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HomeMy WebLinkAboutARC.min.06032008;~-~. ~~ a~ R~r~ j;' DRAFT ASPEN RECREATION CENTER ARC ADVISORY COMMITTEE Meeting Minutes June 3, 2008 In Attendance: Boazd Members: Bazbaza Owen, Gordon Gerson, Sue Smedstad, Debbie Ware and Laura Kornasiewicz. Staff Member(s): Tim Anderson, Jonathan Godes, Shelley Sanzo Guests: Toni Kronberg I. Call to Order -Sue called the meeting to order with a quorum present. Committee Comments: Barbara mentioned the letter to the editor regazding the skating show & the netting being a distraction to the audience. The AC asked staff to pursue a retractable netting system for the LIA. It was mentioned that the first Tuesday of each month may be a difficult day for the AC to meet. Gordon and Laura said they are open to a new day and time. Sue asked staff to survey the AC to see what day and time may work best. Staff Comments: None II. Approval of Past Minutes: Barbara asked that her language as to the prioritization of ice time be added, staff informed her that the change had been made. Wily Mannering needed to be spelled correctly, John Laatsch needed to be changed, and John Worcester to be spelled correctly. Laura motioned to approved with changes and additions, Barbara provided a second, all approved. III. Discussion Items: 1. Outdoor Pools: Staff updated the AC as to the progress and timelines to date. By the last week of June 95% accurate drawings were to be completed and bid packets out. Bids were expected to be received by mid July identifying the need for a Sept. 1, 2008 start date. Provided acceptable bids are received, with negotiations staff would present contracts to Council in August. Staff had met with Council to update them as to the progress and that we were already seeing additional costs of about $200,000 due to some structural needs for the design. The AC asked that penalties, bonus incentives be added to the contract in order to complete on time. Toni informed the AC that she went to Council looking for toddler pools, lap lanes elsewhere, year round operations, and more pools behind the ARC on the Moore Property. She would also like a high altitude training center built next to the ARC. 2. Aspen Area Commmunity Plan: Information from Jessica Garrow was provided, but in short it identified that the existing conditions report did not pan out the way ComDev had hoped. They were not going to include the information in the AACP, but use it to help identify what type of place and architectural people seem to be drawn to. The ARC still had its chance of making the AACP update in some fashion. It now looked like it would be August before the real update process would begin. ComDev and Jessica are now meeting with Council on the 15`h of July to discuss and derive a direction for the AACP update. Staff has asked that Parks & Recreation be placed together as there is a symbiotic relationship between the two. 3. Financial Reports: Financials for the period ending in May were found to be tracking about the inflationary rate that fees were increased to in 2008. This was good news and indications are that it will be a busy season in town for Aspen which usually translates to a good revenue steam for the ARC. Utilities were still of issue as the ARC will exceed its utility allocation. This is due to price increases, a reduction in funding due to the mechanical retro-fit, and the fact that the new mechanical systems are not complete. IV. .Updates: 1. Cost Benefit Analysis: While this project is certainly necessary, Shelley who was going to work on this for us has resigned. Meanwhile we are into the budget season and the Finance Dept. who was going to work with us on this is engulfed with the 2009 budget. There are two possibilities at this point. One is that we can wait until the finance dept. has time and our new admin. asst. get her feet on the ground which would be towards the end of the year most likely. Secondly we could bring in another consulting group to work with us at a price of potentially $5,000, but at this time due to winter damage, the department has had to redistribute funding just to take care of these items with no surplus fund remaining. 2. Budget Calendar: Not much in June for the Budget Calendar, although with new Finance personnel we are about 1 month behind on the start of the Capital Budget, so the AC has asked for staff to include the retractable netting for the LIA. 3. Ice Garden Remodel: Staff updated the AC that user groups met with the Architects for the Ice Garden Locker room remodel and ideas or needs they have. Most of the information provided was in the line of functionality. They just wanted locker rooms with light, hot water, and heat. The Architects have taken this information back to the office and will come back with ideas for the user groups to review. The idea is to come up with a final conceptual plan of which pricing can be ascertained for the fina12009 budget process. 4. Mechanical Retro-fit: The AC asked where staff was with the mechanical retro-fit. Staff informed the AC that a 3`d party Mediator had been brought in and hired by both the City and Long to ascertain the outstanding components of the job, and any errors and omissions that may have taken place. Both parties agreed to this plan and will sign a completion document as submitted by the 3`d party mediator identifying what needs to be completed and then final payment will be released to Long once the items on the completion document have been delivered. Completion of the project will most likely be the end of July. V. Action Item(s): 1. Winter Ice Schedule: The AC reviewed a winter ice schedule for 2008/09 and approved. The schedule maintained the priorities set by the AC in that current user groups kept their ice, and youth received priorities over adults. What available ice time remained was distributed to the new groups requesting ice. VI. Other Business: 1. Gordon asked the AC if they had any concerns with timing clocks being hung on the wall with the mural in the aquatics area. These would be placed where swimmers could see them easily while making turns. Clocks which should perform and last much longer that the other clocks staff has purchased will also be used. The AC agreed. The committee was adjourned and will meet again on July 8th, 2008.