate private sector producers. These generally small and medium sized
business owners, are helped to establish special events either on the Pavilion or Main Street Mall through
multi-year support funding to assist the right special events in gaining notoriety and thereby profitability
through ticket sales and sponsorships. The goal is that signature events can be produced at profit levels that
need no on-going financial support.
- Funding for seed support is from General Fund revenues
- Funding in 2014 was $180,000; with 2015 reserved at a $300,000 level
- All signature events and funding are approved by Town Council
Signature Events at the Pavilion:
- Up to eight major multi-day events each year at the Pavilion, in addition to Salute to the USA
- Five events already started:
WinterWonderGrass
Reds, Whites and Brews
Flavors of Colorado
Sustainable Film Festival (Labor Day – plan for Pavilion in next three years)
Man of the Cliff
- Additional events will be solicited through a Request for Qualifications: Diversity preferred
Shakespeare Festival
Writers Conference
Latin Music Festival
Other per producer interest
46
- It is critical to attract the right signature events and to also allow programming in the park for
other important sports events and free, open usage (Exhibit I)
Signature Events on the Mall:
- Request for Qualifications to produce a winter market and summer farmers market, arts market, Lake
Street/Mall Food Truck event, Special Events for Families
- TENTATIVE Bravo-Vail Summer Concert Venue
Vendors: In addition to signature events on the mall, adopting new Town code for allowing vendors on the mall,
and potentially in other areas in the core of Avon, is planned for review in the 1st quarter on 2015.
One-Time Special Event Opportunities
The Town desires to have the alacrity to attract and support opportunities outside of the signature special events.
These opportunities often times require funding. Examples include:
2015 Alpine World Ski Championships – Après Avon: $250,000 – 13-day event of music, food and
spontaneity.
Mikaela Shiffrin Sponsorship – Athlete Signing, Video, Mikaela Way
Concerts
Private Party usage of Pavilion, including but not limited to receptions, weddings, speaker
engagements
47
S M T W T F S S M T W T F S
1 2 1 2 3 4 5 6
3 4 5 6 7 8 9 7 8 9 10 11 12 13
10 11 12 13 14 15 16 14 15 16 17 18 19 20
17 18 19 20 21 22 23 21 22 23 24 25 26 27
24 25 26 27 28 29 30 28 29
31
S M T W T F S
S M T W T F S 1 2
1 2 3 4 5 3 4 5 6 7 8 9
6 7 8 9 10 11 12 10 11 12 13 14 15 16
13 14 15 16 17 18 19 17 18 19 20 21 22 23
20 21 22 23 24 25 26 24 25 26 27 28 29 30
27 28 29 30 31
S M T W T F S
S M T W T F S 1 2 3 4
1 2 3 4 5 6 7 5 6 7 8 9 10 11
8 9 10 11 12 13 14 12 13 14 15 16 17 18
15 16 17 18 19 20 21 19 20 21 22 23 24 25
22 23 24 25 26 27 28 26 27 28 29 30
29 30 31
S M T W T F S S M T W T F S
1 2 1 2 3 4 5 6
3 4 5 6 7 8 9 7 8 9 10 11 12 13
10 11 12 13 14 15 16 14 15 16 17 18 19 20
17 18 19 20 21 22 23 21 22 23 24 25 26 27
24 25 26 27 28 29 30 28 29 30 31
31
S M T W T F S
S M T W T F S 1
1 2 3 2 3 4 5 6 7 8
4 5 6 7 8 9 10 9 10 11 12 13 14 15
11 12 13 14 15 16 17 16 17 18 19 20 21 22
18 19 20 21 22 23 24 23 24 25 26 27 28 29
25 26 27 28 29 30 30 31
S M T W T F S S M T W T F S
1 2 3 4 5 1 2 3
6 7 8 9 10 11 12 4 5 6 7 8 9 10
13 14 15 16 17 18 19 11 12 13 14 15 16 17
20 21 22 23 24 25 26 18 19 20 21 22 23 24
27 28 29 30 25 26 27 28 29 30 31
Activity
Field Maintaince
February - WWG
May - Field Rental/Soccer, D-n-D; Full Moon 5K Race
June - Field Rental/Library, D-n-D; Daddy Daughter TuTu 2K; Full Moon 5K Race;
Field Rental/Soccer, RWB, Vail Lacrosse, CoverRock
July - Salute, D-n-D; 2.4 Swim; Full Moon 5K Run; Triple Bypass, XTERRA, Disc Dogs, Outlaws & Legends
August - D-n-D; Full Moon; Avon Live!; BecTri, VIDF; RRR Camp Fire Games
September - Full Moon 5K Race; Lake Street Union, Skylight Writer's Conference
October - Full Moon; Zombie Run; Vail Soccer Tournament, MOTC
Recreation Department: Dunk-n-Dash on Monday's May through June; Father/Daughter 2K in June;
Monthly Full Moon 5K; Zombie Dash in October; Saturday Community Yoga June through Sept.
JUNE
SECTION 4: EXHIBIT 1 - 2016 Park & Pavilion Activity Calendar
JANUARY FEBRUARY
APRIL
MARCH
NOVEMBER DECEMBER
MAY
JULY AUGUST
OCTOBER
SEPTEMBER
48
SECTION 5: EXHIBIT 1
2013 - 2016 Special Event
Investments Summary
Event Date Number of
Event Days Free vs. Ticketed Attendance Cash Contribution In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL
Music
WinterWonderGrass 2/21 - 23/2014 3 Ticketed 8,835 $50,000 $25,000 $75,000
WinterWonderGrass 2/20 - 22/2015 3 Ticketed 9,593 $50,000 $25,000 $75,000
WinterWonderGrass (1)2/19 - 21/2016 3 Ticketed 8,807 $40,000 $25,000 $65,000
Cover Rock Festival (1)6/25 - 26/2016 2 Ticketed 1,400 $35,000 $7,500 $42,500
Outlaws & Legends Music Festival 7/29 - 30/2016 2 Ticketed 871 $72,000 $10,000 $82,000
Cielito Lindo Music Festival 9/18 - 20/2015 3 Ticketed 800 $50,000 $10,000 $60,000
Music - Sub-total 16 $50,000 $25,000 $75,000 $100,000 $35,000 $135,000 $147,000 $42,500 $189,500
Athletics
Adventure Cycling Association 6/15/15 1 Participant Fee 50 $0 $0 $0
Tough Mudder 6/17/13 1 Participant
Fee/Spectator Fee 35,000 $2,500 $0 $2,500
Haute Rockies Rockies - Test 6/21 - 22/2016 3 Free 40 $2,100 $0 $2,100
Lacrosse Tournament 6/20 - 21 & 6/28 -7/1/2013 6 Registration / Free to
Spectators
2,000 participants /
3,500 spectators $0 $0 $0
Lacrosse Tournament 6/16 - 19 & 7/6 - 9/2014 8 Registration / Free to
Spectators
2,000 participants /
3,500 spectators $0 $0 $0
Lacrosse Tournament 6/16 - 19 & 7/6 - 9/2015 8 Registration / Free to
Spectators
2,000 participants /
3,500 spectators $0 $0 $0
Lacrosse Tournament (1)6/21 - 22 & 6/28 - 29/2016 4 Registration / Free to
Spectators
2,000 participants /
3,500 spectators $0 $0 $0
XTERRA Championship 7/20/13 1 Registration / Free to
Spectators
7,357 participants &
spectators $2,500 $0 $2,500
XTERRA Championship 7/19/14 1 Registration / Free to
Spectators
8,533 participants &
spectators $2,500 $0 $2,500
XTERRA Championship 7/18/15 1 Registration / Free to
Spectators
6,643 participants &
spectators $2,500 $0 $2,500
XTERRA Championship 7/16/16 1 Registration / Free to
Spectators 649 participants $2,000 $0 $2,000
TransRockies Run (2)8/17/13 1 Registration / Free to
Spectators
400 participants / 20
spectators $0 $0 $0
TransRockies Run (2)8/13/14 1 Registration / Free to
Spectators
400 participants / 20
spectators $0 $0 $0
TransRockies Run (2)8/17/15 1 Registration / Free to
Spectators
400 participants / 20
spectators $0 $0 $0
TransRockies Run (2)8/14/16 1 Registration / Free to
Spectators
600 participants / 20
spectators $0 $0 $0
Ragnar Relay Race (2)8/13/13 1 Registration / Free to
Spectators 2,000 $0 $0 $0
Ragnar Relay Race (2)8/8/14 1 Registration / Free to
Spectators 2,000 $0 $0 $0
PRIVATE PRODUCER / TICKETED OR PARTICIPANT REGISTRATION FEE BASED
2013 2014 2015 2016
49
SECTION 5: EXHIBIT 1
2013 - 2016 Special Event
Investments Summary
Event Date Number of
Event Days Free vs. Ticketed Attendance Cash Contribution In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL
Ragnar Relay Race (2)8/7/15 1 Registration / Free to
Spectators 2,000 $0 $0 $0
Ragnar Relay Race (2)8/12/16 1 Registration / Free to
Spectators 2,000 $0 $0 $0
Lake Street Union 9/17/16 1 Ticketed 165 projected $1,500 $0 $1,500
Vail Valley Soccer Tournament 10/4 - 5/2013 2 Registration / Free to
Spectators
2,600 participants /
6,000 spectators $0 Use of Fields $0
Vail Valley Soccer Tournament 10/4 - 5/2014 2 Registration / Free to
Spectators
2,600 participants /
6,000 spectators $0 Use of Fields $0
Vail Valley Soccer Tournament 10/3 - 4/2015 2 Registration / Free to
Spectators
2,600 participants /
6,000 spectators $0 Use of Fields $0
Vail Valley Soccer Tournament 10/1 - 2/2016 2 Registration / Free to
Spectators
2,600 participants /
6,000 spectators $0 Use of Fields $0
Westin Riverfront Associate Fun
Run 10/30/15 1 Registration 30 $0 $0 $0
Westin Riverfront Associate Fun
Run 6/1/16 1 Registration 30 $0 $0 $0 $0 $0 $0
Westin Riverfront Associate Fun
Run 10/30/16 1 Registration 30 $0 $0 $0 $0 $0 $0
Athletics -Sub-total 55 $7,013 $0 $5,000 $4,514 $0 $2,500 $4,515 $0 $2,500 $7,616 $0 $5,600
Cultural
Alpine Arts Social Series (2)01/01-12/31/2015 12 Participant Fee 267 $20,000 $0 $20,000
Alpine Arts Social Series (2)TBD Registration Not Yet Available $7,500 $0 $7,500
Reds, Whites & Brews 6/29/13 1 Ticketed 900 $3,800 $6,200 $10,000
Reds, Whites & Brews 6/27 - 28/2014 2 Ticketed 491 $15,000 $6,000 $21,000
Reds, Whites & Brews 6/19 - 20/2015 2 Ticketed 778 $6,000 $4,000 $10,000
Reds, Whites & Brews (1)6/17 - 18/2016 2 Ticketed 900 $8,500 $4,000 $12,500
Beaver Creek Rodeo (2)6/27 - 8/15/2013 7 Registration / Free to
Spectators 12,000 $2,500 $0 $2,500
Beaver Creek Rodeo (2)6/26 - 8/14/2014 7 Registration / Free to
Spectators 13,200 $2,500 $0 $2,500
Beaver Creek Rodeo (2)6/26 - 8/14/2015 7 Registration / Free to
Spectators 2,000 per event $5,000 $0 $5,000
Beaver Creek Rodeo (2)6/23 - 8/10/2016 7 Registration / Fee to
Spectators 2,000 per event $5,000 $0 $5,000
Creative Writing Event
(POSTPONED)9/2 - 4/2016 3 Ticketed Not Yet Available $75,000 $5,000 $80,000
American Crown Circus 9/20 - 22/2013 2 Ticketed 900 $0 $0 $0
Cultural - Sub-total 52 $6,300 $6,200 $12,500 $17,500 $6,000 $23,500 $31,000 $4,000 $35,000 $96,000 $9,000 $105,000
$13,313 $6,200 $17,500 $72,014 $31,000 $101,000 $135,515 $39,000 $172,500 $250,616 $51,500 $300,100TOTAL - PRIVATE PRODUCER / TICKETED OR PARTICPANT REGISTRATION FEE BASED
2015 2016
PRIVATE PRODUCER / TICKETED OR PARTICIPANT REGISTRATION FEE BASED
2013 2014
50
SECTION 5: EXHIBIT 1
2013 - 2016 Special Event
Investments Summary
Event Date Number of
Event Days Free vs. Ticketed Attendance Cash Contribution In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL
Music
Apres Avon 2015 Championships 02/02 - 12/2015 11 Free 7,200 $185,000 Staff for
Operations $185,000
Apres Avon Spring Concerts 03/18 & 03/25/2016 2 Free 200 $37,000 $2,000 $39,000
Avon Presents BRAVO! Vail 07/10 & 07/17/2014 2 Free 300 $19,500 $15,000 $34,500
Boulder Symphony Orchestra 8/7/16 1 Free 300 $14,000 $700 $14,700
Avon Live! Concert Series (3 Nights)8/5; 8/12; & 8/19/2015 3 Free 3,300 $47,000 $250 $47,250
Avon Live! Concert Series (4
Nights)8/10; 8/17; 8/24 & 8/31/2016 4 Free 2,200 $64,000 $2,600 $66,600
Music - Sub-total 23 $19,500 $15,000 $34,500 $232,000 $250 $232,250 $115,000 $5,300 $120,300
Athletics
Audi Driving Experience 02/02 - 14/2015 13 Free 210 $0 $0 $0
Cultural
Dancing in the Park - Vail
International Dance (1 Night)7/29/15 1 Free 575 $20,000 $800 $20,800
Dancing in the Park - Vail
International Dance (1 Night)8/4/16 1 Free 100 $23,150 $800 $23,950
Flavors of Colorado 8/15 - 17/2014 3 Free 1,500 $120,000 $5,000 $125,000
Flavors of Colorado 7/24 - 26/2015 3 Free 3,500 $118,122 $5,000 $123,122
Cultural - Sub-total 8 $120,000 $5,000 $125,000 $138,122 $5,800 $143,922 $23,150 $800 $23,950
$0 $0 $0 $139,500 $20,000 $159,500 $390,122 $6,850 $396,972 $138,150 $6,100 $144,250
PRIVATE PRODUCER / FREE
2013 2014 2015 2016
TOTAL - PRIVATE PRODUCER / FREE
51
SECTION 5: EXHIBIT 1
2013 - 2016 Special Event
Investments Summary
Event Date Number of
Event Days Free vs. Ticketed Attendance Cash Contribution In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL
Music
Pop-Up Strings (Three Friday
Evenings)July 8, 15, 22 3 Free 20- 45 $3,600 All Operations $3,600
Lakeside Sundays on the Event
Terrace -
One Sunday Evening/ Month* (July -
Sept.)
7/17; 8/14 & 9/11/ 2016 3 Free - 250 person limit 150 $2,700 All Operations $2,700
Music - Sub-total 6 $6,300 All Operations $6,300
Cultural
Fire & Ice 2/17/13 1 Free 2,000 $42,900 All Operations $42,900
Salute to the USA 7/3/13 1 Free 19,400 $119,142 All Operations $119,142
Salute to the USA 7/3/14 1 Free 19,500 $92,394 All Operations $92,394
Salute to the USA 7/3/15 1 Free 19,500 $108,000 All Operations $108,000
Salute to the USA (1)7/3/16 1 Free 17,500 $112,950 All Operations $112,950
Icing in the Park 12/14/13 1 Free 500 $7,500 All Operations $7,500
Cultural - Sub-total 6 $169,542 $0 $169,542 $92,394 $0 $92,394 $108,000 $0 $108,000 $112,950 $112,950
$169,542 $0 $169,542 $92,394 $0 $92,394 $108,000 $0 $108,000 $119,250 $0 $119,250
TOWN PRODUCED EVENTS / FREE
TOTAL - TOWN PRODUCED EVENTS / FREE
2013 2014 2015 2016
52
SECTION 5: EXHIBIT 1
2013 - 2016 Special Event
Investments Summary
Event Date Number of
Event Days Free vs. Ticketed Attendance Cash Contribution In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL
Athletics
Ride the Rockies 6/11 - 12/2014 2 Registration 2,000 $2,423 Some
Operations $2,423
Volunteers for Outdoor Colorado 6/14 - 16/2013 2 Free 100 - 200
Triple Bypass 7/13 - 14/2013 2 Registration / Free to
Spectators
3,500 participants /
2,000 spectators $2,500 Some Operations $2,500
Triple Bypass 7/12 - 13/2014 2 Registration / Free to
Spectators
3,500 participants /
2,000 spectators $2,500 Some
Operations $2,500
Triple Bypass 7/12 - 13/2015 2 Registration / Free to
Spectators
3,500 participants /
2,000 spectators $2,500 $2,500 $5,000
Triple Bypass (1)7/9 - 10/2016 2 Registration / Free to
Spectators
3,500 participants /
2,000 spectators $2,500 $2,500 $5,000
BecTri Sprint Triathlon 8/3/13 1 Registration / Free to
Spectators
70 participants / 110
spectators $2,500 Some Operations $2,500
BecTri Sprint Triathlon 8/2/14 1 Registration / Free to
Spectators
84 participants / 120
spectators $2,500 Some
Operations $2,500
BecTri Sprint Triathlon 8/1/15 1 Registration / Free to
Spectators
98 participants / 130
spectators $3,000 Some
Operations $3,000
BecTri Sprint Triathlon 8/6/16 1 Registration / Free to
Spectators
156 participants / 130
spectators $2,500 $500 $3,000
Colorado Disc Dogs 8/24/13 1 Registration / Free to
Spectators 75 $0 $0 $0
Colorado Disc Dogs 8/16/14 1 Registration / Free to
Spectators 75 $0 $0 $0
Colorado Disc Dogs 8/16/15 1 Registration / Free to
Spectators 75 $0 $0 $0
Colorado Disc Dogs 7/16/16 1 Registration / Free to
Spectators 75 $0 $0 $0
Round Up River Ranch/Camp Fire
Games 8/27/16 1 Registration 200 $1,000 $1,200 $2,200
Man of the Cliff 9/26 - 28/2014 2 Participant Fee /
Free to Spectators 2,200 $7,500 $5,000 $12,500
Man of the Cliff 10/09 - 11/2015 2 Participant Fee /
Free to Spectators 5,000 $7,000 $5,000 $12,000
Man of the Cliff 10/15 - 16/2016 2 Participant Fee /
Free to Spectators 4,400 $6,500 $4,000 $10,500
Athletics - Sub-total 27 $5,000 $0 $5,000 $14,923 $5,000 $19,923 $12,500 $7,500 $20,000 $12,500 $8,200 $20,700
2016
NON-PROFIT / FUNDRAISING EVENTS
2013 2014 2015
53
SECTION 5: EXHIBIT 1
2013 - 2016 Special Event
Investments Summary
Event Date Number of
Event Days Free vs. Ticketed Attendance Cash Contribution In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL
Cultural
Vail Valley Young Professionals 6/23/2013 1 Free 75 $0 $0 $0
Youth Power 365 7/1/2016 1 Free 60 $0 $0 $0
Walking Mountains Science: Movie
in the Park 7/18/14 1 Free 75 $0 $0 $0
Walking Mountains Science Center
Sustainable Film Series: Movie in
the Park (8 - One Per Month)
October through May 2014 8 Free 700 $2,500 $0 $2,500
Walking Mountains Science Center
Wild & Scenic Film 9/4/15 1 Fee 150 $7,500 $0 $7,500
Eagle River Presbyterian Church 10/24/14 1 Free 150 $0 $0 $0
Eagle River Presbyterian Church 10/25/15 1 Free 150 $0 $0 $0
Eagle River Presbyterian Church 10/22/16 1 Free 150 $0 $0 $0
Cultural - Sub-total 15 $0 $0 $0 $2,500 $0 $2,500 $7,500 $0 $7,500 $0 $0 $0
$5,000 $0 $5,000 $17,423 $5,000 $22,423 $20,000 $7,500 $27,500 $12,500 $8,200 $20,700
$187,855 $6,200 $192,042 $321,331 $56,000 $375,317 $653,637 $53,350 $704,972 $520,516 $65,800 $584,300
TOTAL NON-PROFIT / FUNDRAISING EVENTS
TOTAL 2013 - 2016 SPECIAL EVENTS FUNDING
(1) = See Event Summary / Section 5 Exhibits (2) = Off Site Event
2014 2015 2016
NON-PROFIT / FUNDRAISING EVENTS
2013
54
SECTION 5: EXHIBIT 1
2013 - 2016 Special Event
Investments Summary
Event Date Number of
Event Days Free vs. Ticketed Attendance Cash Contribution In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL Cash
Contribution
In Kind
Support TOTAL
Athletics
Full Moon 5K Race (6 Evenings)
ONLY DID ONE SO FAR May - Sept.6 Registration / Free to
Spectators 8 $165 All Operations $165
Daddy Daughter Tu-Tu 2K 6/19/16 1 Registration / Free to
Spectators 10 $298 All Operations $298
Paddle Boat Rental - Daily June - September 2014 120 Fee N/A $25,056 All Operations $25,056
Paddle Boat & SUP Rental - Daily June - September 2015 120 Fee N/A $0 $0 $0
Paddle Boat & SUP Rental - Daily June - September 2016 120 Fee N/A $0 $0 $0
Free Community Yoga ( 14
Saturday's)June - August 2015 14 Free 300 $300 All Operations $300
Free Community Yoga ( 14
Saturday's)June - August 2016 14 Free 420 $300 All Operations $300
Dunk-n-Dash (5 Evenings/July)Monday's 2014 5 Fee 165 $7,555 All Operations $7,555
Dunk-n-Dash (5 Evenings/July)Monday's 2015 5 Fee 175 $2,103 All Operations $2,103
Dunk-n-Dash (5 Evenings)June - August 2016 5 Fee 125 $750 All Operations $750
Open Water Swim (Two
Evenings/Week)June - July 2014 16 Fee 256 $820 All Operations $820
Open Water Swim (Two
Evenings/Week)June - July 2015 16 Fee 300 $960 All Operations $960
Open Water Swim (Two
Evenings/Week)June - July 2016 16 Fee 300 $550 All Operations $550
2.4 Water Swim (Two Saturdays)07/09 & 07/23/2016 2 Fee 50 $600 All Operations $600
Athletics - Sub-total 460 $0 $0 $0 $33,431 $0 $33,431 $3,363 $0 $3,363 $2,663 $0 $2,663
$0 $0 $0 $33,431 $0 $33,431 $3,363 $0 $3,363 $2,663 $0 $2,663
2013 2014 2015 2016
TOTAL - RECREATION DEPARTMENT EVENTS
RECREATION DEPARTMENT EVENTS
55
1
SECTION 5: EXHIBIT A
COVER ROCK MUSIC FESTIVAL
PRODUCER OF EVENT: TRUE LOCAL EVENTS, L.L.C.; MR. TOM DOBREZ
DESCRIPTION OF THE EVENT: Tribute Band Music Festival
DATES: Saturday, June 25, 2016 TIMES: 12:00 p.m. to 10:00 p.m.
Sunday, June 26, 2016 TIMES: 12:00 p.m. to 8:00 p.m.
NUMBER OF EVENT DAYS: Two (2)
TOWN FUNDING: $ 35,000 TOWN IN-KIND: $ 7,500
2016 ESTIMATED ATTENDANCE PER DAY: 2,500 ACTUAL ATTENDANCE: 1,453
COMMENTS – The Cover Rock Music Festival was well marketed and production was of a high quality.
The community and festival attendee seemed to enjoy the band selections and genre of music. The
Town worked with the producer to:
1. Relocate the “art exhibit” on the Main Street Mall and incorporate into the main event premise;
2. Increase the complimentary (free from $3 Admission Fee) single day admissions from 75 to 250
single day tickets for sole purpose of marketing the festival; and,
3. Decrease the need for Avon Police staffing levels due to ticket sales projections and anticipated
crowd behavior
4. There were no arrests or off-site impacts or complaints
5. All parking was accommodated on Town streets and lots, and in bank contracted lots
The producer would like the Town to:
1. Operate all aspects of parking and transportation including license agreements necessary for use
of private parking lots
2. Consider sliding scale for Admission Fee based of cost of ticket to consumer
3. Remove requirement for weekly/daily reporting of sold tickets and comp tickets needed for
operational purposes
4. Consider Town of Avon staff having access granted by the producer to monitor ticket and comps
versus counting wristbands
5. Provide for a safer curtain and eliminate the need for windbreak scaffolding.
Event
Compared to
Baseline
Collection
Dates
Available
Rooms
Occupied
Rooms
%
Occupied
Roomnight
Average
Total
Lodging
Revenue
Total
Restaurant
Revenue
Total Retail
Revenue
Other
Revenue Totals
Non-Event
Weekend
June 2016
6/03/16-
6/06/16 3,796 1,925 50.71% $77 $147,734 $321,118 $1,011,001 $24,125 $1,503,978
COVER ROCK
2016
6/24/16-
6/26/16 3,167 2,305 72.78% $115 $265,112 $370,059 $873,667 $20,969 $1,529,807
Event vs.
Non Event
Variance
(629)380 22.07%$117,378 $48,941 ($137,334)($3,156)$25,829
TOTAL 4%
TAX*$4,695 $1,958 ($5,493)($126)$1,033
NON-EVENT WEEKEND COMPARED TO EVENT: COVER ROCK FESTIVAL 2-DAY
LODGING, RESTAURANT, RETAIL TAX REVENUE
2016
20
1
6
56
1
SECTION 5: EXHIBIT B
COLORADO LACROSSE TOURNAMENTS
PRODUCER OF EVENT: COLORADO LACROSSE; MR. MARK FOSTER
DESCRIPTION OF THE EVENT: Lacrosse Tournaments
DATES: Monday, June 13 - Thursday, June 19, 2016 TIMES: 8:00 a.m. to 6:00 p.m.
NUMBER OF EVENT DAYS: Four (4)
TOWN FUNDING: $0 TOWN IN-KIND: $0
2016 ESTIMATED ATTENDANCE PER DAY: 5,500 ACTUAL ATTENDANCES: 5,500
COMMENT: Lacrosse tournaments are held valley-wide utilizing fields in Vail, Avon, Eagle-Vail and
Edwards. The events are organized by two organizations: 1) Colorado Lacrosse representing high
school age boys and girls; and, 2) Vail Lacrosse Shootout which is typically held in the ten days
surrounding the July 4th holiday, and is comprised of elite men’s and women’s categories and high
school age boys and girls.
1. There were no arrests or off-site impacts or complaints
2. All parking was accommodated on Town streets and lots
The above table represents only the Colorado Lacrosse (Warrior) Tournament organized event.
1. The non-event weekend days of collection are Friday through Monday while Lacrosse days of
collection are Monday through Thursday; there is not a week day data collection period
Event
Compared to
Baseline
Collection
Dates
Available
Rooms
Occupied
Rooms
%
Occupied
Roomnight
Average
Total
Lodging
Revenue
Total
Restaurant
Revenue
Total Retail
Revenue
Other
Revenue Totals
Non-Event
Weekend
June 2016
6/03/16-
6/06/16 3,796 1,925 50.71% $77 $147,734 $321,118 $1,011,001 $24,125 $1,503,978
LACROSSE -
JUNE 2016
6/13-
6/16/2016 3,837 2,147 55.96% $80 $171,709 $316,316 $972,699 $17,616 $1,478,339
Multi-Year
Variance 41 222 5.24%$3.23 $23,975 ($4,802)($38,302)($6,509)($25,639)
TOTAL 4%
TAX*959 (192)($1,532)($260)($1,026)
NON EVENT WEEKEND COMPARED TO EVENT: WARRIOR LACROSSE TOURNAMENT 4-DAY
LODGING, RESTAURANT, RETAIL TAX REVENUE
2015 & 2016
* Assume 100% attributable to LACROSSE; LACROSSE is Monday through Thursday
SOURCE: MUNIREVS
20
1
5
-
2
0
1
6
57
1
SECTION 5: EXHIBIT C
OUTLAWS AND LEGENDS MUSIC FESTIVAL
PRODUCER OF EVENT: BACKPORCH PRODUCTIONS
DESCRIPTION OF THE EVENT: Music Festival
DATES: Friday, July 29, 2016 TIMES: 2:00 p.m. to 10:00 p.m.
Saturday, July 30, 2016 TIMES: 2:00 p.m. to 10:00 p.m.
NUMBER OF EVENT DAYS: Two (2)
TOWN FUNDING: $ 72,000 TOWN IN-KIND: $ 10,000
2016 ESTIMATED ATTENDANCE PER DAY: 4,000 ACTUAL ATTENDANCE: 871
COMMENTS – The Outlaws & Legends Music Festival was well marketed regionally and production was of a high quality.
The festival attendee seemed to enjoy the band selections and genre of music. The Town worked with the producer to:
1. Increase the complimentary (free from $3 Admission Fee) single day admissions from 50 to 320 single day tickets
for sole purpose of marketing the festival; and,
2. Decrease the need for Avon Police staffing levels due to ticket sales projections and anticipated crowd behavior
3. There were no arrests or off-site impacts or complaints
4. All parking was accommodated on Town streets and lots, and in private contracted lots
5. Non-event weekend comparable data not yet available
The producer would like the Town to:
1. Operate all aspects of parking and transportation including license agreements necessary for use of private
parking lots
2. Remove requirement for weekly/daily reporting of sold tickets and comp tickets needed for operational
purposes
3. Consider providing a set fence with pre-determined main entrances, blow-out gates and exits
4. Engage with the business community to facilitate discussions regarding their financial support of festivals
5. Consider Town of Avon providing a ticketing page on the Town’s website for all ticketed festivals
Event
Compared
to Baseline
Collection
Dates
Available
Rooms
Occupied
Rooms
%
Occupied
Roomnight
Average
Total
Lodging
Revenue
Total
Restaurant
Revenue
Total Retail
Revenue
Other
Revenue Totals
Outlaws &
Legends
7/28/2016-
7/31/2016 3,827 2,326 61% $104 $241,617 $488,235 $1,201,777 $18,196 $1,949,825
TOTAL 4%
TAX*$9,664.68 $19,529 $48,071 $728 $77,993
OUTLAWS AND LEGENDS 2-day
LODGING, RESTAURANT, RETAIL TAX REVENUE
2016
* Non-Event Weekend Comparable Data Not Available Yet; Assume 100% attributable to O&L
SOURCE: MUNIREVS
20
1
6
58
1
SECTION 5: EXHIBIT D
REDS, WHITES & BREWS FESTIVAL
PRODUCER OF THE EVENT: RADIATE LIVE EVENTS; MR. PETE BENEDITTI
DESCRIPTION OF THE EVENT: Beer & Wine Tasting Festival
DATES: Friday, June 17, 2016 TIMES: 6:00 p.m. to 8:00 p.m.
Saturday, June 18, 2016 TIMES: 2:00 p.m. to 7:00 p.m.
NUMBER OF EVENT DAYS: 1.5
TOWN FUNDING: $ 8,500 TOWN IN-KIND: $ 4,000
2016 ESTIMATED ATTENDANCE: 1,500 ACTUAL ATTENDANCE: 900
COMMENTS: The Reds, Whites & Brews Festival was a high quality production with the production team attentive and
on-time with agreement requirements. The festival attendee seemed to enjoy the beer and wine selection and singer-
songwriter music as a backdrop. This was the first year for the Friday evening event “Writer in the Round” which
experienced low attendance and is believed to need more outreach, education and better marketing to familiarize
consumers on the event. This was the fifth year of the festival with funding provided by the Town.
The Town worked with the producer to reduce Avon Police staffing due to limited ticket sales and crowd demographic.
1. There were no arrests or off-site impacts or complaints
2. All parking was accommodated on Town streets and lots, and in bank contracted lots
The producer would like the Town to:
1. Operate all aspects of parking and transportation including license agreements necessary for use of private
parking lots
2. Remove requirement for weekly/daily reporting of sold tickets and comp tickets needed for operational purpose
3. Consider Town of Avon staff having access granted by the producer to monitor ticket and comps versus counting
wristbands
Event
Compared to
Baseline
Collection
Dates
Available
Rooms
Occupied
Rooms
%
Occupied
Roomnight
Average
Total
Lodging
Revenue
Total
Restaurant
Revenue
Total Retail
Revenue
Other
Revenue Totals
Non-Event
Weekend
June 2016
6/03/16-
6/06/16 3,796 1,925 50.71% $77 $147,734 $321,118 $1,011,001 $24,125 $1,503,978
RWB 2016 6/17/16-
6/19/16 3,190 2,148 67.34% $101 $216,548 $334,127 $844,924 $20,098 $1,415,697
Event vs.
Non Event
Variance
(606)223 16.62%$68,814 $13,009 ($166,077)($4,027)($88,281)
TOTAL 4%
TAX*$2,753 $520 ($6,643)($161)($3,531)
Non-Event
Weekend
June 2015
6/5/15-
6/7/15 2,812 1,053 37.45% $78 $82,312 $203,371 $553,335 $8,063 $847,081
RWB 2015 6/19/15 -
6/21/15 2,804 1,462 52.14% $101 $155,287 $326,372 $680,229 $16,788 $1,178,676
Event vs.
Non Event
Variance
-8 409 14.69%$72,974 $123,001 $126,894 $8,725 $331,594
TOTAL 4%
TAX*2,919 4,920 5,076 349 13,264
NON-EVENT WEEKEND COMPARED TO EVENT: REDS, WHITES & BREWS WEEKEND 1.5-day
LODGING, RESTAURANT, RETAIL TAX REVENUE
2015 & 2016
* Assume 100% attributable to RWB
SOURCE: MUNIREVS
20
1
6
20
1
5
59
1
SECTION 5: EXHIBIT E
SALUTE TO THE USA
PRODUCER OF EVENT: TOWN OF AVON
DESCRIPTION OF THE EVENT: FIREWORKS DISPLAY AND FAMILY FESTIVAL
DATES: Sunday, July 3, 2016 TIMES: 5:00 p.m. to 10:30 p.m.
NUMBER OF EVENT DAYS: One (1)
TOWN FUNDING: $ 112,950 TOWN IN-KIND: All Operations
2016 ESTIMATED ATTENDANCE: 19,500 ACTUAL ATTENDANCE: 17,500
COMMENT: All Town staff works this event to assure a seamless community event hosting
approximately 17,500 persons. The 2016 production of Salute to the USA was the 30th annual event and
is the Town's signature event attracting visitors and locals alike. The primary goal of the event is to
welcome the community to Avon and create vibrancy.
1. There was one medical transport for intoxication and no arrests or off-site impacts or
complaints.
2. All parking was accommodated on Town streets and lots and in private lots, which are managed
by the property owners.
3. The comparison provided above is for 2015 and 2016; non-event comparable data is not
available.
Event
Compared to
Baseline
Collection
Dates
Available
Rooms
Occupied
Rooms
%
Occupied
Roomnight
Average
Total
Lodging
Revenue
Total
Restaurant
Revenue
Total Retail
Revenue
Other
Revenue Totals
Salute: July
3, 2015 7/3/2015 1,028 888 86.38% $140 $125,057 $147,666 $409,865 $9,054 $691,641
Salute: July
3, 2015 7/3/2016 1,048 744 70.99% $155 $115,047 $140,288 $435,851 $8,792 $699,978
Multi-Year
Event
Variance
20 (144)-15.39%($10,010)($7,378)$25,986 ($262)$8,336
TOTAL 4%
TAX*(400)(295)$1,039 ($10)$333
MULTI-YEAR EVENT COMPARISON SALUTE TO THE USA 1-DAY
LODGING, RESTAURANT, RETAIL TAX REVENUE
2015 & 2016
* Non-Event Comparable Data Not Yet Available; Assume 100% attributable to SALUTE
SOURCE: MUNIREVS
20
1
5
-
2
0
1
6
60
1
SECTION 5: EXHIBIT F
TRIPLE BYPASS
PRODUCER OF EVENT: TEAM EVERGREEN; MS. JENNIFER ANDERSON
DESCRIPTION OF THE EVENT: 120-Mile Bicycle Ride Finish Celebration
DATES: Saturday, July 9, 2016 TIMES: 12:00 p.m. to 8:00 p.m.
Sunday, July 10, 2016 TIMES: 5:00 a.m. to 8:00 a.m.
NUMBER OF EVENT DAYS: 1.5
TOWN FUNDING: $ 2,500 TOWN IN-KIND: $ 2,500
2016 ESTIMATED ATTENDANCE PER DAY: 5,500 ACTUAL ATTENDANCE: 5,500
COMMENT: The Town has been hosting the finish celebration and “double” start the next morning for the Triple Bypass
for at least the past 11-years. The first several years the finish was held at the lower athletic fields, and then more
recently, the finish was moved to the main athletic field. The event is safe and enjoyable for participants, well-organized
and brings notoriety to Avon and the surrounding communities as “bike friendly”. The Triple Bypass benefits from
significant in-kind services from the Town of Avon to provide a high level of safety for cyclist, vehicular and pedestrians
traffic. Some police service cost is covered directly by the promoter. The Town works closely with the producer to
assure communications with participants, support vehicles, residents, business and stakeholders is timely and accurate.
1. There were no arrests or off-site impacts or complaints
2. All parking was accommodated on Town streets and lots, and in private contracted lots
Event
Compared to
Baseline
Collection
Dates
Available
Rooms
Occupied
Rooms
%
Occupied
Roomnight
Average
Total
Lodging
Revenue
Total
Restaurant
Revenue
Total Retail
Revenue
Other
Revenue Totals
Non-Event
Weekend
June 2016
6/03/16-
6/06/16 3,796 1,925 50.71% $77 $147,734 $321,118 $1,011,001 $24,125 $1,503,978
TRIPLE 2016 7/08/16-
7/10/16 3,159 2,069 65.50% $123 $254,419 $333,700 $999,551 $24,170 $1,611,840
Event vs.
Non Event
Variance
(637)144 14.78%$46 $106,685 $12,583 ($11,450)$45 $107,863
TOTAL 4%
TAX*$4,267 $503 ($458)$2 $4,315
Non-Event
Weekend
August 2015
8/21/15-
8/24/15 3,712 1,819 49.00% $110 $200,507 $362,448 $974,419 $15,532 $1,552,907
TRIPLE 2015 7/10/15 -
7/12/15 2,788 1,997 71.63% $116 $230,909 $333,959 $742,186 $18,964 $1,326,018
Event vs.
Non Event
Variance
(924)178 22.63%$5 $30,401 ($28,489)($232,233)$3,432 ($226,889)
TOTAL 4%
TAX*1,216 (1,140) (9,289) 137 (9,076)
NON-EVENT WEEKEND COMPARED TO EVENT: TRIPLE BYPASS 1.5-day
LODGING, RESTAURANT, RETAIL TAX REVENUE
2015 & 2016
* Assume 100% attributable to TRIPLE
SOURCE: MUNIREVS
20
1
6
20
1
5
61
1
SECTION 5: EXHIBIT G
WINTERWONDERGRASS MUSIC FESTIVAL
PRODUCER OF EVENT: WONDERGRASS, LLC; MR. SCOTTY STOUGHTON
DESCRIPTION OF THE EVENT: Music Festival
DATES: Friday, February 19, 2016 TIMES: 2:00 p.m. to 10:00 p.m.
Saturday, February 20, 2016 TIMES: 2:00 p.m. to 10:00 p.m.
Sunday, February 12, 2016 TIMES: 2:00 p.m. to 9:30 p.m.
NUMBER OF EVENT DAYS: Three (3)
TOWN FUNDING: $ 40,000 TOWN IN-KIND: $ 25,000
2016 ESTIMATED ATTENDANCE PER DAY: 5,000 ACTUAL ATTENDANCE: 8,807
COMMENTS – The WinterWonderGrass Music Festival was a very well marketed event with high production quality. The
festival attendee seemed to enjoy the band selection, genre of music, Soap Box Lounge and both beer tasting halls. The
producer was attentive to the details, communicated well with the Town and was timely in contractual obligations. The
Town worked with the producer to:
1. Increase the complimentary (free from $3 Admission Fee) single day admissions from 50 to 150 single day
tickets for sole purpose of marketing the festival
2. There was one medical transport for extreme intoxication, there were several warnings for open container
violations, no arrests or off-site impacts or complaints
3. A pre-windscreen was constructed after the Thursday evening curtain was blown off on the stage; curtain
repaired prior to the start of the event
4. All parking was accommodated on Town streets and lots, and in private contracted lots
5. Reached profitability and name brand recognition for WWG
Event
Compared to
Baseline
Collection
Dates
Available
Rooms
Occupied
Rooms
%
Occupied
Roomnight
Average
Total
Lodging
Revenue
Total
Restaurant
Revenue
Total Retail
Revenue
Other
Revenue Totals
Non-Event
Weekend
February
2016
2/26/16-
2/28/16 2,676 2,024 75.64% $207 $418,077 $368,931 $952,509 $24,180 $1,763,697
WWG 2016 2/19/16-
2/21/16 2,751 2,405 87.42% $239 $575,342 $435,540 $981,900 $23,030 $2,015,812
Event vs.
Non Event
Variance
75 381 11.79%$157,265 $66,609 $29,391 ($1,150)$252,115
TOTAL 4%
TAX*$6,291 $2,664 $1,176 ($46)$10,085
Non-Event
Weekend
February
2015
2/27/15-
3/1/15 3,000 2,178 72.60% $230 $501,259 $388,747 $1,097,206 $30,295 $2,017,508
WWG 2015 2/20/15 -
2/22/15 2,848 2,195 77.07% $233 $510,450 $446,245 $1,071,696 $26,298 $2,054,689
Event vs.
Non Event
Variance
-152 17 4.47%$9,191 $57,498 ($25,510)($3,997)$37,181
TOTAL 4%
TAX*368 2,300 (1,020) -160 1,487
NON-EVENT WEEKEND COMPARED TO EVENT: WINTERWONDERGRASS WEEKEND 3-day
LODGING, RESTAURANT, RETAIL TAX REVENUE
2015 & 2016
* Assume 100% attributable to WWG
SOURCE: MUNIREVS
20
1
6
20
1
5
62
2
SECTION 5: EXHIBIT G
WINTERWONDERGRASS MUSIC FESTIVAL
The producer would like the Town to:
1. Operate all aspects of parking and transportation including license agreements necessary for use of private
parking lots
2. Remove requirement for weekly/daily reporting of sold tickets and comp tickets needed for operational
purposes
3. Consider Town of Avon staff having access granted by the producer to monitor ticket and comps versus
counting wristbands
4. Replace the stage curtain with a fixed door to fully address wind concerns
2017 WWG Funding & In-kind Request – Town of Avon Funding & In-kind Offer
Wondergrass LLC – 2017 Funding Request
$65,000 in cash (up from 45, 000 in year 3 funding (2015)
$25,000 in-kind (same as previous years)
Unlimited comp tickets without the $3.00 Admission Fee for marketing
Guarantee of stage condition comparable to mobile stage (60 mph gusts)
Challenges cited was loss of hotel rooms, excessive Town process, need for resort integrations, marketing
and parking
Town Offer
Town Council met in two successive Executive Sessions and provided direction for 2017 WWG funding and in-
kind support.
Wondergrass LLC Response
Scotty Stoughton noticed the Town Council that WWG would not be returning to Avon, choosing to find a more
suitable long term home for the event. In coverage in the Vail Daily, WWG shared that they desired to be producing
the event in a setting that incorporates on mountain activities, an assortment of affordable lodging within walking
distance to the event and a ski mountain which would allow WWG to raise the bar each and every year. Constraints
on lodging were cited as playing heavily into the decision, with February being a successful lodging month for skiers.
63
6
4
6
5
6
6
6
7
6
8
6
9
7
0
7
1
7
2
7
3
7
4
7
5
7
6
7
7
7
8
7
9
8
0
8
1
8
2
8
3
8
4
8
5
8
6
8
7
8
8
8
9
9
0
9
1
9
2
9
3
9
4
9
5
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
TOWN COUNCIL REPORT
To: Honorable Mayor and Town Council
From: Preston Neill, Executive Assistant to the Town Manager
Date: September 21, 2016
Agenda Topic: Town Code Requirement for Gift Reporting and Disclosure Report
The Town Code of Ethics requires disclosure of any gifts received which exceed $50 in value. “Gifts”
includes any present, or offer of future, individual gift, favor, loan, service or thing of value in excess of
$50.00 and such gift is offered due to such person’s status as a Town Officer then such Officer shall
report such gift and the estimated value to the Town Clerk. The Avon Municipal Code requires the
Town Clerk to disclose through a report any gifts offered to any Town Officer per Section 2.30.170 of
the Town Code of Ethics.
Please find attached the Town Clerk Gift Reporting Disclosure Report for September 2016, which lists
seven (7) day passes to the Lake Street Union Yoga Festival.
Town Council is not required to take any action; however, any Town Council member may request
Council consideration of a reported gift to determine whether such gift constitutes a conflict of
interest.
Town of Avon
Town Clerk Disclosure Report
In accordance with §7, Article XXIX of the Colorado Constitution and Section 2.30.170, Chapter 2.30
Avon Town Code of Ethics of the Avon Municipal Code, and any other applicable Avon Home Rule
Charter provision, ordinance or resolution adopted by the Town of Avon, I, Debbie Hoppe, Town Clerk
for Town of Avon, submit the following list of such gifts reported to be received by officers of the
Town of Avon:
1. Lake Street Union Yoga Festival Day Passes – The Town Council received seven (7) day passes to
the Lake Street Union Yoga Festival on September 17th. Each member of the Council received one
(1) pass for the purpose of reviewing the event for production and for any future funding request.
Each pass is valued at $50.00.
Submitted to the Avon Town Council on September 21, 2016.
_________________________________
Debbie Hoppe, Town Clerk