June 16, 2016 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
June 16, 2016
CALL TO ORDER
President Whitfield called to order the June 16, 2016 regular meeting of the Board of Directors of the Apex Park and Recreation District, held at 6:30 p.m. in the Randall Room at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Board members in attendance were: Jim Whitfield, Jeff Glenn, Kristen Larington, Tommy Skul, and Vicki Pyne. District staff members in attendance were: Lauri Dannemiller, Executive Director, and Dawn Fredette, Executive Assistant and Recording Secretary.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Glenn moved for approval of the Agenda as posted. Director Larington seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF MAY 19, 2016 MEETING
MOTION: Director Glenn moved for approval of the Minutes of the May 19, 2016 meeting, as presented. Director Skul seconded. Motion passed unanimously.
PUBLIC INPUT – None
1. Bond Update – COA, Promotional Information
Ms. Dannemiller distributed her Bond Update memo for June 2016, noting that she plans to provide the Board with an update on a monthly basis as well as have monthly meetings with Director Whitfield and Director Larington. Topics addressed in Ms. Dannemiller’s memo and discussed with the Board included the following:
i. Public Outreach – Branding and Thanking the Voters. Work has begun on developing a unique brand around the bond projects to include a logo, signage, and a page on the District’s website. There will be signage at each project thanking the voters for their support.
ii. Project Coordination. The first meeting with the City to discuss the bond projects went well. No significant issues arose. The District is currently in the pre-application process and meetings with the City’s Development Review team have been scheduled.
Ms. Dannemiller also discussed the City’s $3.1 million contribution, which will become available upon completion of an IGA between the City, the District, and the school district for the Fitzmorris project. The first IGA meeting is scheduled for June 30th.
iii. Financing. The bonds are set to sell on September 14, 2016. The projects need to be under contract within three years of receiving the principal amount. A premium on the bonds in the amount of $4.5 million will be available for three years should a project go over budget or if a project is expanded. This would not exceed the limits contained in the ballot question.
iv. Bidding/Contracting. A bid has been requested from Barker Rinker Seacat (BRS) for design work on the Apex Center projects. BRS is the architect of record for the Apex Center and familiar with the projects since they completed the preliminary design for the election. Delivery of the project will be decided by the new Deputy Director of District Services (DD-DS).
v. Project Staffing. Robert “Bob” Roby was hired this week as the new DD-DS. He will begin working for the District on July 11. A copy of his resume was provided to the Board.
Additional discussion included the timing of the child watch renovation at the Apex Center. It will not occur during this year’s annual shutdown. Moisture in the skylights was also brought up and whether or not this could be addressed during shutdown. Ms. Dannemiller also discussed the addition of pavilions at the new splash pad, which would provide shade and encourage birthday parties to generate revenue.
2. Final Election Costs
A report regarding the May 3, 2016 election costs was distributed and reviewed by Ms. Fredette.
Additional discussion included the District’s election results by precinct, Arvada FPD elections, the cost of mail ballot elections vs. polling place, and the public’s perception with regard to information received for both types of elections.
3. Finalized Board Committee Assignments
The Board had previously reviewed a draft listing of interest groups and Board member assignments. The Board proceeded to review and discuss a current version of the listing and assignments as updated by Ms. Fredette and Director Whitfield.
Additional discussion included getting on the school district’s calendar and the Arvada Vitality Alliance (AVA). Director Whitfield noted that he is also on the Board of the Red Rocks Community College Foundation. The college is building a new rec center.
4. Approval of 2015 Comprehensive Annual Financial Report
At the Board meeting held on May 19, 2016, the Board reviewed the District’s 2015 Comprehensive Annual Financial Report (CAFR). Kristin Donald, District Finance Manager, and Paul Niedermuller of CliftonLarsonAllen, the District’s Auditor, were present at that meeting to discuss the CAFR and answer any Board member questions. Ms. Dannemiller suggested the Board move to approve the CAFR as presented at the May 19 meeting.
MOTION: Director Glenn moved for approval of the District’s 2015 Comprehensive Annual Financial Report, as previously presented. Director Larington seconded. Motion passed unanimously.
OLD BUSINESS – None
EXECUTIVE DIRECTOR’S REPORT
Items discussed and included in Ms. Dannemiller’s report dated June 16, 2016:
• Upcoming Meetings & Events
– Cancelled Board Meeting July 7, 2016
– Next Board Meeting is July 21, 2016
• Staffing Items of Note:
– Robert “Bob” Roby has been hired as the new Deputy Director of District Services. He was hired as a full-time employee, beginning July 11, but with a 3-year limited time status. The status will be reevaluated at the end of the third year of employment.
– David Craig in Marketing has resigned, effective June 8, 2016. The Marketing division will be reorganized with a new Director of Marketing, Community Outreach and Communications. In addition, the two current positions of Marketing Director and Partnership Coordinator are being combined into a new Communications Manager position.
• Board Notes: Ms. Dannemiller discussed cancellation of the July 7 meeting due to the 4th of July holiday and the major agenda items planned for the July 21 meeting, including a bond pricing update, District fiscal policies, and review of the bond resolution to be approved at the August 4 meeting.
• Facility Update:
– The contract for construction of the Simms Street Pickleball courts is currently in negotiations. Renner is the preferred contractor but they may not be able to get a crew on the project in time for completion in 2016. Other firms are being looked and more information should be available soon.
– An RFP for construction of Simms Street Phase IV is available as of today and bids will be due in mid-July.
– Other smaller CIP projects are underway at the Racquetball & Fitness Center.
• Employee Recognition: The honorees for June are Russ VanMarter and Terrell Goodson for conducting a very successful Employee Fitness Challenge. Over 60 participants weighed in, lost weight, gained muscle, and improved their BMI during the 10-week challenge.
Additional discussion included the Foundation’s upcoming Father’s Day Car Show at the Apex Center and the Chamber’s Annual Golf Tournament on August 26. The Board will likely put together a team for the tournament as well as make a donation to benefit the Arvada Food Bank. In addition, the Food Bank has its own tournament, also at the end of August at Westwoods, for which the Board did something last year.
BOARD MEMBER REPORTS
Director Pyne had nothing to report at this time
Director Larington discussed the recent Foundation meeting. They are busy gearing up for the Car Show. She also noted that Russ Rizzo recently became a new member of the Foundation.
Director Skul discussed Chamber events he’s recently attended and will be attending in the near future. He is going to be a judge at the Chamber’s upcoming Sand in the City event. Arvada Young Professionals is going to have a team at the event. He attended a luncheon that addressed the millennial workforce. The topic at the next 3rd Friday Breakfast is the State of Education. Representatives from the school district will be in attendance. Director Skul further noted that he also attended the recent State of the Counties.
Director Glenn had nothing to report at this time.
Director Whitfield discussed AVA’s change of date for their golf tournament at Indian Tree and marketing of the tournament. He also discussed the tournament’s entry fee and District sponsorship, which might be difficult at current levels. The Apex PRD Foundation is the benefactor of an amount equal to the loss of green fees for the day.
The Board discussed various options for orientation of new Board members, including retreats, study sessions, and/or meeting for an hour prior to a Board meeting. The goal would be to provide the new director with a history of the District and significant events, and also to discuss social media policies, budgets, and elections. The SDA manual is also a good resource for special district procedures and policies.
Ms. Dannemiller noted that she will research past agendas of orientation sessions. She also indicated that she’ll be attending one of the SDA’s upcoming workshops. Ms. Fredette was directed to find out about availability for Director Pyne to attend one of the workshops as well.
The Board also discussed attendance at various conferences. Upcoming conferences include the SDA conference being held September 21-23 at Keystone, CO. The CPRA conference is September 20-23 in Grand Junction, CO. And, the NRPA conference will be October 5-8 in Saint Louis, Missouri.
MOTION: Director Glenn moved that the meeting be adjourned. Director Skul seconded. Motion passed unanimously.
Director Whitfield adjourned the meeting at 7:30 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer