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HomeMy WebLinkAboutARC.min.02012004DRAFT ASPEN RECREATION CENTER ARC ADVISORY COMMITTEE Meeting Minutes December 1, 2004 IWith SW proposed editsl Attendees: Board Members: Sue Smedstad, Debbie Ware, Robert Christiansen, Alice Davis, and Scott Writer. Staff Members: Tim Anderson, George Pucak, Nancy Lesley. 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 identified that closing the lower entry improved traffic flow, security, and that the business plan identified a furore 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. IlL 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 st or Saturday, January 22na with the 21 st being their first choice. Staffpresented to the AC what moves would need to take place in scheduling to accommodate the event. The AC unanimously agreed that the cancellation of Public Skating on the 21 st 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 to ensure that this goes smoothly. The AC was told that the City was in negotiations for a lone term relationship with Ga't' Ski Week and the AC was strongly behind working with the group to help in whatever way possible to make that long term commitment. The AC was assured that ifa long term agreement was made that user groups would be told in advance of annual contracts limitations on their use based on this potential commitment~ Business Plan: Staff informed the AC that a Final Draft of the Business Plan would be forthcoming around the 15th 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 this 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 forward 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 year 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 the Youth Center. City of Aspen Goals & Outcomes. Economic Impact Studies and Reports for 2005. SpringMens Hockey Tournament: Staff informed the AC that they have discussed with Jr. Hockey this tournament and that we had informed them that staffwill do all 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. The AC was unamimously in favor of l,![occ~d_i_ng_3yjj;..h_j._h.i_,5 event. 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 suggestion was made that the "Aspen Recreation Center" name be more prominently disptayed in those ads. It was feh that the ads were too generic and did not direct people to the ARC. Staffagreed to follow tip on that sug~estioa. Graphics will also be installed at the ACRA offices advertising Parks & Recreation Facilities. Staffworked with Art Burrows on accomplishing a nice layout. We are moving forward with our new Special Events, Sales and Marketing Team for 2005. Interviews will be held in mid-December of 2004 and the AC ,strongly requested that Barbara Owen and Laura Kornasiewicz be involved in I I~eleted: recommended the interviews. The AC was iuformed that two new individuals were to be / 1 IV. hired to help on the marketing fi'ont and that the budget for these two individuals was $65,000 per ,,,ear (total - not each). The AC noted that there has been concern abont the marketinK of the facility since its opening and felt it very important that as many people as possible with a marketing background be involved in the interview process. The AC a~ain echoed its oneoing concern that marketing be a principal lbcus on tbe facility. Private/Public Partnership of Ice: 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. Updates: PoolRe-Opening: Staffadvisedthe Commitleethat aDecember 13a' date had been established for re-opening the aquatic facilities. The construction crews are expected to be complete with their work as of December 4th. At that time staff will begin filling pools, circulating water and heating it, and then balancing the chernicals 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 the pools. Four Days of grand re-opening events are plmmed 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 it was found to 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 Level Cooling: This system still is of concern, as approvals have not been {'Deleted: s 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. Tile AC was very clem' that it was imperitave that the system be operational betbre the coming summer and that this should remain an urgent issue until the system is installed and operational. The AC was informed that staff was ~etting poor service from and ent~ineering consultant and the AC felt it appropriate that Staff become more involved in eetting over this hurdle. By either hirine new consultant or increasina pressure on existin~ consultant to get this done. Action Items: LowerEntry Closure: The committee asked that staff seek comments from users as to the closure of the lower entry. At this time the conmUttee 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 furore. The Committee adjourned and identified that the next meeting will be on January 5, 2005 begiiming at 3pm in the 200 level meeting room.