August 18, 2016 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
August 18, 2016
CALL TO ORDER
President Whitfield called to order the August 18, 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 Tommy Skul. District staff members present were: Lauri Dannemiller, Executive Director; Bob Roby, Deputy Director – District Services; Katie Groke Ellis, the new Marketing, Community Outreach and Communications Director; and Dawn Fredette, Executive Assistant and Recording Secretary. Additional staff members present as part of the Special Projects Team included: Whitney Walker, Laina Doyle, Julie Hines, Kristen Torres, Sakura Rohleder and Justin Howe. Also in attendance was Rose Chavez, Healthy Places Coordinator for the City of Arvada.
MOTION: Director Skul moved to excuse the absence of Director Pyne due to advance notice to the Board. Director Larington seconded. Motion passed unanimously.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Ms. Dannemiller explained that there will be a property exclusion matter to discuss under Old/Other Business.
MOTION: Director Skul moved for approval of the Agenda as presented and amended. Director Larington seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF AUGUST 4, 2016 MEETING
MOTION: Director Glenn moved for approval of the Minutes of the August 4, 2016 meeting as presented. Director Larington seconded. Motion passed unanimously.
Ms. Chavez explained that Arvada had received grant funding to participate in the Healthy Places Initiative over the course of three years; however, that time period is coming to an end. She discussed the possibility of partnering with Apex PRD for programming in the Arvada community.
Ms. Dannemiller added that the City is committed to exploring programs that the grant funds instituted to make the community a healthier place. Funding going forward has not been identified but there are a lot of parties coming to the table.
1. Introduction of Katie Groke Ellis, the District’s new Marketing, Community Outreach and Communications Director
Director Dannemiller introduced Ms. Groke Ellis to the Board and talked about the great energy she’ll bring to the Marketing Department. Ms. Groke Ellis is deeply rooted in the Arvada community and Ms. Dannemiller is excited about this new chapter for the District.
Ms. Groke Ellis addressed the Board and talked about her background. She was born and raised in Arvada, graduated high school from Arvada West, earned her Bachelor’s Degrees from the University of Wyoming and her Master’s Degree from CU Denver. She also discussed her employment history, being involved in women’s issues, and her family’s recent move from Denver back to Arvada.
The Board welcomed Ms. Groke Ellis to the District and discussed opportunities for her to reach out to businesses and organizations in the community.
Ms. Dannemiller discussed communication around the bond projects and Ms. Groke Ellis’ attendance at an upcoming meeting of the Arvada Urban Renewal Authority to discuss ticket bundling for the new hotel near Olde Town Arvada.
2. Special Projects Team Presentation
Ms. Dannemiller explained the purpose of the Special Projects Team and the playground project they worked on. Her goals for the team members included getting them out of their comfort zones at their daily jobs and to learn about daily interactions between the District and the community. The team has worked this project since day one, while receiving input from Justin Howe in District Services. Ms. Dannemiller noted that the group members are emerging leaders and dedicated employees of the District.
Whitney Walker, Field House Assistant Manager, briefly spoke about being chosen for the project and it being her first opportunity of this kind. Other members of the team were introduced as follows:
Laina Doyle – Recreation Coordinator at Secrest Center. Her focus on the project was playground equipment and pricing.
Julie Hines – Therapeutic Recreation Coordinator for the District. Julie researched grants and prepared a grant application.
Kristen Torres – Office Manager for Recreation Services. Kristen’s focus was on playground design.
Sakura Rohleder – Staff Accountant. Sakura was the neighborhood and community coordinator for the project.
Brian Bott – Ice Arena Manager (not present). Brian was the budget manager.
The team members provided a handout and presented a slide show presentation. They took turns talking about various aspects of the project including:
– the sequence of important milestones for a successful project
– their choice of three parks for the playground renovation and their selection of North Table Mountain Park
– the project timeline
– applying for grant funding but not being selected
– survey photos and information
– the very successful community event that was held on June 9
– results of the surveys done at the community event and online
– their takeaways from the project
They also talked about how the footprint for the renovation had to be revised and at one point they didn’t have enough money to keep going. However, Ms. Dannemiller stepped in and gave them a budget lesson, which lead to them coming up with more money. They learned about permits from Mr. Roby. Mr. Howe obtained the permits and set the construction plan. Completion is expected Oct-Nov.
Additional discussion included the playground equipment that was selected as a result of community input and the final playground design. The team feels they have successfully put together a project the community will like.
The Board and the team talked about the wood chip surface of the playground, the differences in the types of playgrounds that kids like now, and each team member’s takeaway from the project. The team invited the Board to the October 8 buildout.
The Board stated they were blown away by the team’s efforts and thanked Ms. Dannemiller for the idea. Ms. Dannemiller explained that the next project will involve a new group of employees, for which the current team will be mentors. She further discussed that these types of opportunities are a great challenge for the employees and that it creates a group energy that is contagious throughout the District. This was truly an educational experience for the group for which the community is the true benefactor.
3. Bond Projects Update
The Board was provided Mr. Roby’s August 2016 Bond Project Report. Mr. Roby indicated he plans to provide monthly updates on the status of the projects. Information will also become available online so as to be transparent with the community. His objective is to accomplish what the citizens were told would be built.
Mr. Roby noted that the construction business is currently very busy which could pose potential challenges for the projects. He plans to always speak to scope, time, and cost, and provide more details as things progress.
Mr. Roby explained about the six projects being broken down into four sections in his report, with Long Lake Ranch and Lutz being in the same section, and Secrest and Fitzmorris being discussed together. He talked about the timelines for design RFPs and contracts. The handout provides estimated project completion dates as well as current and future activity
He further explained that the District is done with the pre-app process with the City. An IGA with the District, the City, and the school district is being worked on so the District can obtain the City’s funding. The District is also working with the City to accelerate the projects as much as possible.
Mr. Roby discussed the upcoming kick off meetings with internal teams. He talked about knowing what everyone wants up front and avoiding change orders. He will be asking the Board for a resolution to use the integrated program delivery method to get the best value for the projects.
Ms. Dannemiller discussed the revenue producing side of the projects, providing what the community expects, and doing community outreach on the District’s website. It’s not just about building the projects but also about sustainability.
Ms. Dannemiller and Ms. Fredette discussed with the Board recent communications with a property owner in the Westcliff subdivision in Westminster who desires to have his property excluded from the District. This property owner missed the deadline in 1998 that was offered to Westcliff owners to opt out of the District’s boundaries. The exclusion process was discussed and the Board approved a fee of $500 to cover the District’s costs for the exclusion process. The public hearing on the exclusion was scheduled for the Board’s September 1 meeting.
EXECUTIVE DIRECTOR’S REPORT
Ms. Dannemiller’s monthly report was provided at the August 4 meeting.
BOARD MEMBER REPORTS/INPUT
Director Larington had nothing to report at this time.
Director Skul reported that he will be attending the Chamber’s upcoming Third Friday Breakfast.
Director Glenn reported that he was approached by the school district with regard to support of the school district’s upcoming bond election question. The Board discussed a support resolution vs. a letter of support.
Director Whitfield discussed playing in the Apex Foundation’s upcoming golf tournament and/or hole sponsorship.
MOTION: Director Glen 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