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ASPEN RECREA TION CENTER
ARC ADVISORY COMMITTEE
Meeting Minutes
April 2,2013
2:30-4:30 PM
In Attendance:
Board Members: Scott Writer, Gordon Gerson, Patrick Kelty, Brooks Bryant, Karen
Pillsbury, and Sue Smedstad.
Staff Member(s): Tim Anderson, Jeff Alden and JoJo Smith
Public: Steve Duke, Isaac Mberko, Rio Jacober, Yale Lewis and Chuck
Bond
I. Call to Order— Scott Writer called the meeting to order.
Committee member comments and announcements: Sue Smedstad stated the
high school kids are using the Rotary Pavilion area outside the ARC as a
"smokehouse" and leaving trash behind. She stated the principal needs to be
notified and the area patrolled.
Public Comments: The public attending the meeting are looking for ice
allocation to a new user group. The group would like to have a high level team for
some of the talented players in the valley. They are looking for five to six hours
per week on a regular basis. They felt this could affect 60-80 kids. They
understood they missed the ice allocation meeting held earlier in the year. The
group would like to have a set time frame for practice as well as be notified as
quickly as possible about unused ice becoming available. The group also offered
financial help if needed for Aspen Ice Garden renovations. This group has met
with Bryan Lee, ice supervisor and Jon Larson, ice facilities manager.
Tim and the AC members agreed that historic ice user times will be allocated
first. Other groups coming in can rent the left over ice times. The members also
agreed that user groups cannot just purchase ice and not use it. Purchased ice
needs to be used. Scott stated he would like to see a penalty of some kind for
bought ice sitting empty. Scott also stated the ice staff needs to communicate to
other user groups when previously purchased ice becomes available as soon as
possible.
Staff Comments: No comments
Approval of Past Minutes: The minutes from March 5, 2013 were approved.
II. Discussion Items:
1. Field House: Scott stated this project is moving forward with several
meetings being held. Possible location sites as well as user group needs are
being discussed.
2. SPARC Improvements to LIA: Scott stated there are three color samples
that have been selected for review. The painting would happen during the Arc
fall closure which is September 7— September 15 this year. The Lewis Ice
Arena(LIA) will also close this year to work on maintenance projects that are
best performed during a closure.
Storage for the recreation department as well as some of the user groups is
being audited. There are two team rooms that are being considered for a
remodel project.
3. Outside Food at the ARC: Tim stated he has noticed an increased amount of
outside food brought in for consumption at the ARC. There is a contract with
Future Champs concession stand that no outside food should be brought in.
He would like to have anyone with outside food consume it either upstairs, the
warm room off of the ice rink or outside. Staff will replace the "No Outside
Food" signs on the tables. The committee members suggested letting groups
know about the policy so they can plan accordingly, such as the Disabled
Veterans (DAV's)that were here this past week and bringing in outside food
sources. Vending machines were also suggested. Tim stated the contract for
the concession stand has several years left.
III. Updates and Progress Reports:
1. Financial Report: Jeff reported revenues were up overall at 2.29%. Ice was
doing well. Pas sales are down. A price point may have been reached with the
daily admission prices. More people need to come through the door.
Scott Writer would like to have the Advisory Committee (AC) members re-
visit all of the special events held throughout the year as well the amount of
taxes that are brought in through these events. He would like to see a
Performa on different ice costs, specifically variable rates. Consideration for
prime and non-prime ice times should be considered again. Jeff will provide
much of this information for the May meeting.
2. 2013 Business Plan Update: PROS has been selected as the company best
suited with their approach for the business plan. They had done the original
plan almost ten years ago. The bid came in at $69K. Tim will get with them to
identify components of the plan as well as prioritize the areas needed to get
the best results for the amount spent on the plan. Surveys as well as
community meetings will be part of the process. There are certain components
that can be done with in-house staff.
The original amount approved is $35K. Tim would like to raise the amount to
$50K to get a quality product with all the components covering the needs of
the business plan. He will get with the city of Aspen Manager's office for the
additional request.
3. AIG Remodel Progress: Tim stated that all projects at the Aspen Ice Garden
(AIG) are on the fast track for contracts, council meetings and summer
scheduling. There is a tight window of opportunity to have these projects
finished in a timely manner. These projects include the boards and glass,
Mondo flooring and the west end remodel. Heat will also be added. The east
end locker rooms are last on the list. They may or may not be completed this
summer based on how the other projects finish and remaining budget after
their completion.
IV. Action Items:
V. Other Business:
Next regular meeting date and time: May 7, 2013 at 2:30 PM