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MINUTES - Ad Hoc AFLC Liaison Committee - 20150424 TOWN OF AURORA AURORA FAMILY LEISURE COMPLEX (AFLC) LIAISON COMMITTEE MEETING MINUTES Date: Thursday, April 24, 2015 Time and Location: 2 p.m., Program Room B, Aurora Family Leisure Complex Committee Members: Councillor Sandra Humfryes (Chair), Councillor John Abel, Councillor Michael Thompson, Deni Crescenzi, Juergen Daurer, Wendy Frappier, Janet Matthews, Gene Scherrer, and Jo-anne Spitzer Member(s) Absent: Frans LeRoij Other Attendees: Councillor Tom Mrakas, Neil Garbe, Chief Administrative Officer, Al Downey, Director of Parks & Recreation Services, Ilmar Simanovskis, Director of Infrastructure & Environmental Services, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 2 p.m. 1. INTRODUCTIONS The Chair asked the Committee Members and other attendees to briefly introduce themselves and express their interest in, or connection with, the Aurora Family Leisure Complex (AFLC). Introductions were made around the table. 2. PURPOSE OF COMMITTEE The Chair reviewed the purpose of the Committee in assisting with the tracking and implementation of improvements related to the AFLC. Suggestions were offered for the approach to be taken in reviewing the AFLC Outstanding Deficiency List, determining priorities, and identifying the items that staff may address quickly. AFLC Liaison Committee Meeting Minutes Thursday, April 24, 2015 Page 2 of 5 3. REVIEW OF AFLC OUTSTANDING DEFICIENCY LIST The Committee discussed various elements of the AFLC deficiencies with reference to “Attachment 1 – Memorandum from Director of Infrastructure & Environmental Services (dated April 14, 2015); Re: Aurora Family Leisure Complex (AFLC) Outstanding Deficiency List”, as well as the “AFLC List of Concerns – Space by Space” (dated April 23, 2015) and photographs of various areas of the AFLC, which were provided by citizen members at the meeting. The following items were highlighted (staff comments in brackets): Deficiencies Comments/Suggestions Approach Prioritize deficiencies; identify action items; determine feasibility, accountability, dates; use holistic approach based on user needs; find ways to make it work Accountability Too many layers, e.g., contractors, subcontractors, supervisors; need accountability at all layers; need single point of contact; identify name and responsibility; need continued accountability afterwards (Phillip Galin oversees changes) Communication to users Need communication to users on regular basis; weekly or bi-weekly; display lists on easels; should indicate if temporary fix; add column on chart for interim solution; need orientation or meet and greet Communication from users Need to determine process for users to communicate issues to staff; need more user engagement; task someone to survey members; hold open houses and meet with groups to get feedback (already have suggestion box and message board) Communication within staff Staff are overwhelmed; need to be informed of their “go to” staff person Design Seems done by novices; if wish to attract new members, need to focus on accommodating more members Quality control Determine responsibility; some deficiencies not resolved professionally Back door locked – inaccessible Four programs for seniors; too far to walk to front door; mobility issue for seniors; use of back door worked well before; need fob system or monitoring; need staff to investigate options (discussed during design phase; more efficient with one control desk; challenge is control and safety; staff to park in back lot with key entry at back door) AFLC Liaison Committee Meeting Minutes Thursday, April 24, 2015 Page 3 of 5 Deficiencies Comments/Suggestions Change room – benches Two benches insufficient; need two more; (previously no lockers in fitness change room; design added lockers; need to remove lockers to add benches to maintain wheelchair accessibility; staff to place warning stickers on lockers to be removed to accommodate added benches) Change room – floor mats Previously had perforated floor mats; need mats returned to help prevent slippery floors Change room – hair dryers Too high; one dryer dropped down (quick fix); need all hair dryers lowered Change room – handicapped Need more hooks Change room – men’s shower Hot water tap releases cold water and cold water tap releases hot water; potential liability issue (staff will test each shower head) Change room – women’s cubicles Two cubicles insufficient and too large; need minimum of four cubicles Change room – women’s shower Low water pressure; replace eco shower heads with regular heads; use same heads as new ones at SARC which work well; test pressure vs. SARC Change room – women’s shower Soap dishes missing; plastic soap dish was affixed to wall (quick fix) Construction garbage General construction garbage present on site Fitness centre – aerobics/yoga room Privacy issue; use kraft paper temporarily; (blinds have been ordered; staff will check delivery date and report back) Fitness centre – equipment Orientation of equipment (staff responsible; could meet with members to discuss changes needed) Fitness centre - program room size Too small to accommodate number of users; users asking if gymnasium space could be used when not in use for youth Fitness centre - program room and track temperature Users complaining rooms are too hot; no windows open; wires draped; not enough outlets; no water available; suggested using fan to take heat out; wall control not working; liability issue (staff will investigate and report back) Fitness centre – windows Sun and dimpled glass causing visual discomfort; users suggested that classes and equipment face the other direction, away from sun Garden atrium Uneven; need to check for proper base Lockers Too small; unable to fit bag, coat (same lockers, no issues previously; new lockers only in Family change room) AFLC Liaison Committee Meeting Minutes Thursday, April 24, 2015 Page 4 of 5 Deficiencies Comments/Suggestions Parking – accessibility Need more than four handicapped parking spaces (sufficient per rules; can designate four more) Parking – Sports Dome users Saturday morning issues when Sports Dome users park at AFLC (overflow is Legion parking lot but space is limited; part of agreement with Sports Dome is to use AFLC parking lot; Town is receiving benefit) Skateboard park Cracks already in concrete (contractor responsible); sharp stones around edges should be moved back to sidewalk; need grass buffer; area lacking supervision; need more signage respecting indemnity and responsibility Squash area Need to reach out to key users for feedback Suit water extractor Located in change room with no drain; bucket was placed underneath; needs monitoring (quick fix) Wristbands Staff to provide costs 4. DETERMINATION OF TOP PRIORITIES The Committee agreed on the following priorities: Top Priorities Actions Communication • Staff to post current list of deficiencies/status in AFLC lobby • Staff to report back with updated, consolidated list • Staff to post updated list in AFLC lobby, make paper copies available for pickup, and e-mail updates to AFLC members • Communications staff to assist in communicating with AFLC members • Staff to be kept informed of developments Back door locked – inaccessible • Staff to investigate and report back on options, costs, and feasibility of opening back door Parking – accessibility • Staff to designate four additional handicapped parking spaces at front of facility and post signage Skateboard park • Staff to remove sharp stones from proximity to skateboarders AFLC Liaison Committee Meeting Minutes Thursday, April 24, 2015 Page 5 of 5 5. NEXT MEETING The Committee agreed to meet next on Thursday, May 7, 2015, at 2 p.m. in Program Room B of the Aurora Family Leisure Complex. It was also agreed that the meeting would include a tour of the AFLC facility. 6. ADJOURNMENT The meeting was adjourned at 3:53 p.m. COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS ADOPTED BY COUNCIL AT A LATER MEETING.