June 5, 2008 Board of Director Meeting Minutes
APEX PARK AND RECREATION DISTRICT
(Formerly North Jeffco Park and Recreation District)
13150 West 72nd Avenue – Arvada, Colorado 80005 – 303.424.2739
BOARD OF DIRECTORS
June 5, 2008
CALL TO ORDER
President Jim Whitfield called the June 5, 2008 meeting of the Board of Directors of Apex Park and Recreation District to order at 7:02 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Susan Miller, Lee Humrich and Jeff Glenn. Ken Harrell was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.
MOTION: Director Miller moved for the absence of Director Harrell to be excused due to advance notice to the board. Director Glenn seconded. Motion passed unanimously.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Humrich moved for the approval of the Agenda as posted. Director Miller seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF MAY 15, 2008
MOTION: Director Humrich moved for approval of the Minutes of May 15, 2008, as presented. Director Miller seconded. Motion passed unanimously.
PUBLIC INPUT –
Dr. Randy Snyder – introduced himself as President of the Edge Soccer Club and a local area doctor. Dr. Snyder extended an invitation to the board to attend the turf field dedication at Long Lake on Saturday, June 7 at 5:00. Dr. Snyder said that the Edge Soccer Club would provide refreshments and many soccer families were going to bring picnics for the event. Dr. Snyder then talked about the different organizations that contributed to the construction of the synthetic turf fields and the many benefits that these fields will provide to the community.
1. Proposed 2009 District Admission and Rental Fees
Mike Miles, Executive Director explained that each year at this time recommendations for the following year’s fees are brought to the board for approval. The budget process begins in July so the fees need to be set for that reason. The staff’s recommendation is to not change anything for 2009 except for some non-resident rental and admission rates. Resident tax rates of 35% support the district so the difference of the non-resident rates is usually equal to that amount of tax support by the residents. If the board chooses to do so, this would be the second year in a row that resident rates would not be increased. The last increase was approved in June of 2006 for 2007. We believe that people will remain closer to home to recreate because of the economy so attendance may increase. Mr. Miles stated that programs and attendance are higher than last year already and that should continue for the next couple of years. This would be a good incentive to go to the community and say that we are not raising their fees. Mr. Miles asked the board to suggest any adjustments before the June 19 meeting when the fees will be approved. Board discussion continued and in response to questions from the board Mr. Miles stated that about 60% of Apex business is non-resident users. Mr. Miles felt that if the non-resident fees were increased it would not be so much as to turn people away.
2. District Auditor Report
Gary Higbee, Chief Financial Officer, explained that the district is required by state statute to prepare a financial report annually. Two years ago the District took bids from auditing firms and McMahan and Associates were selected. Mr. Higbee introduced Dan Cudahy, C.P.A. with McMahan and Associates, an independent auditing firm who audited the report. Mr. Cudahy briefly reviewed how the annual financial report is laid out and addressed some of the key points. Mr. Cudahy explained that the district received a clean report for 2007 and also received the Certificate of Achievement for Excellence in Financial Reporting, a difficult certificate to achieve which means going above and beyond the state requirements. He also commented that receipt of the Certificate of Achievement is a display of competence in the district’s financial reporting. This is the thirteenth year that the district has received the Certificate of Excellence. Mr. Cudahy stated that the internal controls of the district are in good shape and no management suggestions needed to be submitted. The financial section starts out with a clean opinion with no audit adjustments. The management discussion and analysis is in a form for citizens to read addressing the highlights of the year. Mr. Cudahy stated that the district’s total net assets increased by 2.1 million and the cash reserves were built back up over the last couple years. The district is in good financial condition right now and will remain stable as long as prices don’t get too far out of control. Mr. Cudahy addressed different sections of the report in response to questions from the board.
MOTION: Director Glenn moved for approval of the Annual Financial Report for fiscal year ending December 31, 2007, as presented. Director Humrich seconded. Motion passed unanimously.
3. District Staff Division Reports
Mr. Miles introduced Ross Blackmer, Director of Recreation Services. Mr. Blackmer presented snapshots of Recreation Services. The division is a combination of youth services and sports that encompass 6 different areas.
Soccer arena – programming- Carrie Gomer, Garrison Street Supervisor and Kristin Kiphardt, Soccer Coordinator oversee adult/youth soccer leagues, camps and clinics, and Lacrosse camps and clinics. Rentals – baseball camps, clinics. Flag football leagues and arena football.
Secrest Youth and Teen Center programming – Laina Doyle, Recreation Coordinator oversees preschool programming at Lake Arbor Community Center and Campbell Cottages, day camp and after school programs. Special Events – 4th of July, Harvest Festival and Easter Egg Hunt.
School Age programming – Alli Mortensen, Recreation Coordinator oversees Gymnastics, Dance, Cheer including programs at the Jan Eckhardt Center. Also assists with Special Events – 4th of July, Harvest Festival and Easter Egg Hunt.
Field Maintenance – Lynn Griffen, Athletic Field Supervisor along with Jerry Jordan, Field Technician and John Lemieux, Field Technician oversees 23 baseball / softball fields, 31 multi-purpose fields, 35 park sites and 30 school sites.
Sports – Youth sports – Kay Palmer, Recreation Coordinator oversees Basketball, Volleyball (youth and adult), Track, Mini camps, after school sports programs and Special Events.
Adult – Stephanie Allen, Recreation Coordinator oversees Softball, Basketball, Flag Football, Kick Ball league and Dodge Ball league.
Registration & Scheduling Garrison Street Center – Office Manager, Jody Clarke and Guest Services Specialist, Janice Lefholz.
Building Maintenance – Julius Sisneros attends to 5 different facilities daily.
Don Tuchband, Director of Information Technology – Mr. Tuchband spoke to the board about Rec Trac, the data base system that schedules district programs and the growth of technology since he started with the district with one server back in 1999. Don mentioned that he and his department, Gabe, manage the phone, network and 8 servers that take care of e-mail traffic, web server and everything done in house. We have WiFi available at the Apex, Indian tree, Secrest Center and the Tennis Center. The district is set up with top of the line technology and will be upgrading to Office 2007 soon. Don’s biggest challenge is his loft wedge.
Faith Gregor, Director of Marketing, explained that she and her associate Rob Anna, graphic designer, comprise a support division for the entire district. Faith started with the District in 1995 and Rob joined in 2001. The marketing department is in charge of design, writing and production of all district publications. Activity guides 3X per year, mailed to approx. 52,000 households. Slate activity guide 3X per year, distributed to 2500 adults and seniors at the Community Recreation Center. A biannual newsletter mailed to approx. 52,000 households. Flyers, banners, posters, signs, collateral material as needed for all divisions, facilities, seasonal activities and special events. The Employee newsletter distributed every 2-3 weeks, the Annual report and photography for all events and publications. Electronic media – the District website has just been revamped. We currently have about 30% of registrations submitted on-line. A new website for Indian Tree has also been launched. The marketing department is also in charge of planning, budgeting, creating and distributing all media advertising and direct mail. For budget reasons media advertising is event-oriented and direct mail is targeted and trackable. Faith and Rob also provide all marketing support of divisions and facilities, including marketing plans, sponsor solicitation strategies and media plans. The marketing department also works with the Community Awareness Committee to create and support employee volunteer activities – food/toy drive etc., and the Fish program, in collaboration with Human Resources. Other areas of support include Elections/public process/surveys, public relations and media spokesperson, brand/identity development, name change, annual themes: get active, stay active, play for keeps, collective efforts with other recreation agencies, such as the Health Consortium, Special events – assist in all, design and manage some. Goals would include; expand, outreach to more non-participants and build more relationships with our existing participants, increase online registration percentage and build e-mail database, nurture partnerships within the business, financial and health communities, reach schools more consistently, more proactive with all division and district-wide promotions, continue to define Apex brand and enhance awareness and value of recreation and the district in particular. Faith has over 30 years experience in the marketing field.
Nancy Wellnitz, Director of Community Adult/Senior Services, oversees the Community Recreation Center, Leisure Arts Center and schedules some programs at the Eckhardt Center and organizes the Concert in the Park series. The name change to the Community Center was to encompass all adult programs not necessarily just senior programs. Programs include multigenerational events like Breakfast with Santa/Easter Bunny and Art Shows that include elementary school and adult art and Kids Concerts in the Park. The Community Center is being renovated, moving the billiards room and installing a fitness room, and installing new carpet. The Center employs 5 fulltime staff, which includes Nancy, 2 recreation coordinators, Lynn Weis who oversees fitness, dance and trips, a position that is currently open that oversees arts, education, humanities and special events, an administrative assistant and a maintenance person. The center also has 61 part time staff and 160 volunteers, which save the district about $63,000 annually. Annually the volunteers collectively give over 9,000 hours. An example of a unique and cost saving partnership is the custodial volunteers from Aspire Beyond (a day care agency for disabled young adults) who vacuum and wash windows two mornings a week to encourage community service. In 2007, 13% ($37,130) of the division’s revenues were from grants, sponsorships, and donations. In 2007 the Adult and Senior Division was awarded a grant from the Denver Regional Council of Governments (DRCOG) utilizing Comprehensive Older Adult Service Americans Act funding to provide seated fitness, balance classes, and wellness workshops and screening to the Arvada House (low income housing). This grant has been extended an additional year.
Biggest challenge is the need for daytime fitness instructors, not enough classroom space at times and the parking lot is too small. Recent renovations include a new roof and new HVAC units.
Gary Higbee, Chief Finance Officer – Staffing includes the Finance Director, Assistant Finance Director – Terri Fabrizio, Payroll Accountant – Lore Wiltfang, part-time accounts payable – Sharon Tolar and HR Director – Cindy Midyett. Cindy administers all job descriptions for 75 fulltime employees and 700 part-time employees who are mainly in the summer months for seasonal jobs. Payroll is a biweekly basis. Annual processes include the audit and the budget, which begins in August and wraps up in December. All division heads input their budgets and then we have budget hearings. Monthly the 3 bank accounts are reconciled, deposits are made daily, accounts payable checks are cut and mailed weekly, checks are reconciled monthly, receipts/accounts payable vouchers are posted daily, monthly and quarterly budget/accounting reports are provided to operating managers monthly. Gary has over 30 years experience in finance and when asked what his biggest challenge is he said none because he has a good staff.
Beth Graf, Aquatics Director – The Aquatics Division has 7 fulltime and 130 part-time staff. The Fulltime staff includes Jason Roberts – Apex Aquatic Coordinator who oversees Apex operations and Lifeguard training, Nathan Christianson – Meyers Pool Coordinator who oversees Meyer’s operations and Lifeguard training, Phil James – Aquatic Engineer and Mechanical Maintenance at all Aquatic Facilities, Betsy Sauter – Administrative Assistant and Sarah Willis – Apex Center FT Head Guard. The district outdoor pools had 157,000 visitors in 2007 and the Apex pool had 700,000. Biggest challenge is pool space. Our lifeguards are outstanding. They must complete an intense 30 hour training course, 4 hours a month refresher, 4 unannounced observational audit per year and an on shift scenario training. Lifeguard licenses must be renewed yearly. The district offers 30 different programs. Recent renovations at Meyers Pool include new front doors, HVAC system, new garage doors, new lighting systems. The Apex pool will have a complete resurfacing during shutdown in August. Beth has 25 years of aquatics experience. Her biggest challenge is pool space and the aquatics goal is to touch as many people as possible with the space that we have.
Terry Goldwater, Apex Center Manager, has been the Apex Manager for almost 5 years, 12 years with the district and in recreation for 21 years. Terry oversees the Apex Center, which has 28 fulltime employees, 12 of which are managers, and depending on the season we have between 100 and 200 part time staff including aquatics staff. The entire facility is 168,500 square feet and is now nearly 8 years old. On our busiest days we will have upwards of 3000 visitors and overall we have over 1 million visitors per year. 2007 finished with revenues exceeding expenses by $262,000. My 2008 budget shows $3.4 million in revenue and over $3.5 in expenditure, however we are off to a great start this year and I expect to be in the black again this year. Our SilverSneakers program is a highlight with revenues over $13,000 per month on an average. Aquatics has done a phenomenal job increasing programs and classes to accommodate the demand. Our lifeguards are incredibly professional and our pool is safe. In our ice arenas we host the Colorado Figure Skating Championships each August and Arvada Hockey Association hosts a number of major tournaments in the fall and winter. In conjunction with the CFSC we are hosting the Collegiate Figure Skating Nationals for the first time and expect participants from all over the country. Special events include the Halloween Carnival that draws over 1000 children and parents each year, and the 9Health Fair is a huge community event that attracted 940 participants and over 160 volunteers this year. This year we hosted a figure skating event, an after prom and the 9Health Fair all in one weekend. This facility was intended to be a drop in facility when it opened, however we have been able to be more creative with our programming to bring in more revenue while still accommodating our guests. Since 2004 there have been many efforts to reduce our operating expenses. With the help from our excellent Building Engineer, Justin Howe, we have hardly seen any increase in expenses over the last 4 years. We have cut fulltime staff from 37 to 28 fulltime staff since opening. Fitness is crazy busy, bursting at the seams, people waiting for fitness equipment. We have renovated the Edge room to offer cycling and pilates. Youth services have a number of popular programs with Kids Nite Out and Parents Night Out. We served almost 8400 kids on Saturday nights last year. Childwatch hours have been extended and we have added open gym exercise time for parents with newborns who are not allowed into child watch until they are 6 months of age. Guest services are focusing on retention and getting people to sign up for services. Concessions and vending has been doing well, offering Starbucks coffee and Dip’n’dots. We just completed a makeover of the west ice rink and replaced all ice arena flooring. We are trying to be more “green” and have started a recycling program, changed our paper products and cleaning supplies and have been approved by Xcel Energy for Solar Panel installation above the ice arenas this summer.
Brent Anderson, Racquet Sports and Fitness Center Manager, My division includes the Racquetball and Fitness Center, Therapeutic Recreation Program (TR) and the Arvada Tennis Center and employs 4 full time and 40+ part time staff. Julie Hines, the TR Coordinator has grown the program for individuals with disabilities from 10 to over 200 participants. Julie has done an outstanding job and received the Therapeutic Recreation Specialist of the Year award in 2007. Michele Crouse, Tennis Coordinator is now a fulltime year round employee. The Tennis Center has 8 lit courts, hosts 4 USTA sanctioned tournaments a year, offers youth and adult lessons, junior teams, adult league play and private/semi-private lessons, drop-in play, wheelchair programs and drills. A-West High School boys and girls tennis teams also use the courts. The Racquetball Center, along with having cardio/strength equipment and free weights, has the largest racquetball program in the state and hosts leagues, lessons, shuttles and tournaments. We will be hosting the 2008 State Doubles Tournament this year. We are staying incredibly busy even though racquetball is declining across the state. The center has new flooring, equipment, and locker rooms. The Tennis Center has new incredible bathrooms and a renovated clubhouse and office, thanks to Marshall and crew.
Alan Abrams, Golf Course Operations Manager, has been employed by the district at Indian Tree for 28 years. Indian Tree was built in 1970, started with three holes playable on opening day, to 18 holes in 1971, then adding the par-3 and range in 1973. North Jeffco purchased the land from the Schneider family with their wishes that the land stay in use for recreation. Indian Tree currently employs 7 full time employees, 120 +- yearly part time employees and is open everyday but Thanksgiving and Christmas, weather permitting. Golf operations includes one operations manager and one assistant manager, Rudy Castaneda. Rudy and I are both members of the Professional Golfers Association. The course includes 1 – 18 Hole championship course, par 70, 7010 yards, 1 – Par-3, 9 hole course, 120 yards for average length, for training the beginner golfer, a full Driving Range (24 people tee area) and has been newly renovated this spring with five new target greens & leveled the tee area, and 1 Practice chipping green and 2 practice putting greens, 1 nursery green. During the busy part of the summer we serve 4 players every 10 minutes (tee times), 24 players in one hour, 240 players in a 12-hour day. The cost to play: Green Fee $28.00 is 6th lowest out of 46; average green fee in metro area is $34.00. We have a cart fleet of 60, with arrival of 60 new replacement carts in mid June. We renovated the Clubhouse in 1999 for 1.4 million. We have 150+ golfers in Adult golf classes, 225+ golfers in Junior golf program during June, July & August. We offer several private golf lessons and serve the community in offering a social and competitive weekly clubs for: 18 Hole ladies, 9 hole ladies, par-3 ladies, ladies a, b and c teams, Super seniors, Par-3 seniors, Men’s club & junior club for a Total for clubs of 600 players per week. We host several area high school boys and girls practices and regional tournaments and, we host over 50 local business and corporate tournaments and fundraisers plus several state championships. The Indian Tree Restaurant has 1 full time manager and certified chef, Jeremy Quattlebaum, a full bar and restaurant service, breakfast & lunch are main meals. A full meeting room and full banquet service of up to 200 people capacity used by several groups, weddings, receptions, birthdays, reunions and golf tournament functions and the daily golfer. Also, four big screen TVs for a sports atmosphere theme. A full beverage cart service for golfers, daily in season. The restaurant services over 100,000 customers yearly. Indian Tree maintenance has 1 Superintendent RMGCSA Certified, Scott Gibson, two assistants, Gary Griffin, Scott Bullock RMGCSA certified, and one fully trained mechanic, Dan Machuga. They look after 155 acres of wall-to-wall grass, parkland style and its mowing and irrigation equipment. The average golf course acreage is 80-100 acres in grass, links style. A new irrigation system was installed in 1994. The course has six ponds and Farmers High Line canal feeds our water. Resurfacing of the parking lot will happen in the next three weeks. Total Golf 2008 Budget: income $1,867,000, expenses $1,762,000. Net income $104,000, debt service of $103,000. Final +$503. The Golf Course is in unbelievably great shape! I encourage you to come out and tour the facilities. Our biggest challenges, golf is flat nation wide, weather, and fuel cost.
Marshall Masek, Director of District Services – Mr. Masek handed out a brochure detailing the District Services Operation to the board members. District Services has 4 full time employees, Marshall, Butch Billips, Nathan Eaton and Mark Harris, that receive over 375 service requests from district facilities each year. Their main duties include emergency repairs, service and maintenance of existing facilities, provide preventive maintenance, oversee capital projects and planning and design. Mr. Masek explained to the board the procedures for contracting for outside services that the district services crew cannot do, such as electrical work. District Services is now busy updating facilities since the successful election of November 2006. District Services also oversees the Eagle Scout program started in 2001 and has seen 32 completed Eagle projects to date. 13 projects are scheduled in 2008. Other areas of expertise are Grant writing, nearly $6,800,000 in the past 11 years, the Tree of Life Program, general planning and design, updating and keeping current district maps, Jefferson County and City issues, and snow removal. Mr. Masek has been with the district for 12 years.
BREAK – President Whitfield called for a 5-minute break at 9:18.
President Whitfield reconvened the Board Meeting at 9:25.
4. Board Committee Membership
President Whitfield suggested that the directors attempt to attend the area youth sports organization meetings in addition to the YSAC meetings. Not all youth sports organizations send a representative to the YSAC meetings so this would be a way to make contact with these organizations. Director Glenn offered to put together a list of the organizations and their meeting schedules and then the directors can decide who will attend. Board discussion continued concerning the various committee/community meetings and it was decided who would attend the following meetings:
a) Coordinating Committee Meets quarterly or as needed. President Whitfield and Director Humrich will attend regularly – Director Miller will be an alternate attendee.
b) Arvada Chamber of Commerce Issues Breakfast Meets the 3rd Friday of the month, 7:00 am at the Indian Tree Restaurant. Director Humrich will attend regularly.
c) Youth Sports Advisory Committee Meets quarterly at the Apex Center. Director Harrell will attend regularly.
d) Arvada Parks Advisory Committee Meets the 2nd Wednesday of the month, 7:00 pm at the Majestic View Nature Center, 7030 Garrison St. Directors will rotate attendance as required.
e) Round Table Issues Breakfast Meeting Meets the 1st Friday of the month, 7:00 am at the American Legion Post 161, Lamar & W. 60th Ave. NO MEETING JUNE THRU AUGUST – Director Glenn will attend regularly.
f) North Jeffco Foundation Meets the 1st Thursday of the month, 7:30 am in the Randall Room at the Apex Center. Director Miller will attend regularly.
5. IGA – Field Use Agreement, R-1 School District
Mr. Miles explained that two years ago the Jefferson County School District approached Jefferson County about assisting with funding for synthetic turf fields at several Jefferson County area High Schools. Jefferson County School District R-1 is building the fields and OSAC will help with the funding. Due to grant requirements, Apex Park and Recreation needs to approve the grant request for $300,000 and submit it to OSAC and the School District will then contribute $200,000 to the project. Mr. Miles stated that this will not require any funding from Apex, we are just submitting the grant request. Board discussion continued concerning the use of the field, if it will be multi-use or exclusive to one sport, and the availability of use for Apex Park and Recreation programs. Mr. Miles responded that we will be scheduled for use of the field but we don’t know how much at this point.
MOTION: Director Glenn moved for approval of the Intergovernmental/Joint Use Agreement with Jefferson County School District No. R-1 regarding scheduling and use of the synthetic turf field at Arvada West High School. Director Miller seconded. Motion passed unanimously.
6. Consideration of Resolution APRD2008-09 Approving Application for Jefferson County 2008 Joint Venture Grant for a Synthetic Turf Field at Arvada West High School
MOTION: Director Glenn moved for approval of Resolution APRD2008-09 stating the complete support of the Board of Directors of Apex Park and Recreation District for a Jefferson County Open Space 2008 Joint Venture Grant Fund request for funding of $300,000 for the construction of a synthetic turf field at Arvada West High School. Director Miller seconded. Motion passed unanimously.
7. NRPA/CPRA/SDA Attendance
Mr. Miles explained that these are three separate professional conferences that we usually have a director attend and staff members attend these conferences also. Reservations and travel arrangements need to be made soon so the board needs to decide who will be attending. Board discussion continued concerning the conferences and it was decided that Director Glenn would attend the SDA Conference in Breckenridge on September 17-19, Director Humrich would attend the CPRA Conference in Vail on September 23-26 and Director Miller would attend the NRPA Conference in Baltimore on October 14-18.
EXECUTIVE DIRECTOR REPORT
a) Solar Grant – Apex was approved by Xcel Energy for a solar grant, which should save about $10,000 per year in energy expenses. Justin Howe, Apex Building Engineer, is looking into wind power grants.
b) Apex Roof – There have been huge issues with leaks around the skylights above the pool area. Repairs have been made to 3 of the 6 skylights. We will know if they were successful after an infrared test, which will be done soon.
c) Foundation Invitation – The North Jeffco Foundation has invited the newest board members, Jeff and Lee, to attend the Foundation breakfast on, July 10.
d) Fisher Pool – An upset citizen left signs on the fence surrounding the Fisher Pool demolition. Several phone calls have been received by Apex personnel about the removal of the pool. The demolition should be done by next week and then the area will be landscaped.
BOARD MEMBER REPORTS
North Jeffco Foundation Report –
Director Miller reported that plans are going well for the Car Show/Fun Run but they would like to have more runners. Also, Bob Loveridge was voted in as a new Foundation member. The annual golf tournament, which will be on Friday, September 19, is also in the planning stages.
MOTION: Director Miller moved that the meeting be adjourned. Director Humrich seconded. Motion passed unanimously.
The meeting was adjourned by President Whitfield at 10:16 p.m.
Luann Levine, Recording Secretary
Lee Humrich, Secretary/Treasurer