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HomeMy WebLinkAboutARCmin.10072008DRAFT ASPEN RECREA TION CENTER ARC ADVISORY COMMITTEE Meeting Minutes October 7th, 2008 In Attendance: Staff Member(s): Guests: Board Members: Scott Writer, Rick Newton, Barbara Owen, Gordon Gerson, Sue Smedstad, and Debbie Ware. Tim Anderson, Jonathan Godes Toni Kronberg, Jessica Garrow, Drew Alexander I. Call to Order -Scott called the meeting to order with a quorum present. Committee Comments: Debbie Ware identified that the lights were out in the parking lot of the ARC and now that the daylight hours were diminishing it was quite dark in the mornings and evenings. Tim explained that a switch has burned up and was on order. Staff Comments: Staff identified that the Hockey Mtn. High went great and had 24 teams participate, great effort by the staff and Tim Ware. The switch to Active.com is taking place through October with a complete switch on November 1St. This will allow users to register for programs on line, provide gatekeepers which will allow entry into cardio and exercise rooms by use of your pass rather than checking in at the front desk. Currently staff is pushing to get all patrons to register their household on line as they need to do so in order to use the new systems. Guest Comments: None Approval of Past Minutes: Sue motioned to approve and Debbie provided a second. All approved. II. Discussion Items: 1. Aspen Area Community Plan: Jessica Garrow from Community Development provided a presentation regarding information obtained as to current conditions of Aspen in areas such as housing, parks & recreation, transportation, etc. This information is also available on line for interested parties. Jessica identified that the next level of the AACP update would include small group meetings in which participants may voice their idea of what Aspen should be and address into the future. By going to aspencommunityvision.com and clicking on small group meetings, get involved, citizens may register to participate in these meetings. Only 20 people per meeting will be accepted, there are currently 11 meetings scheduled and more will be scheduled if needed. In these meetings they will discuss current conditions of Aspen and begin to formulate Goal Statements which will be organized and dealt with further in Larger Community meetings. Community Development will take the topics from the small group meetings and organize them into various topics, how the topics are interrelated, and what seem to be priorities to the community. The larger group meetings are expected to begin in February 2009. A statistically valid survey is also going out to get input from citizens as to topics of interest and priorities for the community. Jessica identified that ComDev is also looking for some way to work closely with the schools in this process; the AC felt that high school students should be reached out to in this process. AC members asked: • How are the current conditions going to be used? Jessica informed the AC that this would be a base for the State of the Aspen Area and where we go from here. This information should be used by citizens to advocate for their position, such as the current level of Recreational facilities and the future need. • How will the small group meetings work? Jessica identified that meetings will compile information on various topics; compare the information obtained from each small group meetings, see what common factors there may be, where there are connections, and organize these for the next level of large group meetings. • Are there specifics to the current use and future need for Recreation Facilities in the current conditions and how was it obtained? Jessica let the AC know that the current condition information was obtained from the P&R department, but there weren't specific numbers as to capacities and need. The AC members suggested that capacities be identified by P&R, and info and cost comparisons should take place regarding the ARC and private clubs in the .area. Other Questions that came up with no answer at this time were: What are the impacts of max growth of schools from 1400 students to 1800 students? What changes will the economic climate bring in the future? Where do Quality of Life concerns exist in the plan (this is expected to be included in the process of the update)? The small group meetings will address Policy, and any factual questions at this time maybe directed to Jessica by email at Jessica.garrow~a ci.aspen.co.us Scott mentioned the concern of the AC to see that the ARC is well represented in the AACP update. He felt that the AC should get involved in the process and urge others to do so. Each of the AC members will contact and educate their respective user group and staff will contact other user groups to inform them of the process and try to get people involved. Toni commented on the AACP and stated that P&R needed a goal. She further wished to know where the info on P&R came from in the existing conditions, and wished to have the process for getting a master plan started. Jessica explained that the AACP update is only supposed to be a 10 year community plan and not any type of specific Master Plan. 2. Outdoor Pools: Staff informed the AC that pool bids had been received and at least one bid seemed to be in the ballpark to where it could be negotiated to a cost that would fit the available budget. Staff was conducting reference checks at this time, and hoped to take a contract to Council on October 27th. Staff would move forward on the project as time and weather allowed. AC members asked once again that penalties and/or incentives be added to the contracts in order to complete the project on time and within budget. Toni asked if the grotto effect was designed for jumping off backwards into the pool. Staff explained that it was designed to jump into feet first and jumping off backwards would be a matter of policy. Toni stated that there should not be too much value engineering on the project to where it compromises what the community expects, and staff should be careful of out of town bidders as they don't know the cost of work in the RFV. Toni also asked that a Saline Sanitation system be added to the outdoor pools and the indoor pools. 4. Electronic Kiosk: Staff informed the AC that this unit was still in order, was planned to be installed in the lower lobby where staff could keep an eye on it, and it would operated from wireless Internet. S. Web-Site staffing titles: AC members identified that the website did not have the current staff names and titles correct, and that email addresses should be included for contact information. Gordon mentioned that there was a disconnect between the various staff in the ARC, especially regarding locker rentals where locks were cut from lockers when patrons has paid in full. Staff was looking into this to see what the reason for this was. All patrons who mistakenly has their locks cut off would have the locks replaced by the ARC and receive one free month of rental. 6. Financials: Staff identified that we were down about 3% on revenue production and it seemed to stem primarily from daily visits and pass sales at the ARC. Programming and ice rental was holding its own. This 3% amounts to about $40,000 and in order to make the budget work staff was identifying $40,000 in expenditure cuts that could be implemented for the last quarter of 2008. 2009 Fees: Staff presented the AC with the 2009 fees that would be recommended to Council in November. The fees contained a 3% increase over 2008 and a few fees included some adjustments to keep them fair and equitable to all user groups. The AC mentioned to staff that price points should be considered, and that strategic pricing should be used. Staff is going to look at some fees immediately and others are being looked at due to a business analysis from Active.com, our new on line software provider (this is part of the service they provide in purchasing their product) and a comprehensive pricing plan will be presented in the spring most likely. The AC added that with price increases the ARC needs to pay attention to first contact with the customer (good attitude, knowledgeable and helpful). III. Updates: Business Calendar: No discussion 2. Ice Garden Remodel: Staff updated the AC that the architects were identifying costs for the Remodel and due to budget cuts in 2009 staff would go down the line of priorities until the available budget was met for 2009 and those would be the improvements we pursue. Primarily increased hot water storage, and shower improvements. 3. Concession Assignment: Staff informed the AC that the assignment of the concessions has been wonderful. The shelves are always stocked and the product seems to be fresh. V. Action Item(s): 1. None VI. Other Business: 1. Sue mentioned that November 4t"; the date for the next AC meeting was Election Day and most likely a bad day to meet. The AC decided to move the November meeting date to November l lcn at 2:30pm. The committee was adjourned and will meet again on November 11, 2008.