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HomeMy WebLinkAboutARC.min.01062004PEN DRAFT ~SPEN RECREATION CENTER ARC ADVISORY COMMITTEE Meeting Minutes July 6, 2004 Attendees: Board Members: Scott Writer, Sue Smedstad, Debbie Ware, Laura Kornasiewicz, Barbara Owen. Staff Members: Tim Anderson, Paul Kulik, George Pucak, Jeff Woods, Eric Grueter. Guest: Toni Kronberg Call to Order - Scott Writer called the meeting to order with a quorum present. Scott asked guest Toni Kronberg if she would like to speak Or wait until agenda items came up. Toni chose to wait. II. III. Past Meeting Minutes Approval Both May and June meeting minutes were approved by the committee. Motion made by Sue S., and second by Debbie W. All approved. Committee Member Comments Laura asked what the terms for the committee members were and when each term expires. This will be identified and discussed at the August meeting for determination as to each member's term and who will be renewed. Staff let the committee know that PROS will be back in town for a public meeting to be held July 14th at 5:00PM. IV. Staff was directed to retain copies of all materials presented to AC. Each packet was to be filed and saved in its entirety. Tim was to look into the Clerks office saving the material digitally and Scott requested that if that was easy, packets could be distributed by e:mail or at least archived digitally. Discussion Items Business Plan - Staff wished to be careful as to the Capital Improvements which were identified in the Plan dUe to funding ~resources. After discussion the committee asked that the consultant be allowed to mn with all ideas. It was felt by the AC and staff that the plan should recognize short term and long term goals of this plan. Several committee members were unable to meet with PROS in June and staff has requestedby e:mail the list of questions from the last meeting, so those absent committee members may provide their responses. The AC felt. that a great deal of attention should be spent on Marketing as to how we measure our success, and providing tools to realize our success. The AC felt it was critical that a marketing plan be developed so that each and every program would be marketed with enough advance notice so that the programs had a chance to succeed. It was noted that marketing was an ongoing process, NOT an event.' The ultimate shape of marketing efforts would be left to end of business plan but it was noted that every month or "season: there would be a list of marketing efforts to prepare for coming seasons. It was noted that it would be unfair to judge the lack of success of certain programs because promotion had been late and poorly implemented in many cases. Guest Toni Kronberg spoke at this point and stated that she had invited USA Swimming & Colorado Swimming to the July 14th Public meeting. She requested the AC look into trail connection to Buttermilk. She stated that she is committed to changing the aquatic faCility and any covenants that may prohibit expansion. She stated that she felt Maroon Creek Road was dangerous for the Bike Rentals which will be operated out of the ARC, and that the road should be widened. Scott noted that trails were not necessarily part of the AC purview. Interior Design - The City Manager had stated that he wanted to wait until the Business Plan was done to pursue a full Interior Plan for the ARC. Every committee member was disappointed as there are user groups who wish to move forward with Trophy Cases and Banners. After discussion of this topic, Parks & Recreation Director Jeff Woods stated that we would find a way to move forward on the plan. An Burrows has been contact in order to move forward with initial needs of the plan as soon as possible. Staffwas asked to contact user groups and find out what their needs/desires are to help expedite process. Bike Rentals - Staff informed that Committee that the contract for Bike Rentals had been approved. At this time the Company is waiting for their proof of insurance whi ch must be provided to the City in order to operate. They hope to up and operating by the 12th of July. General Observations - Staffprovided the revenues generated for the month of April, May and June of 2003 and 2004. The year 2004 had seen a $40,000 increase in revenue over the same period of 2003. The month of June had seen a 100% increase in revenues. It was suggested that a variance report may be helpful to help analyze trends in programs and use. The committee would like to see one sheet with current year, previous year, and variance. This was identified as a good trend, but at the same time we all agree that the business plan should flush out more direction. SPARCAgreement - Scott Writer had circulated a copy of the SPARC agreement and was asking the committee to review this document and see how it is working after one year. This will be discussed further in an executive session prior to the next AC meeting. Each AC member asked to review and formulate opinions. Those unable to attend next meeting should send comments to Scott. Jr. Hockey & Figure Skating Programs (Ice Use Analysis) - Eric Grueter had generated a document which identified the various user groups in the LIA during the month of June. The matrix identified the group, number of users, revenue generated, and the average fee paid per participant. The AC was complimentary of the effort to detail use and noted that this would be a big help and just needed a few additional elements to be noted. Laura asked that times be identified. Scott Writer noted that the cost to operate still needs to be examined and that the Business Plan would help with this, but that only staff can assign some level of staffing required (or variable costs) per program and that this exercise should happen as soon as possible to help resolve any ice scheduling conflicts that may arise regarding this winter. In addition staff identified a first draft of a winter schedule for ice users and will begin circulating this to groups for feedback. It is hoped that the schedule will be finalized by the first of September. The AC requested that staff circulate schedule to user groups for their opinions as soon as possible and that staffbring back any conflicts that staff unable to resolve. The AC requested and update on the learn to skate program for PE classes during school hours. The AC was unanimous in directing staff to work hard to implement such a system for the coming school year and would like to be updated at next meeting. SPARC Lockers - Scott brought up the fact that some 15 to 20 donors had paid $5,000 to secure locker rental for a 5 year period. Scott thanked staff for its patience, understanding and effort to help make this program work. It was also agreed that these lockers would be rented to these individuals at a reduced annual rate. Laura K. made a motion that the lockers rent for $100 annually to these individuals. The motion was second by Sue S. and approved. Fall Closure: Staff updated the committee on the fall closure of the pool due to the re-painting and the installation of the sound baffling. Staff also Vii identified that the "FUN" pass should be reduced in rate due to partial closure of the facility. Staff recommended the following: · 6- month and annual passes receive two free months due to the closure. · Monthly passes will be reduced by 25% during the closure · Daily fees will go to $4.00 for adults and $3.00 for children. This fee will apply to all daily users whether they are lOcal or not. · Abbreviated operational hours may be implemented, but run past the committee before doing so. The committee responded by saying that staff should explore a full fee for the "FUN" pass and alternatives such as use of the Meadows for a pool. The COmmittee agreed that if this would not work the reduction in fees would be a good direction. Scott requested that staff consider a monthly payment program on an annual fun pass and Tim said he would investigate how that could be implemented. Scott suggested that some sort of "scholarship,, be considered for families unable to afford access to facility. Staffwas requested to look into new programs or promotions to help fill facility during pool closure. ' Updates and Progress Reports Timing System - Staff informed the committee that the building dept. had required the ARc to get a structural engineers stamp on the fastening system for the scoreboard. This has delayed the project by about 1 month. Sound Baffling & Painting of Pool area - The project is scheduled to begin the day after Labor Day at this time. Asset Management is handing this project and is in close communication with the ARC staff. It is estimated that the painting project will take 8 weeks, and then the sound baffling will be installed and that will take two more weeks. The AC has recommended that penalties be included in the contract(s) for late completion and bonuses for completion ahead of schedule. 300 level Cooling- Staff informed the AC that the equipment for the Cooling system had been delivered. A problem came about when the Coil for the system would not fit through the access door to the mechanical room. The Engineers are seeking other options at this time and there may be up to a one month delay on this project. Staff mentioned that this problem is going to of greater concern down the road when it is time to replace many of the parts of the mechanical systems in this area. Meeting Adjourned