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ASPEN RECREATION CENTER
ARC ADVISORY COMMITTEE
Meeting Minutes
October 6, 2009
2:30-4:30 PM
In Attendance:
Board Members: Cazol Sams, Debbie Ware, Barb Owen, Sue Smedstead, Rick
Newton, Gordon Gerson and Scott Writer.
Staff Member(s): Tim Anderson, Jon Lazson, and JoJo Smith
Guests: Bob Langley, Mike Doherty
I. Call to Order -Sue Smedstead called the meeting to order.
Committee member comments and announcements: Both Advisory Committee
members and staff wanted to express the sadness that came with the layoffs in the
City. They felt Jonathan had been a good asset to the recreation department and
was growing in his position.
Public Comments: Mike Doherty and Bob Langley introduced themselves as
being members of the Revolutions Skating Club. The home ice of the club is the
Lewis Ice Area. The club is in a provisional status currently. They asked to be
included in any talks of ice availability and if they could possibly be considered
for an Advisory Committee member position. Debbie Ware's term will be up next
August. The club currently has about 30 kids.
Staff Comments: Tim stated the layoff decisions were very tough throughout the
City. There were other adjustments made to balance the loss of certain positions.
Brad Fite and Patrick Derby, currently with the ARC Plant and Engineering
depatment will now be in chazg~ of all of the facilities in the recreation
department. The ice maintenance tech position has been posted. The ice skating
lessons will be out-sourced (See Section II. 5). The golf course operations
including the retail pro-shop will now be operated by City of Aspen staff.
Approval of Past Minutes: The minutes from 9-1-09 were approved.
II. Discussion Items:
1. Event Trackdng.• This report will be maintained on a monthly basis. It will
include events such as Fall Face-Off and any swim meets. The numbers and
formulas come from ACRA. The members felt the document could have the
categories re-arranged by location. Tim will meet with staff to go over this report.
2. AACP Update: This is currently on hold till the first of the year.
3. 2010 Fee recommendations/Council Direction: Tim stated council did not
want to increase fees overall for 2010. The $60K cost of doing business with
credit card fees did get approved for 2010. Tim presented council with several
other ideas on how to generate revenues including the discount for pass holders
option when signing up for programs. Council asked Tim for more information
before a decision could be made.
4. ARC Improvement Plan review: Susan Smedstead suggested the group does
a walk-through the ARC improvement plans for the benefit of the new members.
One of the items listed show a 5500 sq ft fitness room located on the pool roof.
Carol Sams wanted to make sure there was a gymnasium listed somewhere in the
future when more space became available.
5. Delivery of Skating Lessons/Camp: Jon Larson and Tim presented a draft of
the Requests for Proposals (RFP) for Facilitation of Learn to Skate Program and
Other Affiliated Skating Programs. This should be a feeder program as well as
enhance the current programming. The goal would be to get more people in the
programs. Some members were concerned this may cause another club or group
to be formed. Other questions raised were:
• What would the cost of the ice be to this group? Ice time availability?
• Would any of the existing clubs bid on the RFP?
• Who would be on the selection committee? Barb Owen and Rick Newton both
volunteered. Several members expressed there would be a conflict of interest
if Barb and Rick were on the selection committee.
• How would coaching charges work?
• What is the motivation for success?
• There are certain deadlines for summer programming that need to be given out
during Fall Face-Off weekends. Is anyone looking at that?
• What is Plan B if no one puts in a bid? Tim stated if there were no bids, the
City would negotiate with the clubs and/or, companies.
• What about offering scholarships for the less fortunate?
Tim stated the RFP process needs to keep moving. Jon and Tim will go over the
draft RFP with the suggestions made by the committee, work on the details and
move forward with the process.
III. Updates and Progress Reports:
I. Wireless Internet @ ARC: This needs to move to a ballot question. Rick
Newton wondered if we should be looking for private funding or should we wait
for funding availability with the 2011 ballot? Tim stated this still needs approval.
2. Business Calendar: Did not discuss.
3. Monthly Financial report: We aze down by a couple of percentage points
from last yeaz.
4. Event Flooring.• The deal for the used flooring fell through with the owner
selling to another party for $28K. The purchase of the flooring is in the 2010
budget
IV. Action Items:
No action items.
V. Other Business:
1. Junior Hockey Locker Room Remodel: Tim asked the committee members to
check out a copy of the lease of the LIA locker room that was contained in the
packet.
2. AIG Remodel Plans: Tim included drawings of the AIG locker room
improvements for the committee to check out.
Meeting Adjourned at 5 PM
Next regular meeting date and time: November 3, 2009