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HomeMy WebLinkAboutARCmin.11052003THE CITY OF ASPEN ASPEN RECREATION CENTER II. IlL IV. VI. VII. VIII. Advisory Committee Meeting November 5, 2003 3:00pm to 5:30pm Call to order- Scott Writer, Chairperson Committee member comments and announcements: Approval of Past Minutes Discussion Items: 1. ARC Programming 2. Ice Scheduling Issues 3. 2004 Marketing Plan 4. Additional Rental Dates 5. 2004 Fees Ordinance Updates and Progress Reports: · Interior guidelines - Art Burrows · AJH proposal for new office · Wristbands - advertising · Fitness Room Action Items: · Pool Acoustics · ARC Capital Needs (items & funding needed) Next Regular meeting date and time Other business Adjourn Aspen Recreation Center*0861 Maroon Creek Road*Aspen, Colorado 81611 Phone: (970) 544-4100*Fax: (970) 544.4137 Meeting Minutes Yr~ednesday, October gA, 2003 Meeting was attended by: Committee Members: Scott Writer, Laura Kornasiewicz, Sue Smedstad, Barbara Owen, Debbie Ware, Robert Christensen, Alice Davis. Staff Members: Tim Anderson, T.R. Schwerin, Nancy Lesley, and Keith Bulicz. Chairperson, Scott Writer called the meeting to order and recognized Tim Ware from Jr. Hockey. Tim explained that Jr. Hockey, thanks to the ARC, was able to organize a fall tournament schedule that will draw 66 teams over a 3-weekend period. Barbara elaborated on December 6th and the need to move the High School Hockey Game to either an earlier time slot or to the Ice Garden so that the Skating Club may have their dress rehearsal in the ARC for their show. Tim Anders, George Pucak, and Alice Davis will meet with Carol Sams, the High School Athletic Director, to discuss the options. Elizabeth fi'om Blazing Adventures presented a group rental of the ARC for October 18th. She said that there would be 350 participants in a mini eco-challenge using the ARC and adjacent park space. One of the involved members of this group is Jonathan Lewis of whom the Ice Arena is named for. The Committee chose to waive rental charges for this group as a recognition of Jonathan's generosity. Blazing Adventures will still pay a sum of $1,500 to the ARC for services. The facility will be closed to the Public from 12 noon to 4pm and then re-open to the public for the evening. The Committee recommended cancellation of Public Ice Time during the weekends of the Hockey Tournaments. The Committee felt that the benefit to the Community as a whole out weighed the issue of no public ice during those weekends. Items Discussed: Scott discussed briefly an Ice sub-committee and that he would work on setting up a time and date to have this sub-committee get together to work on some items that are ice related. There is a sub-committee of Interior Decorating that consists of Sue, Barbara, and Scott that will try and meet to discuss direction for the Arc's interior. The Committee was updated as to info on the Acoustics for the Pool area. Questions that need to be answered are: What is our biggest bang for the buck? How much sound reduction do we get per X amount of panels? What is the level of sound reduction for the ceiling only, the walls only? Laura cited that the Pool really does need this improvement, staff identified that our insurance company has insisted upon sound reduction as well. Staff will work on answering these questions and identifying what we get for $25,000, $50,000 and $100,000. How effective would each level of funding be and what is the best way to use the funding for the best Acoustical results. Staff is going to provide a need/wish list for capital at the ARC. Certain items have been identified by staff and costs obtained to make recommendations to the Committee and Council. The items range from cost' saving items, energy efficiency, security, to efficiency in operations. Staff will prioritize as level 1, 2 and 3. There will be a Council work session on the 15th of October to go over the 2004 fiscal budget. The work session will begin at 4:00pm. This Presentation will be the overall City budget and include the ARC. Scott mentioned the wishes of Jr. Hockey to add office space in the Ice Rink and that it would require the sacrifice of some seating. The Committee will likely see some drawing soon and be involved in the process. Staff wilt be working on identifying our target markets for programming needs. Our marketing director, Clem Cleveland has a questionnaire out to all staff members so he may finalize a marketing plan and groups to target. Meanwhile, staffwill be putting together schedules that identify new targets of users, programs and opportunities for revenue generation. Robert identified that the lower entry to the ARC has insufficient lighting and needs to be addresSed. This could be added to the needs list being presented to Council. Debbie, Alice and Robert all agreed to become secret shopper of the ARC. Our maintenance staff has a packet put together that each may look at and compare conditions of the ARC to, so as to grade the facility in cleanliness. Along these same lines the Committee discussed setting up goals for the facility that are measurable to rate success. Staff discussed how the current system works within the City organization and that new goals are identified each year and measured. The Committee should be included in this process of identifying goals for each year. Approvals: The Committee is ok with using the 300 level room for a fitness room, and approved the direction of using the 100 level Co-Ed locker room for additional weight equipment. The Committee feels this will help in achieving the needs of the Community while generating additional revenues. Keith Bulicz and Nancy Lesley presented some scenarios on equipment. Staff will get bids out so we have definite pricing for decisions by Council. Laura recommended that refurbished equipment be explored. Several Committee members recommended looking at refurbished equipment as well, so staff had included this in the bid packet. The Committee backs this direction by a vote of 7-0 to move forward with the fitness room at the 300 level and weight equipment in the 100 level room. Following the Committee meeting, Scott Writer recommended looking at the possibility of working with the private clubs in operating the fitness rooms. Staffwill put out a Proposal packet, with Council approval~ to ask if the clubs are interested in some type of parmership or concession type contract for the operation of fitness space. 'Action: The Committee decided to meet the first Wednesday of each month from 3:00pm to 5:30pm. Special meetings may be called as needed.