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HomeMy WebLinkAboutARC.min.040709r ~~ PARH5 & REC REATI6N DRAFT ASPEN RECREATION CENTER ARC ADVISORY COMMITTEE Meeting Minutes Apri17, 2009 In Attendance: Board Members: Rick Newton, Barbara Owen, Gordon Gerson, Scott Writer, Laura Kornasiewicz, and Debbie Ware Staff Member(s): Tim Anderson, Jonathan Godes, JoJo Smith Guests: No Guests I. Call to Order -Scott called the meeting to order with a quorum present. Committee Comments: Rick asked why we cannot get WiFi here for the public to use? Tim had spoken to the city attorney. He explained the entire city would need to have it available in every facility. The committee asked to have the city attorney to come to the next meeting to help explain. Tim stated it could not go through Irma at Future Champs. Staff Comments: Tim felt we could possibly get more furniture for the upstairs lobby but we need to wait till the end of the year to see how the budget looks. We have numerous on-going repairs that are hazd to predict. Guest Commeuts: No guests II. Approval of Past Minutes: The minutes were approved. III. Discussion Items: Ice Garden U.se for summer, future planning: Tim Anderson presented the program update for summer use that Jon Lazson had put together. The Ice Garden will be open five days a week, primarily Monday through Friday. The Ice garden will still need to have $ l OOK in expense cuts. Rick Newton Mentioned there would be additional programming in August. Rick Newton had also looked into the purchasing of flooring for special events to be held when the ice was in place. He stated the cost was about $100K. Tim stated that was approximately the same as when we had looked at it before. The size of the flooring would be fitted to the Lewis Ice Arena and have special fitting for the garden ice. Storage is still the biggest issue. Scott Writer mentioned we have been taking about this since opening the ARC. Tim will put together the possible revenues and expenses associated with the purchase of the flooring for the next meeting. He will also get with ACRA and our marketing department to see the revenue generating possibilities. A brain storming session was held with numerous questions being raised. We need to identify who the users are, partner with user groups, offering Colorado Mountain College (CMC) physical education credits, off season rates, different service levels have different costs, who is in charge of setting up and filling additional programming? ?. Cost Recovery information: Jonathan is working with Ashley Ememann from finance on a cost analysis model. All fulltime staff labor has been attributed to different programming. There are approximately 12001ine items. The administration costs were also allocated. Scott stated we need to establish what our costs are to know what the revenues are. A discussion followed about the pools and ice needing to be operating 24/7. How are these costs allocated based on the 24/7 operation? Would the cost of ice be 24 divided by 12 hours? Gordon felt that the numbers could be manipulated so there wouldn't be a true picture of actual costs. Gordon asked if any other facilities were doing this. Tim said he did not know of any. Tim stated this was to be a tool not the ultimate answer. Gordon stated that in his 16 months of being a committee member, this cost analysis model has been started with no conclusion. Gordon states that having a spreadsheet of 12001ines is way too much information. Keep it simple. Scott felt we still need to know our costs to know our revenues. 3. Aspen Area Plan: Nothing happening at the moment. There is a P & Z meeting today to further schedule process. Tim will have the organizational chart for the next meeting. Tim reported on what the city manager has been explaining to staff about the recession and budget cuts. He reported that while the rest of the city increased labor the recreation department decreased labor and increased programming. Laura asked about the outdoor pool being axed. Tim stated the excess tax would be going back to the taxpayers. The outdoor pool would have to go in front of the tax payers again for approval to collect the excess tax. IV. Updates and Progress Reports: Business Calendar.• The group felt there needs to be more information included on the calendar, such as the swim meet in June. 2. Pass Swipes at Front Desk.• Tim explained the diagram included in packet of the remodel at the front desk. Pass swipes located at one end will enable self check-in. This will hopefully lead to a decrease in staff and be more efficient. The turn-styles will help with the people sneaking in. It will also count the number of people going in. Gordon asked how much this project was costing. Tim said approximately $12K with the majoring of the work being done by staff. The construction will start May 151 and go for a month. 3. Monthly Financial Report: The group agreed we need streamlined efficient operations and more programming. Scott stated we need to know our costs to know if they are too low and we then look and the closure of some facilities. V. Action Item(s): Camera's at the ARC: Tim explained the reason for the cameras at the ARC. They would be placed outside the locker rooms and various other locations to help minimize the vandalism and theft that happens here. These cameras will also help with staff safety. Laura stated that cameras at the schools have solved some of the same issues. Tim stated we need to look at the change of hours in the winter when hockey is happening and there is no front desk staff. The committee approved the installation of cameras at the ARC. VL Other Business: 1. Tim explained the lap pool leaks resulted from the pipes settling and causing breaks. Shaw and Poolscapes are involved with the leaks. The work will be done in-house primarily while the concrete will be poured by a contractor. The committee was adjourned at 4:45 and will meet again on May 5th, 2009.