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TION
ASPEN ENTER
ARC ADVISORY COMMITTEE
Meeting Minutes
May 7,2013
2:30-4:30 PM
In Attendance:
Board Members: Scott Writer, Gordon Gerson, Brooks Bryant, Karen Pillsbury,
Danny Hundert and Sue Smedstad.
Staff Member(s): Tim Anderson, Jeff Alden Jon Larson and JoJo Smith
Public: Isaac Mberko, Yale Lewis, Keith Howie, Craig Furstenau and
Lindsay Hornbeck
1. Call to Order— Scott Writer called the meeting to order.
Committee member comments and announcements: No comments
Public Comments: The members of the public were here about the ice schedules
and allocation.
Staff Comments: No comments
Approval of Past Minutes: The minutes from April 2, 2013 were approved.
II. Discussion Items:
1. Peggy Behr (vandalism/theft): Peggy Behr was not present. There was an
issue of vandalism by one club against another. The committee members
stated all of the skating clubs need to take care of their own issues with other
clubs. The recreation center has place several cameras throughout the facility.
2. Ice Costs: Jeff emailed numerous detailed reports on ice costs including
prime and non-prime revenues and hours used. There was a lot of information
to look at and process.
3. Economic Impact Information: Along with the information on ice cost, Jeff
provided the indirect revenue through all of the special events held throughout
F tthe year. Everyone should look at this and see if there may be other events that
are not included. This will be an ongoing information piece of the benefits that
are provided to the city by taxes collected through events bringing people in to
he valley. They stay at hotels, dine out and take advantage of other amenities
such as the recreation center.
4. Ice Policies: Tim presented an updated version of the Ice Allocation and
Policies and Procedures. Scott would like to have all of the AC members go
through the policy and get with Tim on final draft. Some of the changes
included cancellation policies, youth allocation priority and historic ice user
preservation.
5. Ice User agreements: The ice users agreements will be processed for the
upcoming season. There are several changes to the agreement. Tim and Jon
will be getting these out as soon as some of the new policies are incorporated.
User groups will then sign the annual agreement for the upcoming season.
6. Available ice/schedules: Jon provided an average ice schedule for both the
Aspen Ice Garden and Lewis Ice arena for each season. The summer schedule
is not an issue. The winter schedule is totally full at both arenas during the
weekday afternoons and evenings. Some of the issues include:
• adult programming starting earlier than youth programming
• possible standardization of ice time every night
• continued growth of groups and future needs
• politics
• adult pushback at the garden for moving start of their programming
• scheduled ice cancellations and notification to interested groups
Several members of the public that are involved in both youth programming
and adult leagues realize that moving adult programming is a not a popular
idea and would have pushback. They stated they would stand up for the
possible change and talk to their team members about it. Tim suggested Jon
have and ice user group meeting very soon about the 2013-14 season. There
are several new user groups that would like to have a set schedule for their
programming.
Scott provided a SPARC update on the field house. City council voted 4—0
on moving forward with this project. Numerous sites were looked at such as
Iselin, Rotary and Moore fields. SPARC will meet with interested user groups
and their needs. Scott has spoken with the Lewis family. There is momentum
for a seasonal bubble over the selected location. The operational costs as well
as erecting, dismantling and storing the bubble need to be considered.
III. Updates and Progress Reports:
1. Financial Report: The online purchase movement is doing well. About 80%
of the pass sales are done online. Without the ice revenue the recreation
department is up about 1.2% or$5,000. The recreation programming revenue
has been strong through April. The pool side has been down the past several
months.
Staff is currently looking for new and creative ways to sell the current
inventory of our services and facilities that is offered. These would be things
that do not require a large expenditure such as programming on ice during the
day. This could also be another dry floor event booking or after hour
functions.
2. 2013 Business Plan Update: Tim stated he will wait till the May election is
over to proceed with the Business Plan. It will be on the June city council
agenda.
3. AIG Remodel Progress: All of the improvements at the garden for this year
are in various stages of the city process. Some have contracts ready to sign.
Some are waiting on permits. The summer window for construction is very
tight. The art shows will be in the middle of the improvements being
performed. The Lewis Ice Arena(LIA) will be very busy this summer as all of
the AIG programming will be there. The garden will be closed for ice
activities 6/14—9/1/13.
IV. Action Items:
V. Other Business:
Meeting Adjourned at 4:30 PM
Next regular meeting date and time: June 4, 2013 at 2:30 PM