October 6, 2016 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
October 6, 2016
CALL TO ORDER
President Whitfield called to order the October 6, 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, Tommy Skul, Kristen Larington and Vicki Pyne. District staff members present were: Lauri Dannemiller, Executive Director; Bob Roby, Deputy Director – District Services; Nathan Eaton, Building Maintenance Manager; Katie Groke Ellis, Marketing 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 presented. Director Skul seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF SEPTEMBER 15, 2016 MEETING
MOTION: Director Skul moved for approval of the Minutes of the September 15, 2016 meeting as presented. Director Larington seconded. Motion passed unanimously.
NEW BUSINESS (Item #1 introduced prior to Public Input)
1. Eagle Scout Presentation by John Morgheim
Mr. Eaton introduced John Morgheim, a student at Pomona High School, and briefly discussed John’s project at the Apex Field House.
John addressed the Board to explain the project he did this past July and to present a slide show about the project. Previously, the Field House had just one pathway with one picnic bench. His project was to add two additional paths and picnic table pads. To begin the project, John gathered the materials needed, Apex marked the pathways, and a safety meeting was held. The project ended up taking only half as long as anticipated, including only four hours of digging instead of eight due to all the volunteers that helped. He had two teams doing the digging. After all the digging, two inches of aggregate were added, followed by four inches of concrete the following day. A cement mixer was used on site.
The Board asked John about his biggest challenges during the project and thanked him for the great slide presentation and his hard work. John noted that everything went smoothly. The local Kiwanis club is the sponsor of his scout troop and they helped by donating materials. Home Depot donated the forms for pouring the concrete and a local Arvada cement company donated the aggregate and gave him a discount on the concrete. The cost of the concrete was covered by the $500 in donations that he had obtained.
The Board thanked John again and expressed that scout projects are a great benefit to the community.
The following individuals addressed the Board regarding the loss of Monday night ice time for their men’s hockey team:
i. Tom Banion: Arvada resident for 31 years. The team has been using the Apex Ice Arena on Monday nights for 16 years and has heavily supported the Apex Center. Mr. Banion talked about his discussion with Brian Bott, Ice Arena Manager, regarding the youth Arvada Hockey Association (AHA) tryouts on Monday nights and about the adult team being asked to change days. Mr. Banion stated that he asked Mr. Bott about other options but it was not his intent to give up the Monday night slot since that is presently the only time that works for everyone. Mr. Banion asked the Board if AHA is more deserving considering his team has followed all the rules for 16 years and spent over a quarter of a million dollars.
ii. Steve Campbell: Resident of Arvada since 1990. He agreed with everything Mr. Banion had already stated, but added that he thought AHA’s tryouts in the Monday night time slot were only temporary and that the adult team would get their ice time back after the tryouts. They have not been given any answers as to why their ice time is being permanently taken away. He feels this situation is unfair and would like an explanation.
iii. Paul Randall: Arvada resident. He spoke about several occasions in which the adult team has accommodated the needs of the rink and never complained. He spoke about one incident from three years ago when 22 guys paid for ice time but when they showed up their time had been given to youth hockey, yet they kept coming back to the Apex Center.
iv. Debbie Sagraves: Arvada resident for 26 years. Her perspective is that of a hockey mom whose two kids have gone through AHA. She said a Saturday option would be better suited for the kids, and Monday night is better for the adults. It’s not fair to take away Monday’s ice time from loyal residents and taxpayers.
v. Wayne Vandenburg: Resident for 28 years. Started skating at the old Jeffco ice arena. His kids went through AHA. The adult skaters have always been respectful of the Apex Center. Can’t the facility be shared? What’s happening is not fair to the group that has been so loyal.
vi. Sheila Massey: Arvada resident. Supports all the guys who have been playing on Monday nights.
vii. Doug Bell: Former resident but still owns property here and pays taxes. This adult group has supported the District and the facility for 16 years. Life isn’t always fair but there needs to be more fairness in this situation. One of the Board members sent a very dismissive email. This is about more than just ice time, this is about a group of mostly older guys who have been together on Monday nights for 16 years and who are now being shoved aside. There is no fairness there. Would like an explanation as to why they are being treated unfairly.
The Board expressed its passion for the sport and read a prepared statement (attached). They explained, however, that the Monday night time slot is gone for this season and, hopefully, a new time can be found that works for the group. The Board further explained that hockey is growing, that youth has priority, and adjustments to ice time were needed. The Board informed the group that a monthly email will be sent containing available time slots and they will be given priority. The Board also noted that they plan to address policy and guidelines on this matter at a future meeting, to which the group is invited. The Board is grateful for their continued support.
NEW BUSINESS (continued)
2. Consider Resolution in Support of Jeffco Public Schools Bond Issue and Mill Levy Override on November 8, 2016 Election Ballot
Ms. Dannemiller explained that this matter is being brought to the Board at the request of Director Glenn. The Board noted the benefit to the District from a recreation and shared facility perspective if these ballot issues are passed. They also noted the much-needed improvements to the school district’s buildings.
MOTION: Director Larington moved to adopt the Resolution in Support of Jeffco Public Schools Bond Issue and Mill Levy Override on November 8, 2016 Election Ballot. The Resolution was read into the record. Director Glenn seconded the Motion and the Motion passed unanimously.
3. Awarding of Contract to Contractor for Simms Street Phase 4, General Gerber Construction
Mr. Roby discussed his memo regarding the Simms Street Phase 4 Contract. Phase 4 is the last phase of the Simms Street project which currently is under budget and ahead of schedule.
MOTION: Director Glenn moved to adopt Resolution No. 2016-11, approving General Gerber Construction as the Contractor for Simms Street Phase 4. The Resolution was read into the record. Director Larington seconded the Motion and the Motion passed unanimously.
4. Awarding of Contract to Architectural Firm for Tennis Center, SinkCombsDethlefs
Mr. Roby discussed his memo regarding approval of SinkCombsDethlefs Architecture Design (SCD) for the Tennis Center Project. He noted that three submittals were received from qualified firms and two of those firms were interviewed.
Mr. Roby introduced Mira Theisen, project manager at SCD. Ms. Theisen is an Arvada resident and excited to be part of this project. She provided a presentation to the Board that included information about the SCD team for this project, which also includes Brandon Lucero and Chris Kastelic. The presentation also included information and pictures of other SDC tennis projects, including a new facility at Northern Arizona University and renovation of the Denver Tennis Club. Pre-engineered metal buildings were discussed, which make a lot of sense budget wise.
The Board asked about spectator areas for tournament purposes. Ms. Dannemiller explained different building type options, the current budget, and maximizing viewing options, perhaps with portable seating. She explained that second story viewing is too cost prohibitive.
The Board discussed themes of other District facilities and how they are warm and inviting and provide comfortable viewing for parents. It was noted that there are two reps from the Arvada Tennis Club on the project and that the details they can provide will be appreciated.
Ms. Theisen presented various design ideas and compared them to the concept plans, particularly regarding the entrance and the midway. Additional discussion ensued regarding controlled access to the entire facility, the indoor court building, viewing placement, lighting, parking, etc., and the aesthetics of the building(s).
The Board noted that the City provided comments during the Field House project and may want to have input on this project.
MOTION: Director Larington moved to adopt Resolution No. 2016-12, approving SinkCombsDethlefs as the architectural firm for the Tennis Center bond project. Director Pyne seconded and the Motion passed unanimously.
OLD/OTHER BUSINESS – none
EXECUTIVE DIRECTOR REPORT
Items discussed and contained in Ms. Dannemiller’s report dated October 2016, include the following:
Upcoming Meetings & Events
– North Table Mountain Park Build Day, Saturday, October 15, 2016, 10:00 a.m.
– 2017 Budget Book Available Friday, October 14, 2016
– Board Meeting on October 20, 2016 @ 6:30 p.m.
– Halloween Carnival on Friday, October 28th, 2016 @ 4:00 p.m., Apex Center
Staffing Items of Note
– Laurie Cabral, Accounting Technician II, resigned in September. Eileen Tanoue has been hired to replace Laurie, effective October 24. Eileen has been a Guest Services employee with the District since 2014. She was previously with the State of Colorado where she had extensive accounts payable experience.
– Jim Whitfield was re-elected to the SDA Board of Directors at the SDA Annual Conference in Keystone, CO, held September 21-23. Director Pyne was also in attendance at the conference. Next year’s conference is planned for September 13-15.
– Copies of the 2017 Proposed Annual Budget will be available for the Board on October 14th. A portion of the October 20th meeting will be devoted to reviewing the budget. The required public hearing on the budget is set for November 17th and passage of the budget at the December 15th BOD meeting.
The Board discussed the budget hearing meeting and other December events.
Facility & Bond Project Update
Staff has been working on the following:
– Apex Center: Preliminary design for the splash pad, child watch area and pool improvements; RFQ for CM/GC has been issued.
– Secrest/ Fitzmorris: Architects RFP’s have been received and interviews will be held with OLC and BRS on October 14th.
– LLR/Lutz: Architects RFP was issued, and 5 teams submitted proposals. The project team will interview three of the submissions on October 11th.
– Tennis Center: Contract with SinkCombsDefleths is on the agenda tonight. The project team will begin meeting within the next two weeks to discuss preliminary design and timing of the projects.
As contracts with architects and GM/GC’s are presented to the Board, consultant teams will attend the bi-monthly board meetings to be available for questions and to introduce their teams and ideas to the BOD.
Simms Street Center: The contract for the final phase of the Simms Street Center calls for a construction window of no more than 6 months, allowing programming to start in this facility in the Summer of 2017.
BOARD MEMBER REPORTS/INPUT
Director Pyne reported the following:
– She attended a recent Kiwanis breakfast at which her induction was held. She also attended the dinner a few days later to elect new board officers.
– The SDA conference was great. She felt the best breakout session was the one regarding GOCO. In addition, she enjoyed learning about mapping software.
– She also attended a recent Healthy Jeffco Summit. Discussion ensued regarding the possibility of a District healthy heart day, which could include blood pressure screening, etc.
– Director Pyne also discussed resident vs. non-resident fees and perhaps publicizing this more to ensure residents are obtaining their resident cards. Additional discussion included publication in the Arvada Report and issues with that newspaper. Ms. Groke Ellis will look further into this matter and get back to the Board. In the past, the District has published in the Arvada Report in two of their four issues per year.
The Board also discussed rates for Kids’ Nite Out and the District’s scholarship program
Director Larington had nothing to report at this time.
Director Skul reported on the Chamber’s upcoming Taste of Arvada event at the Apex Center, which is a big Chamber event. He will be attending the next Arvada Young Professionals meeting. He also mentioned that the AEDA awards banquet was held today.
Director Glenn reported that he will be attending the Food Bank’s Top Hats & Ball Caps fundraiser.
Director Whitfield informed the Board that they are invited to bond project kick-off presentations. He also discussed the SDA conference and expressed that hearing Terrell Davis speak was the highlight for him. He also found the breakout session on background checks to be very informative. He further noted that this was the most popular SDA conference to date.
Director Whitfield further reported that he attended the AEDA awards banquet today. The District received a nice plug from the mayor regarding the bond projects and the importance of recreation. Ms. Groke Ellis will attend the next AEDA meeting and be introduced by Director Whitfield.
Director Whitfield is on the AEDA committee for special grants. He discussed their matching grants for facilities and some of the locations being considered, but no final decisions have been made yet. He also discussed the SDA’s planning session next month, as well as the SDA’s formal resolution against Colorado Proposition 69 and their informal support of Colorado Initiative 71.
MOTION: Director Glenn moved that the meeting be adjourned. Director Skul seconded. Motion passed unanimously.
Director Whitfield adjourned the meeting at 8:20 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer