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HomeMy WebLinkAboutARCmin.100411 tO ARKS & RECREATION THE CITY OF ASPEN ASPEN RECREATION CENTER ARC ADVISORY COMMITTEE Meeting Minutes October 4, 2011 2:30 -4:30 PM In Attendance: Board Members: Scott Writer, Karen Pillsbury, Brooks Bryant, Gordon Gerson, Sue Smedstad and Patrick Keelty. Staff Member(s): Nancy Lesley, Kristin Drake, Tim Anderson, Jeffrey Alden, Jon Larson, and JoJo Smith Guests: No guests. CaII to Order — Scott Writer called the meeting to order. Committee member comments and announcements: Scott Writer has a meeting scheduled with Tim Anderson and Jeff Woods for Wednesday, October 5 at 2:30 PM at the ARC. This meeting is to go over ideas for the Lewis Ice Arena (LIA) re- design and the history of ice skating in Aspen displays. Scott will work with the Aspen Historical Society as well to get the history and photographs of pond hockey and skating in general. He would like to build a partnership with the user groups as well. Scott is also working with the city of Aspen to amend the agreement with SPARC to define what the excess dollars can be used for. Scott welcomed Brooks Bryant as one of the new Advisory Committee (AC) members. He is replacing Carol Sams' position. One more SPARC representative needs to be selected. Public Comments: No comments. Staff Comments: The hockey locker room remodel is currently on hold. Patrick stated the decision to move forward would now go before the Aspen Junior Hockey board whether to proceed or not. Approval of Past Minutes: There was no quorum for the September 6, 2011 meeting. The minutes for the August 2, 2011 meeting were approved after it was noted that Brooks last name, Bryant and Benta's last name, Dolan needed to be added to the minutes. II. Discussion Items: 1. Marketing Presentation by Nancy Lesley and Kristin Drake: The city of Aspen Marketing Department brought a handout that included their current marketing plan. The packet included the year in review, public relations and sales, marketing and advertising and what's next in 2012. The information included special events, pass deals, social media, press releases, donations, media and photo requests, concierge visits, rack cards and the FUN Guide to name a few. It also included some of the partnerships with local businesses such as the Aspen Skiing Company, Aspen Chamber and Resort Association (ACRA) and The Ritz Carlton. In addition to their current marketing plan, they would like to book more Aspen Ice Garden events as well continue to expand the use of the social media. Scott mentioned he would like to have the marketing department visit other ACRA businesses as well with all of the information provided to the concierge on a regular basis. The committee would like to see the tracking of guest and local use. They would like to know which of the programs are working. They would like to know the indirect revenue generated by special events such as Fall Face Off hockey tournaments and swim meets. Nancy and Jeff both stated they use ACRA formulas for lodging and dollars spent. Jeff also stated he has a spreadsheet ready to go with all of the ACRA and Stay Aspen/Snowmass information. Tim wanted to also include dry floor event rentals and any other non - typical events scheduled. He also stated the user groups need to help with gathering data from the events they host. Tim would like to have an outside firm access the economic impact of the events we host as a department. Scott would like to have Don Taylor come to the next AC meeting to discuss budget the revenue generated through the special events and tournaments the recreation department hosts. Scott would like Don to also talk about the recreation department becoming an "enterprise fund ". 2. Monthly Financial Discussion: Jeff presented the monthly revenue and expenditure reports. The revenues are down. Tim stated there is a request to increase the subsidy for 2012. He also stated the department has made as many cuts as possible without changing the present level of service. Tim feels we have reached price points and cannot rely on increasing prices for increasing revenues. Scott was wondering why the school kids don't come over during their physical education classes to ice skate like they do for swimming. Jon stated it takes too long to get the kids in and out of skates. He felt the user groups could partner with the ice staff and schools and get them helping with classes coming over. Gordon would like to have a more realistic outlook of the budget for the next meeting. 3. Summer Ice Schedules: Jon distributed the tentative 2012 summer ice schedule for hockey camps and dry floor rentals for both ice arenas. There will be a $10/ hour price increase. Scott would like to get the user groups more involved in knowing how they can save money. They first need to know what the actual costs are and what services they are paying for. Scott would like the user groups to also look at ways they can increase revenues. II. Updates & Progress Reports: 1. AACP: The meeting is today at city hall at 5:00 PM. Scott plans on attending as an individual, not as an AC member. 2. Compressor /Refrigerant Replacement (AIG) 3. 2012 Budget Development: Tim stated Steve Barwick has postponed the Business Plan till 2013. 4. Brooks Bryant approved to AC: Covered by Scott above. IV. Action Items: 1. V. Other Business: 1. Meeting adjourned at 4:45 PM Next Regular meeting date and time: November 1st, 2011 Aspen Recreation Center *0861 Maroon Creek Road *Aspen, Colorado 81611 Phone: (970) 544 -0100 *Fax: (970) 544 -4137