August 4, 2016 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
August 4, 2016
CALL TO ORDER
President Whitfield called to order the August 4, 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, and Vicki Pyne. District staff members present were: Lauri Dannemiller, Executive Director; Kristin Donald, Finance Manager, Terry Goldwater, Apex Center Manager; Nathan Eaton, District Services Manager; and Dawn Fredette, Executive Assistant and Recording Secretary. Additional attendees were: Kim Crawford of Butler Snow, Bond Counsel; David Bell of Stifel Nicolaus, Bond Underwriter; Sharon Davis of the Arvada Park Advisory Committee; and Ben Hostetler, Eagle Scout.
MOTION: Director Larington moved to excuse the absence of Director Skul due to advance notice to the Board. Director Pyne seconded. Motion passed unanimously.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Pyne moved for approval of the Agenda as posted. Director Larington seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF JULY 21, 2016 MEETING
MOTION: Director Larington moved for approval of the Minutes of the July 21, 2016 meeting, as presented. Director Pyne seconded. Motion passed unanimously.
Sharon Davis of the Arvada Parks Advisory Committee (APAC) addressed the Board. She distributed and discussed plans regarding the Fitzmorris park and public comments regarding the Fitzmorris recreation center. At Jefferson County School District’s request, the park plans may include improvements on land owned by the school district. In addition, the Board and Ms. Davis discussed the splash pad at Ralston Central Park. The Board also confirmed for Ms. Davis that they are receiving minutes from APAC meetings.
1. Adoption of Bond Resolution and Related Documents
Ms. Crawford noted that at the last Board meeting she had explained the Bond Resolution and Mr. Bell had discussed the bond environment. The Resolution is the first step for issuing the bonds. She further noted that Mr. Bell will price the bonds within the parameters of the election question and that bond ratings were also discussed at the last meeting.
Ms. Dannemiller discussed the recent bonds rating call with Mr. Bell’s office, noting the call went well. The documentation prepared in advance of the call was very informative regarding the District. Pricing is scheduled for August 24, which Director Whitfield and Ms. Dannemiller might attend.
Mr. Bell arrived at the meeting.
The Board and Ms. Crawford discussed signatures to be obtained on certain bond documents represented in the resolution
MOTION: Director Glenn moved for approval of the Bond Resolution and related documents for the issuance of the District’s General Obligation Bonds, Series 2016. Director Larington seconded. Motion passed unanimously.
Ms. Crawford and Mr. Bell left the meeting.
2. Adoption of Fiscal Policies
Ms. Dannemiller noted that the fiscal policies were introduced and discussed at the last Board meeting, adding that the policies will provide consistency around financial procedures.
Ms. Donald explained that the policies address cash handling, accounting principles, purchasing, etc. Previously, no procedures have been formally in place. The policies also serve as a way for bond purchasers to understand that the District has policies in place.
Ms. Donald further explained that she is putting together a team regarding the purchasing of large ticket items. The Board and Ms. Donald generally discussed the policies.
MOTION: Director Larington moved for approval of the District’s Fiscal Policies. Director Pyne seconded. Motion passed unanimously.
3. Fee Setting Review
Ms. Dannemiller explained that the Board looks at fees on an annual basis for primary facilities. However, the fees were not increased for 2016, an election year, so increases for 2017 should be considered at this time. Ms. Dannemiller further explained that staff was asked for input on any critical items impacting programs. The Board is being asked at this time to consider increases to the Apex Center non-resident entrance fees, excluding ice admissions.
Ms. Goldwater’s 2017 Fee Recommendation memo was distributed to the Board. The memo recommends a $1.00 increase to the non-resident daily fees and a $20.00 increase to non-resident punch card prices. Ms. Goldwater discussed the volume of non-residents at the Apex Center and the resulting problems this creates for staff, particularly on weekends. Residents have indicated they will no longer come on weekends.
Ms. Goldwater also discussed a market survey, noting that the Apex Center fees for residents are in line with the survey. She reiterated that the Board is being asked to consider a fee increase just for non-residents at this time, excluding ice for now. She further discussed the wear and tear the facility suffers on weekends, and the cost of increased staff. An increase to the non-resident fees for 2017 will start to address fee equity among residents and non-residents, since residents also pay property taxes for the facility.
Ms. Goldwater discussed improvements in the locker rooms, including the family locker room. She noted some improvements have already been done, but additional improvements are planned. She also discussed funding for restrooms for the new splash pad. The splash pad will increase guests so restrooms will be needed there.
The Board and Ms. Goldwater discussed the non-resident fee increase and its impact on attendance. Larger families may be more affected. A reduction in attendance can be expected, but not enough to have a negative effect on the budget. Hopefully, a fee increase to non-residents will win back some residents.
Also discussed was the splash pad at Ralston Central Park and how residents are not happy about the large groups from other cities that show up and stay for the entire day. Ms. Davis discussed the trash problems the City is having at the splash pad.
Additional discussion included the rates of Westminster, Golden and Broomfield recreation centers.
MOTION: Director Larington moved for approval of the two fee increases for 2017 as presented: 1) a $1.00 increase to non-resident daily fees; and, 2) a $20.00 increase to non-resident punch card prices. Director Glenn seconded. Motion passed unanimously.
4. Approve Jim Whitfield’s Nomination to the SDA Board of Directors
Ms. Dannemiller noted that the Board members had each received a copy of the form in which they nominate Jim Whitfield to the Special District Association Board of Directors. Mr. Whitfield has been on the SDA Board since 2012 and is hoping to be re-elected for another term.
MOTION: Director Pyne moved for approval of Jim Whitfield’s nomination to the SDA Board of Directors. Director Larington seconded. Motion passed unanimously.
5. Eagle Scout Presentation by Ben Hostetler
Mr. Eaton introduced Ben Hostetler and discussed Ben’s academic background and activities. Ben explained to the Board that for his Eagle Scout project he wanted to improve the trails, tables and benches at the West Arvada Dog Park. His desire to give back to the community and his love of dogs led to the idea. The improvements to the dog park were done over Memorial Day weekend and took five (5) hours with the help of 28 volunteers, adding up to over 100 service hours. Ben showed the Board some before and after photos of the trails, tables and benches.
Ben also discussed with the Board the challenges he faced during the project. He mentioned that the materials for the project were obtained from Home Depot at a 50% discount and that Little Caesars provided food to the volunteers. He’s hoping to wrap up everything in September. The whole project will have taken about seven months from start to finish, including two months of planning.
The Board thanked Ben for his efforts and commended him for the project.
OLD BUSINESS – None
EXECUTIVE DIRECTOR’S REPORT
Items discussed and contained in Ms. Dannemiller’s report dated August 4, 2016, include the following:
• Upcoming Meetings & Events
– Next Board meeting is August 18, 2016
• Staffing Items of Note:
– Katie Groke Ellis will be joining the District on August 15, 2016 as the new Director of Marketing, Community Outreach and Communications. She will be introduced to the Board at the next meeting on August 18. The reorganization of the Marketing & Communications Department following the resignation of David Craig was discussed.
• Board Notes:
– Ms. Dannemiller discussed the upcoming Orientation Session for new and returning Board members, scheduled for August 18 immediately following the Board meeting. It was noted that Director Pyne will not be able to attend the August 18 meeting so the orientation will be rescheduled to a September meeting.
• Facility & Bond Project Update:
– Sport Court of the Rockies has poured the foundation for the additional eight (8) Pickleball courts at the Simms Street Center and the court surface will be added within the week. Excavated dirt from the site may be transported to Secrest and stored for future use as fill dirt at that site. The xeriscape garden is in final design; addition of a mini amphitheater was also discussed.
– Final construction documents for Simms Street Phase IV have been approved by the County and the RFP for construction will be available for review by August 15.
– Other notable CIP projects include work being complete at the Racquetball and Fitness Center, and the office redesign is complete at the Community Recreation Center.
– August is the time for annual cleaning and maintenance at three District facilities – Meyers Pool, the Racquetball and Fitness Center, and the Apex Center. Closure schedules were discussed.
– Beginning with the August 18 meeting, Bob Roby will provide bond project updates to the Board at the second meeting of each month.
– Bond pricing and the sales schedule were discussed.
– The first contract for the six bond projects has been signed for the Apex Center design work.
– After August 9, all bond projects will have gone through the pre-application process with the City. No issues of major significance have been identified.
– Signage on each project site will be installed within the next 2-3 weeks identifying the project and thanking the voters. Example of the signage was provided to the Board.
• Other Upcoming Events:
– Ms. Dannemiller mentioned the Pickleball for Heroes Tournament, the Apex Foundation Golf Tournament, and the SDA Annual Conference. Also brought up were the upcoming dog swims at Lake Arbor and Secrest.
The Board discussed foursomes for the Chamber’s upcoming golf tournament and for the Food Bank’s upcoming tournament. In lieu of playing at the Food Bank tournament, the Board unanimously approved to sponsor a hole at that tournament.
The Pickleball for Heroes Tournament was further discussed. The Board would like to attend the official ceremony at the tournament. They also discussed attendance by someone from Congressman Perlmutter’s office. Ms. Dannemiller was directed to obtain information regarding the day and time of the ceremony and to report back to the Board.
BOARD MEMBER REPORTS/INPUT
Director Pyne reported that she attended the Arvada Jefferson Kiwanis Club breakfast this week. She is signed up for the “once a month attendance” membership level, to be approved at the next Kiwanis meeting. Director Pyne further mentioned that she was asked if someone from the Apex Board would like to attend the Legion’s monthly luncheon. The Board noted that Director Skul is assigned to that Board committee.
Director Pyne recently visited the Racquetball and Fitness Center and Simms Street. At Simms Street she was shown around the facility and was also able to see the architectural plans. Director Pyne further discussed concerns with the locks on certain doors at Simms Street.
Director Larington reported that she attended the Foundation’s meeting this morning. They are trying to get more teams and sponsors for their upcoming golf tournament. Also discussed at their meeting was the building of a new track at Arvada West HS and the request to the Foundation for $10,000. It was noted that Apex PRD’s CARA track program would move to the new track if it is built. The Foundation determined to table the $10,000 request until next month’s meeting.
Director Glenn had nothing to report at this time.
Director Whitfield reported that the bond projects committee meeting with Ms. Dannemiller and Director Larington went well. He discussed the upcoming SDA conference and guest speakers that will be there. He also mentioned that the Arvada Economic Development Association (AEDA) is moving along on a deal between the City and King Soopers for a store near the Candelas community. He further discussed the SDA’s recent legislative summary and their position on Amendment 69.
Director Whitfield reiterated getting a team together for the Chamber’s upcoming golf tournament and sponsorship of a hole for the Food Bank’s upcoming tournament.
MOTION: Director Glenn moved that the meeting be adjourned. Director Pyne seconded. Motion passed unanimously.
Director Whitfield adjourned the meeting at 7:45 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer