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HomeMy WebLinkAboutARC.min.04042007 A~&~EN DRAFT ASPEN RECREATION CENTER ARC ADVISORY COMMITTEE Meeting Minutes April 4, 2007 In Attendance: Board Members: Sue Smedstad, Laura Komasiewicz, Rick Newton, and Debbie Ware. StaffMember(s): Tim Anderson, Jonathan Godes, Paul Kulik, Jojo Smith, John Laatsch Guests: Tim Hagman I. Call to Order - Sue called the meeting to order with a quorum present. Committee Comments: None Staff Comments: Tim Anderson introduced the new Deputy Director of Recreation, Jonathan Godes. Jonathan comes to us from Craig, Colorado where he was the Executive Director of the Boys & Girls Club. Jonathan has a bachelor's degree in Parks & Recreation Administration, and a Master of Business Administration. Jonathan will be working with the day to day operations of the recreation division to include programming direction, recruitment, communication, policy and procedure, and training. In addition Jojo Smith was announced as the ice facilities manager. Jojo brings a vast amount of knowledge as to the City of Aspen operations and procedures, leadership experience from not only our front desk operations, but as past Pitkin County safety officer, a ski patrol supervisor, and operator of a rafting company. Jojo bring fresh ideas to the rink operations while the ability and willingness to use the existing knowledge of ice rink staff. Each of these employees brings fresh ideas in operations, and they will ensure that we assist all user groups in developing their programs further to the fullest extent possible. We wish to partner with our users and create a closer relationship to enhance each of our operations. Guest Comments: None. II. Approval of Past Minutes: Laura motioned to approve, Debbie provided a second, all approved. III. Discussion Items: . Outdoor Pools: An updated conceptual design representing the various features to be implemented in the construction was presented to the AC by John Laatsch. The design identified the hot tub location, the flow rider, and a leisure pool with various components to include: -depth of3'6" to 8' -benches in the water -a rock climbing wall -zip line -underwater hydro therapy -decking for sunbathers AC comments and concerns were: -don't we already have this pool - teens & adults will use the flow rider -how long is the zip line (about 30') -is water deep enough for zip line -hot tub should reflect a grottos setting -can swim meets use the leisure pool for warm up -can the zip line be longer -maintain as much grass as possible, what's the capacity of sitting people outside around the pools -how much lobby square footage can we gain -how many people can use the hot tub at once -how will the controls for the zip line work -we may need communication lines set up for swim meets -where are the fire exits -II' between the building and the pools is too narrow While these are all excellent comments and concerns, staff informed the AC that this plan is only conceptual and identified the features to be represented and the next phase would be detailed design where we would answer most of these questions. Staff informed the AC that the building extension for the lobby would be about 12". We concur with the grottos feature being incorporated into the hot tubs, the flow rider was the number one vote amongst the meetings and comment cards, this design would include raising the terrace around the outdoor area. Staffreminded the AC that we are meeting with Council on the 24th of April to receive direction on final design. Staff will provide a cost analysis, the entire plan if not constructed initially represents planning for the future, and the designs will be tightened up to represent some form of o depth entry and a water feature for toddlers. The AC's action on these items was: approval to support the continued design ofthe conceptual drawings presented. The continuation of the design process should include and answer the operational costs & sustainability for these facilities prior to any approval of construction. All approved. · Locker Room Improvements: Staff informed the AC that during the fall shut down a plan was being developed to improve the pool locker rooms. The goals for this work was to improve and area where 75% of the ARC users spend some amount of time and make it more warm and inviting to our patrons. In addition staff plans to carry the theme you see in the aquatic area throughout the locker rooms as well. Our goals are to increase efficiency in maintenance with new materials, a warm theme, FUN, ease of cleanliness, removal of rust, and improvement of the longevity of function in the fixtures. Staff plans to look at lighting throughout the locker rooms and into the hallways where we need to brighten up the atmosphere. Three options of colors were presented by Tim Hagman for consideration by the AC for direction. The AC chose a color theme, and in the use of materials on the walls supported a mountain theme. Debbie motioned to accept the direction of the AC and Rick provided a second. · Ice Operations Audit: The final review ofIce Operations was provided to the AC. Areas highlighted in the audit and by staff was the organizational hierarchy of ice operations and the average amount of full time staffing. Staff had already taken steps toward this hierarchy and the removal of one full time position in operations. Next was the consideration of ice coordinator being available for all programming and not just specific areas of strength. This is being looked at by staff as to how the use of these positions will move forward. There were concerns about the hours worked by some employees and whether or not this was in the best interest of ice operations. This is being looked at and will be addressed as well. Rick Newton mentioned that the ice maintenance is superior and we need training of individuals so that this knowledge is passed along. The AC would like to see what the percentage breakout of user groups is in the Aspen rinks compared to the audit recommendations. Pricing was average for ice use compared to the average around Colorado, while the AC felt that the daily fee was high. Staff is going to look at this and get back with the AC. Keep the audit on the agenda for updates. . Monthly Financials: Staff provided a long range plan to the AC which identified the capital expenditures each year in addition to the operating budget. The idea is that we can review the real cost to operate the ARC each year, and observe if capital improvements seem to have any affect upon the generation of revenues. The ARC was up about 14% in the first quarter of2007 over the same period of2006. March 2007 was up about $6,000 over March of2006 or about 6%. . Business Calendar: The AC reviewed the first draft of the business calendar and the AC was ok with the direction it was taking. The committee identified that the calendar should basically define events that will be forthcoming and require AC feed back or direction. The calendar should include an annual review of programming. IV. Updates: . Energy Improvements: The energy audit and improvements at the ARC are slow to move forward as the cost of implementation continues to rise while the payback does not. Staff is working with the contractor to find ways to get back to the original direction of the audit in that we want a reasonable payback for our investment. Staff has found that adding considerations for future expansion of facilities at the ARC has clouded the original direction and is separating the goals of the original audit, and the direction of the future expansion so they may each be measured on their own merit. . Ice Facilities Manager: To reiterate what was mentioned in the staff comments, Jojo Smith was announced to be the new Ice Facilities Manager. Jojo brings a vast amount of knowledge in the City's operations, past leadership experience and a fresh look at how to operate ice. Staff was seeking an individual who could lead and direct the vast amount of knowledge our ice personnel possess. . Concession Contact: Staff informed the AC that talks were continuing with BUNZ; the new concessionaire at the ARC, to ensure knowledge of the ARC operations and the need of user groups. The AC identified that they felt the prices were too high already, potions too large, and operational hours were inconsistent. Operations of the snack bar must be kid friendly and meet the needs of user groups. . Recruitment ideas: Staff informed the AC that recruitment was becoming an issue within the organization. Staff is looking at a scholarship program for high school students who may work within the Parks & Recreation department and a joint program with SkiCo in the retention of employees. These ideas need to be flushed out, but the AC in general supported the idea of working on a program for both groups. . Disciplinary Action: Staff was seeking a change in the Disciplinary policy which would require that both the individual and the user group be notified of action being taken, and that the department could enforce disciplinary action upon a user of a program renting the facilities. The AC approved this change. V. Action Item(s): VI. Other Business: . The AC requested information as to the number of users from down valley. Staffhad identified that this seemed to be an area of growth in use of the ARC. The committee was adjourned and will meet again on May 2,2007. ********************************