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Home My WebLink AboutARCmin.12012004/ Il1N~C~1 ASPENRECREATIONOENTER ARC ADVISORY COMMITTEE Meeting Minutes December 1, 2004 IWith SW proposed edits) DRAFT Attendees: Board Members: Sue Smedstad, Debbie Ware, Robert Christiansen, Alice Davis, and Scott Writer. Staff Members: Tim Anderson, George Pucak, Nancy Lesley. I. Call to Order -Chairperson Scott Writer called the meeting to order with a quorum present. Committee Comments: Ladies Restroom on the 200 level is extremely cold. This restroom was a problem last year and one toilet froze due to a lack of insulation to the outside wall. Staff is going to look at this further and place it on the list of things to do and identify potential solutions for increased warmth and insulation. Scott asked about signage for the lower entry closure, and staff identified what the new signage would look like and that it would be picked up the next day. Staff identi&ed that closing the lower entry improved traffic flow, security, and that the business plan identified a future need for this direction. Further discussion was tabled to the end of the meeting as an action item. II. Past Meeting Minutes Approval November meeting minutes were approved. III. Discussion Items: Gay Ski Week: Staff informed the AC that Gay Ski Week would like to rent the entire ARC for an evening event. They were requesting either Friday, January 21 §` or Saturday, January 22"a with the 2151 being their first choice. Staf presented to the AC what moves would ne d to take plae in scheduling to ac ommodate the event. The AC unanimously_agreed that the cancellation of Public Skating on the 2151 in order to move jr. hockey and a high school game ahead would be the best way of accommodating the need of Gay Ski Week. Staff will follow up with the various user groups [o ensure [hat this goes smoothly. 'fhe AC was told that the Citv was in neaoYiations for a Iona term relationship with Gav Ski Week and Che AC was sYron~ly behind workin« with the croup to help in whatever wav possible Yo make Yhat loner teen commitment The AC was assw~ed that if a lone te~Tn aareemenY was made that user groups would be tohi in advance of annual_confracts limitations on their use based on this 7Lotential commitment. Business Plan: Staff informed the AC that a Final Drafr of the Business Plan would be forthcoming around the 15`x' of December. The AC asked that when the Draft is distributed, a copy of the scope of work be attached so everyone may evaluate the Final Draft Document based upon the scope of work. The January 2005 AC meeting will be designated mostly to a discussion of the Business Plan Draft Document. Following [his discussion, staff will schedule a public meeting and invite user groups to go over the Draft Plan. Once the Plan is accepted by the AC, it will move forwazd for approval by Council. This presentation to Council is anticipated to be in late February. Recreation Division Retreat: An agenda was presented to the AC identifying the key topics if the Retreat. The idea is to establish measurable goals for 2005 in which we may weigh in throughout the yeaz to identify progress. Key area of discussion will be: Monthly, Quarterly reports which compare past years numbers, and progress on current budget goals. Capacity programming of facilities. Marketing & Special Events. Strategic Plan for IT needs. The ARC's relationship to [he Youth Center. City of Aspen Goals & Outcomes. Economic Impact Studies and Reports for 2005. Spring Mens Hockey Tournament: Staff informed the AC that they have discussed with Jr. Hockey this tournament and that we had informed [hem that staff will do al] we can to see that this tournament succeeds. Jr. Hockey wanted to get past the Fall Face Off and the Holiday before moving forward with this event. l:he AC w_as unamimously in_ favor oP. roceedn«~vith.this g_v_ent. Marketing Team: Staff identified some ads that will be going out during the holiday season to encourage both the local and the guest in town to come to the ARC. A sueeestion was made that the `Asnen Recreation Center" name be more prominently displayed in those ads It was felt that the ads were too generic and did not direct people to the ARC Staff agreed to follow upon that suneestioa. Graphics will also be installed at the ACRA offices advertising Parks & Recreation Facilities. Staff worked with Art Burrows on accomplishing a nice layout. We are moving forwazd with our new Special Events, Sales and Mazketing Team for 2005. Interviews will beheld inmid-December of 2004 and the AC strone v requested that Barbara Owen and Laura Komasiewicz be involved in i oe~e[ed: ruonmeuaea -- theinterviewc_'rhe AC wac infnrmPd rh rr..,,, nu.. a.,;,i.,.,i ...-., .~i~:_--- ~ `~~ hired to help on the marketin~* front and that the budget for these Ywo individuals was $65.000 per vear (total-not each? The AC noted thaC there has been concern about the markotine of the tacility since its onenin~ and felt it verv imPgriant that as manv people as_possible with a marketing back~romtd be involved in the interview process The AC again echoed_its ongoin concern Yhat_marketine be aprincinat_fgcus on the facility. Private/Public Partnership oflce: Scott informed the AC that he had met with Tom Schwerin regarding the Private/Public Partnership Potential. Scott said that there were some very good ideas coming forward from this discussion and more information would be forthcoming. IV. Updates: Pool Re-Opening: Staff advised the Committee that a December 13's date had been established for re-opening the aquatic facilities. The construction crews are expected to be complete with their work as of December 4`". At that time staff will begin filling pools, circulating water and heating it, and then balancing the chemicals in the pool. All of this is anticipated to take about 7 days. The pool will be using a new sanitation system which is being installed during the closure and will use Calcium Hypochloride instead of liquid Chlorine. This will be easier to store, safer to work with, and less costly to sanitize [he pools. Four Days of grand re-opening events aze planned with games, prizes, give-a-ways, and special pricing to celebrate the re-opening. Sound Baffling: The Baffling has been installed, it seems to make a significant difference in sound bouncing around the pool areas, and i[ was. found [o be esthetically pleasing as well. Timing System: Staff was in the process of installing the brackets necessary to host the timing system scoreboard. Colorado Timing will be on site within the next week to install the actual timing system and scoreboard. 300 Leve[ Cooling: This system still is of concergas approvals have not been -' peieted:: obtained by a structural engineer at this time. Staff has found that the structural engineer is also seeking specific drawings before signing off on this item, and the drawings must be obtained from Durrant Architects who designed the building. Due to the lawsuit with Durrant we seem to be having trouble getting the information necessary to move forward with this project. The AC was very clear that it was imperitave that the svstem be o~ational before the coming summer and that this should remain an urgent issue until the svstem is installed and oner7tional The AC was informed that staff was getting poor service from and engineering consultant and the AC felt it ~propriate that Staff becorne more involved in getting over this hurdle By either hiring new consultant or increasing pressure on existing consultant to get this done. Action Items: Lower Entry Closure: The committee asked that staff seek comments from users as to the closure of the lower entry. At this time the committee made a motion to support the trial closure of the lower entry through the winter and to come back and further evaluate this for the future. The Committee adjourned and identified that the next meeting will be on January 5, 2005 beginning at 3pm in the 2001eve1 meeting room. xx**a:r*t***********************