March 20, 2014 Board of Director Meeting Minutes
BOARD OF DIRECTORS
MARCH 20, 2014
CALL TO ORDER
President Jeff Glenn called the March 20, 2014 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:32 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jeff Glenn, Jim Whitfield, Bob Loveridge, Lee Humrich and Ken Harrell. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Mike Miles, Executive Director, asked the board to consider adding agenda item #2 under New Business to consider canceling the April 3rd board meeting.
MOTION: Director Whitfield moved to approve the addition of agenda item #2 under New Business to consider canceling the April 3rd board meeting and to approve the remainder of the Agenda as posted. Director Humrich seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF FEBRUARY 20, 2014
MOTION: Director Whitfield moved for approval of the Minutes of February 20, 2014, as presented. Director Loveridge seconded. Motion passed unanimously.
PUBLIC INPUT – There was no public input.
1. Election Information
Mike Miles, Executive Director asked Luann Levine, Designated Election Official, to explain to the board some of the new changes to the election process. Ms. Levine explained that one of the major changes under the new Election Code is that the District is required to mail ballots to all UOCAVA voters. UOCAVA (Uniformed and Overseas Citizens and Absentee Voting Act) voters are Colorado citizens, in our case District residents, who are living outside the U.S. and all active military personnel absent from Colorado or the District, including their spouses and voting-age dependents. Also, the election results will not be certified until May 14, 2014, which is the last day to receive voted absentee ballots from UOCAVA eligible electors. One other major change is that the District is now required to offer a permanent absentee ballot list: once a voter asks to be added to the list, the voter will automatically receive an absentee ballot for all future elections.
2. Cancel April 3, 2014 Board Meeting
Mike Miles, Executive Director asked the board to consider canceling the April 3, 2013 Regular Board Meeting because there are no agenda items at this time and Jefferson County Open Space Committee has invited us to their meeting at 7:00pm that same evening for the official transfer of the Simms Street property deed.
MOTION: Director Harrell moved for cancellation of the April 3, 2014 board meeting. Director Loveridge seconded. Motion passed unanimously.
1. Update on Success in the 1st Degree Customer Service Program
Mr. Miles stated that we are moving forward with formalizing the Success in the 1st Degree program but will leave it open and flexible to allow divisions to implement as it fits their environment. A couple examples of the program; Commitment to Communicate seems to be a component that is coming forward consistently. You can never communicate too much. This concept will be difficult to measure but the goal is to make guests feel better informed about district opportunities. To assist with the First and Last Impression component, division managers will be asked to look at facilities other than their own. A different set of eyes may notice something that a manager looking at every day may not see. We are looking forward to developing this program. We will keep a few elements of the Fish program, Be Present and Choose Your Attitude. This is a unique effort and staff is responding well to it and we will see how this develops in the next few months. The plan is to roll this out at the next staff meeting in April. Board discussion ensued.
2. Update on Simms Project Status
Mr. Miles reported that while working through the development of the east side of the Simms Street building we are dealing with requirements for sprinkler systems and fire codes. A sprinkler system will be very expensive so we are working with Jefferson County planners to develop a plan for the remodel. The county has agreed to divide the building up in 3 sections for firewall purposes. Mr. Miles added that construction documents are being done for the outdoor access bathrooms and offices on the south side of the building.
3. Update on Simms Street Annexation
Mr. Miles stated that he met with City staff concerning the pre annexation hearing for the Simms Street property. Per annexation requirements we will have a public annexation hearing and we will need to install curb, gutter and sidewalks along the east side of the property. The easement may take out some parking and that will be an issue. We are asking the City to help with expenses. We are also meeting with Joe Jehn next week; they are developing the property to the south and west of the Simms Street property. City staff has been very agreeable and willing to work out any issues. Board discussion ensued.
EXECUTIVE DIRECTOR REPORT
Jefferson County Sheriff Department has booked Indian Tree on May 15 which would be our first board meeting following the election. This meeting is usually held at Indian Tree with a dinner for the board members following the meeting. Due to these circumstances other arrangements will be made for that meeting in May.
We have been getting customer feedback that our website is not adequate and we are going through staff and citizen reviews to update and improve our website. We are in the initial stages of this process and may look at a focus group and survey to get feedback on the direction we should be taking to keep up with technology. Our goal is to make our website user friendly and efficient. We are trying to figure out all the issues so we can find solutions. Our website is managed internally and one option would be to use an external company to develop and manage our website.
Aquatics staff was recently reviewed, unknowingly, by Ellis and Associates, an aquatic and risk management consulting firm, and every single employee achieved an excellent rating.
We have recently signed a major sponsorship contract with Chick-Fil-A and are looking forward to a great relationship with them.
Brian Bott has been appointed as Ice Arena Manager and his previous position, Assistant Ice Manager, will be filled.
Our Field IGA with the city expires this year. We will go through the process and renew the IGA for another 5 years. This IGA has been a good working document and the agreement and relationship has worked well.
We have received no news from Arvada Junior Baseball and they are not practicing on our fields at this point.
Ross Blackmer, Recreation Services Manager, has resigned and has accepted the position of Executive Director at Carbon Valley Park and Recreation District. We are not replacing his position but splitting responsibilities between two existing staff, Carrie Gomer and Lynn Griffin.
BOARD MEMBER REPORTS
Director Loveridge reported that he went to the grand opening of the North Jefferson Baseball indoor practice facility at 52nd and Marshall. It’s a very nice facility.
President Glenn attended the Arvada Chamber Man and Woman of the Year luncheon and Apex was recognized. It was a good event.
Director Whitfield reported that the Apex Foundation Silent Auction generated about $10,000. The Foundation is now gearing up for the Car Show, the 5k Run will be outsourced and ran by an outside company. Also, the Foundation is looking for a new board member.
MOTION: Director Whitfield moved that the meeting be adjourned. Director Loveridge seconded. Motion passed unanimously.
President Glenn adjourned the meeting at 7:45 p.m.
Luann Levine, Recording Secretary
Lee Humrich, Secretary/Treasurer