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HomeMy WebLinkAboutARCmin.030111 t ARS & Draft ASPEN RECREATION CENTER ARC ADVISORY COMMITTEE Meeting Minutes March 1, 2011 2:30 -4:30 PM In Attendance: Board Members: Scott Writer, Carol Sams, Karen Pillsbury, Sue Smedstad and Patrick Keelty. Staff Member(s): Tim Anderson, Jeffrey Alden, Jon Larson, and JoJo Smith Call to Order — Scott Writer called the meeting to order. Committee member comments and announcements: The Daily Awards are being held 5:00 -7:00 pm on March 4` at the Lewis Ice arena (LIA). The elementary kids succeeded in reading 100 books in 100 days. They celebrated their success by having an ice skating party at LIA. Sue mentioned the high school students having their annual Snow Festival Day on March 2nd Carol Sams will stay on longer as one of the committee members for now. She will continue to talk to school staff and see if anyone else is interested and available to serve on the committee. Tim stated Carol's position is an "at large" position and that the member did not have to be part of the school system. The committee members would like to continue to have the schools represented. Sue stated it is difficult to get a general position filled. Public Comments: No public. Staff Comments.: No comments Approval of Past Minutes: The minutes from 02 -01 -11 were approved. II. Discussion Items: 1. Monthly Financial Discussion: Jeff stated the revenues were up 30K and that the expenses were up 8K. The ice revenues are good. The numbers provided are from the Active cashiering system and final numbers are from the cities Eden accounting financial system. Tim stated there were several new passes created such as the "off peak ", 8:00 — 1 1:00 AM to fill some of the less used times of the day. Tim would like to identify what percentage of the skier traffic we see here. Sue thought the skier day numbers would be available through the Aspen Skiing Company. Scott would like to see goals being set as well as positive and negative trends being identified. Jeff stated the lower left hand portion of the revenue section handout that showed the "best 5 gross revenue and the worst gross revenue" lines could be better utilized. Scott suggested a matrix of the different pass sales as well as the daily admission. Jeff will work on those. Tim brought up the possibility of the Recreation Department becoming a semi - enterprise fund. There are several meetings coming up to further this discussion and determine the possibility of this happening. Scott wanted to know when the Advisory Committee could get involved in this discussion. He wants to be included in the decision process. Tim stated the discussion is still very preliminary and would let the committee know when it would get involved. 2. SPARC Funds directed toward ARC.: This discussion was postponed. Both the city of Aspen and the SPARC group are looking at the original agreement to determine if the remaining SPARC money owed to the city can be used to finish the interior of the Lewis Ice Arena area. 3. Ice Usage Data Breakout (added item): There has been no response from the user groups. Tim felt that maybe this information needs to be provided as part of the contract signed with each of the user groups. Scott would like to see the number of kids on the ice during prime time. Tim wanted to know what these numbers would be used for. Scott though this information could be used for the cost analysis model. III. Updates and Progress Reports: 1. AACP: No update. IV. Action Items: 1. Sister Cities Flags: The Sister Cities flags have been received. Tim would like to see a plaque with each of the Sister Cities descriptions and history of their involvement in the program. Scott would like to have a chronology of the forming of the Sister Cities program. Tim and Scott will go out onto the mezzanine to look at the possible placement of the flags. 2. Ice charges for special events (policy): Tim asked the committee if there should be a policy for the displacement of billable ice for special events. Scott would like more information before a decision can be made. How many hours are involved? How often does this happen? What are the circumstances for these hours being used? Do the user groups get involved in "horse trading" with ice times to accommodate each other? What is fair and equitable? How efficient are the user groups in the setup and teardown for these special events? Scott would like to have a recommendation from the staff on this topic. Jon would like to have a consistency with all of the user groups. V. Other Business: Meeting Adjourned at 4:15 PM Next regular meeting date and time: April 05, 2011 Note: April meeting was cancelled.