September 15, 2016 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
September 15, 2016
CALL TO ORDER
President Whitfield called to order the September 15, 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, Tommy Skul, Kristen Larington and Vicki Pyne. District staff members present were: Lauri Dannemiller, Executive Director; Kristin Donald, Finance Manager; Terry Goldwater, Apex Center Manager; and Dawn Fredette, Executive Assistant and Recording Secretary. Additional staff members present were Alan Abrams and Scott Gibson from Indian Tree Golf Course; and Justin Howe of District Services. In addition, Tim Butler of Public Service Company of Colorado/Xcel Energy was in attendance.
MOTION: Director Skul moved to excuse the absence of Director Glenn due to advance notice to the Board. Director Pyne seconded. Motion passed unanimously.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Larington moved for approval of the Agenda as presented. Director Pyne seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF SEPTEMBER 1, 2016 MEETING
MOTION: Director Skul moved for approval of the Minutes of the September 1, 2016 meeting as presented. Director Pyne seconded. Motion passed unanimously.
PUBLIC INPUT – None
1. Proposal for the 2017 Budget to Discontinue the Apex Enterprise Fund and Move Apex Center Operations to the General Fund
Ms. Dannemiller referenced Ms. Donald’s memo as provided to the Board and gave a brief explanation of the proposed change to the 2017 budget.
Ms. Donald reviewed and discussed her memo, referring the Board to a chart showing that both the Apex Center operations and Golf Course operations are currently accounted for as enterprise funds. Ms. Donald explained that an enterprise fund is a type of proprietary fund, which is intended to operate much like the private sector. Golf operations are common enterprise funds while recreation centers are not. Ms. Donald’s memo contains a table illustrating this trend by comparing the fund structures of other park and recreation districts. In conclusion, Ms. Donald explained that because the Apex Center is one of the main services the District provides for its tax paying residents, and because of government accounting trends for these types of facilities and the Apex Fund’s performance, she recommends the Apex Center operations be included as part of the District’s government activities. A new fund structure is also included in her memo.
Ms. Dannemiller added that the public expectation of the Apex Center is for it to be self-sufficient; however, that self-sufficiency is not intended for capital improvements. In addition, the General Fund can offset for facilities that do not cover their own expenses. Ms. Dannemiller agrees that this budget change would be a wise accounting move and that the auditors will like it.
Director Whitfield expressed his support of the proposal. He thinks it makes good financial sense.
MOTION: Director Larington moved to discontinue the Apex Enterprise Fund and move Apex Center operations to the General Fund. Director Pyne seconded. Motion passed unanimously.
2. Consider for Approval Utility Easements for Public Service Company of Colorado/Xcel Energy to Construct New Gas Line at Indian Tree Golf Course
Ms. Dannemiller briefly discussed the new easement as well as the one-year temporary easement needed for construction of the new gas line.
Mr. Tim Butler of PSCo/Xcel addressed the Board and explained that the current gas line was constructed in 1929 and updated in 1975. The current line bisects the golf course whereas the new alignment will skirt the westerly side of the golf course. The new easement will replace the existing easement. Included in the one-year temporary construction easement will be re-growth, re-sod, etc.
The Board and Mr. Butler reviewed and discussed easement exhibit maps. Messrs. Butler, Abrams and Gibson talked about the timing of the work and also the impact to the sprinkler system. Xcel will work around the sprinkler system as best they can. They will also be on hand in the spring when the sprinklers are started up.
Additional discussion ensued regarding the improved type of line being installed. Also discussed was what to do with the existing line. Mr. Butler explained that it would likely be left in place after blowing it out and capping both ends. He explained that removing it is very disruptive.
Ms. Dannemiller and Mr. Butler discussed options for future utility lines in the area of the abandoned line, for example an additional water feature. Mr. Butler explained that the affected section of the old line would be removed and the remaining sections would be recapped. Mr. Abrams noted that he is comfortable with the current plans.
Mr. Butler noted that the goal is to get in and get out, but that weather could be a factor regarding any delays.
The Board inquired about any issues with homeowners on the north side. Mr. Butler explained that those owners all have current easements in their backyards and that the new easement will not disturb those neighbors.
3. Bond Projects Update and Integrated Project Delivery Method
Ms. Dannemiller first discussed the Integrated Project Delivery (IPD) method and obtaining the Board’s authority to use this method for the six bond projects. She reviewed and discussed Mr. Bob Roby’s memo that was provided to the Board, which includes information on the four project delivery methods commonly used by special districts. She explained the advantages of the IPD method as opposed to the “lowest bid” method. One advantage is better value.
The Board and Ms. Dannemiller talked about how the IPD method does not eliminate any potential bidders. Statutory bidding requirements were also discussed.
MOTION: Director Larington moved for the Board to adopt “Resolution No. 2016-10, A Resolution Authorizing Integrated Project Delivery.” Director Skul seconded. Motion passed unanimously.
Bond Projects Update (continued)
Ms. Dannemiller discussed the bond closing and stated that the funds are now in the bank.
She also reviewed and discussed Mr. Roby’s September 2016 Project Report as provided to the Board. Three responsive bids were received for the Tennis Center and bidders will be interviewed accordingly. Ms. Dannemiller further discussed the possibility of having the tennis court renovations be a separate project, to be overseen by Mr. Howe of District Services to perhaps save money.
Ms. Dannemiller discussed progress on the Apex Center, noting the project team has met with designers for the splash pad and the middle pool renovations. She also discussed the storm water retention permit and conforming the splash pad accordingly.
Ms. Dannemiller indicated there is not a lot going on yet with Long Lake Ranch and Lutz, except the District is working closely with the City on the irrigation project at Stenger, and the RFPs are out for Long Lake Ranch/Lutz and Secrest/Fitzmorris.
The Board and Ms. Dannemiller discussed the $5 million bond premium received and the process for getting input on how the additional funds will be spent. Ms. Dannemiller explained that the first goal is still the $25 million for the base projects, and to find out what current construction costs are going to be before knowing the amount of any additional funds.
Discussion ensued with regard to obtaining input from interest groups and considering suggestions from bidders. Ms. Dannemiller explained that the final pricing of all six projects won’t be known at once, meaning there will be some flexibility but it will be a challenge to know the amount of additional funds available for any of the projects.
Possible enhancements to the projects were mentioned, including bleachers and bathrooms.
4. Update on Facility Assessment Work
Mr. Roby’s memo concerning the Facility Condition Assessment study currently in progress was previously provided to the Board. Ms. Dannemiller reviewed and discussed the memo explaining that the purpose of the study is to get a handle on the condition of the District’s facilities. The study has included working with consultants to come up with long-range capital planning. Mr. Howe of District Services stated that the electrical and mechanical consulting is almost done, and structural consulting has been done in two buildings so far.
Ms. Dannemiller discussed identification of capital projects for the 2017 budget, noting the complete results of the assessment study won’t be available in time. The budget will, however, include funding to budget for facility projects to be identified in early 2017. Mr. Howe talked about the living document being created as a result of the assessment study which will be used to track any and all improvements. It will include an ongoing replacement cycle for computers, fitness equipment, etc.
The Board and Ms. Dannemiller discussed turf replacement at Long Lake Ranch in relation to the “Facility Condition Index” (FCI), a nationally recognized standard. Potential turf related learning opportunities at upcoming conferences were also mentioned.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT – No additional report for this meeting
BOARD MEMBER REPORTS/INPUT
Director Pyne and Ms. Dannemiller reported on the last Coordinating Committee meeting and discussion at that meeting regarding healthy initiatives, including exercise in parks and active vs. passive parks. A passive park is generally non-programmed. The Coordinating Committee also talked about the possible creation of a new committee for Arvada cultural arts. They are waiting to discuss Meyers Pool until after the school district’s November election.
Director Whitfield reported that he attended a recent meeting of the Arvada Economic Development Association (AEDA). He noted that one of the City’s councilmen is against a City tax increase because his skiing business will not benefit; however, he acknowledges that other businesses will benefit.
Director Skul reported that things are going well with the Chamber and that he will be playing in the Foundation’s upcoming golf tournament.
Director Larington noted that she’ll also be playing in the golf tournament.
In addition, Director Pyne brought up input being received from citizens wanting more information on the bond projects. Discussion ensued about the information being put out there, including an article containing a blurb about each project.
There was also general discussion about changing the Apex logo.
MOTION: Director Skul moved that the meeting be adjourned. Director Larington seconded. Motion passed unanimously.
Director Whitfield adjourned the meeting at 7:36 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer