January 5, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
January 5, 2017
CALL TO ORDER
President Whitfield called to order the January 5, 2017 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; Bob Roby, Deputy Director – District Services; Justin Howe, District Services Manager – Capital Projects; and Dawn Fredette, Executive Assistant and Recording Secretary.
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 Glenn moved for approval of the Agenda as presented. Director Larington seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF DECEMBER 12, 2016 MEETING
MOTION: Director Pyne moved for approval of the Minutes of the December 12, 2016 meeting. Director Larington seconded. Motion passed unanimously.
PUBLIC INPUT – None
1. IGA on Fitzmorris
Mr. Roby explained that progress had been made on the IGA and discussed highlights of the Agreement, including the City’s contribution of $3.1 million. He also discussed the schedule of disbursements.
Ms. Dannemiller explained that the school district had made a revision to the version of the IGA initially provided to the Board and noted that the Board had been provided with an updated version. The change pertained to parking lot acceptance. Ms. Dannemilller suggested that the language might need to be tightened up but that the Agreement should be done by the end of February.
The Board discussed certain terms of the agreement, including termination, maintenance obligations, and programming. The Board noted that a Board member will attend when City Council approves the IGA.
MOTION: Director Glenn moved for approval of the amended “Intergovernmental Agreement between the City of Arvada, Jefferson County School District and Apex Park and Recreation District regarding the Construction and Maintenance of the Fitzmorris Recreation Center and Related Obligations.” Director Larington seconded. Motion passed unanimously.
2. Consider Bond Projects Contracts
Mr. Roby introduced John Pittman of Fransen Pittman General Contractors, who have been selected to provide CMGC services for the Apex Tennis Center Renovation/Addition Project. Mr. Pittman discussed several projects that Fransen Pittman has done and expressed that they are very excited to be part of this project.
Mr. Roby then introduced Dennis Disney of Adolfson & Peterson Construction who has been selected to provide CMGC services for the Secrest and Fitzmorris Rec Centers. Mr. Disney thanked the Board for this opportunity.
Mr. Roby explained that representatives for the CMGCs selected for the Apex Center and Lutz/Long Lake projects were not present due to today’s inclement weather. He further discussed the process that led to the selection of all the CMGCs, noting that they are all solid teams. He discussed the CMGC contracts and the timing of certain aspects of the projects. First priority will be the six bond projects that the public was told the District would do. The Board will be presented with designs and budget information as things progress.
Ms. Dannemiller stated that the quality of the firms selected is top notch and the District should be proud of its ability to attract these firms. She thanked Mr. Roby for all his work in getting the District to this point in the process.
MOTION: Director Larington moved for approval of RESOLUTION NO. APRD2017-04, A RESOLUTION AUTHORIZING AN AGREEMENT WITH GROWLING BEAR CO. (INC) FOR CMGC SERVICES FOR THE APEX PARK RENOVATION/ADDITION PROJECT. Director Glenn seconded. Motion passed unanimously.
MOTION: Director Larington moved for approval of RESOLUTION APRD2017-05, A RESOLUTION AUTHORIZING AN AGREEMENT WITH ECI SITE CONSTRUCTION MANAGEMENT (ECI) FOR CMGC SERVICES FOR THE APEX LUTZ SPORTS COMPLEX AND LONG LAKE REGIONAL PARK RENOVATION/ADDITION PROJECT. Director Glenn seconded. Motion passed unanimously.
MOTION: Director Larington moved for approval of RESOLUTION APRD2017-06, A RESOLUTION AUTHORIZING AN AGREEMENT WITH ADOLFSON & PETERSON CONSTRUCTION FOR CMGC SERVICES FOR THE APEX FITZMORRIS PARK CENTER & POOL AND SECREST RECREATION CENTER RENOVATION/ADDITION PROJECT. Director Pyne seconded. Motion passed unanimously.
MOTION: Director Larington moved for approval of RESOLUTION APRD2017-07, A RESOLUTION AUTHORIZING AN AGREEMENT WITH FRANSEN PITTMAN GENERAL CONTRACTORS FOR CMGC SERVICES FOR THE APEX TENNIS CENTER RENOVATION/ADDITION PROJECT. Director Pyne seconded. Motion passed unanimously.
3. Facility Assessment – Executive Summary
Ms. Dannemiller explained that Mr. Roby and Mr. Howe are going to provide a high-level summary of the 2016 facility assessment. She also noted that the next phase will be to address financial aspects and implementation. The Executive Summary was distributed to the Board and a PowerPoint presentation provided.
Mr. Roby discussed condition assignments, the current facility condition index (FCI), and estimated costs.
Mr. Howe presented and discussed pictures of problem areas at Meyers Pool, Lake Arbor, the Apex Center including the pool and ice arena areas, Campbell Cottages, and the Field House.
The Board Discussed the $1M cost to replace the roof at Meyers Pool, as well as other structural issues there. A Board study session regarding the pool was suggested.
Mr. Roby further discussed the projected costs of critical items to maintain levels of maintenance, including costs to get to good condition and catch up costs. He also discussed the gap in the District’s budget for capital maintenance and next steps.
Ms. Dannemiller discussed getting the facilities to fair condition and budgeting. The Board expressed its appreciation for all the work that’s gone into the facility assessment. Mr. Roby also thanked Mr. Howe for his efforts.
4. Consider Resolution APRD2017-01 for Designating Location to Post 24 Hour (Agenda) Notice
Ms. Fredette and the Board discussed the requirements of the resolution.
MOTION: Director Glenn moved for approval of Resolution APRD2017-01, RESOLUTION DESIGNATING LOCATION TO POST 24 HOUR NOTICE. Director Pyne seconded. Motion passed unanimously.
5. Consider Resolution APRD2017-02 for Posting Locations of Notice of Board Meetings
Ms. Fredette and the Board discussed the requirements of the resolution.
MOTION: Director Glenn moved for approval of Resolution APRD2017-02, RESOLUTION FOR POSTING LOCATIONS OF NOTICES OF BOARD MEETINGS. Director Pyne seconded. Motion passed unanimously.
6. Consider Resolution APRD2017-03 to Set Day of Month, Time and Location of 2017 Regular Board Meetings
Ms. Fredette and the Board discussed the requirements of the resolution. The Board also discussed the possibility of occasionally holding a Board meeting at a different location, for which proper notice would be posted accordingly
MOTION: Director Glenn moved for approval of Resolution APRD2017-03, RESOLUTION TO SET DAY OF MONTH, TIME AND LOCATION OF 2017 REGULAR BOARD MEETINGS. Director Larington seconded. Motion passed unanimously.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller’s report was distributed to the Board. She discussed the new performance appraisal system. She also discussed the listing of District and community events, and Board member attendance at these events.
Ms. Dannemiller also reviewed and discussed facility updates, including progress at Simms Street and the recent electrical work performed there with minimal impact to customers. She further discussed progress on the Community Heroes Park, which is anticipated to be complete by Labor Day, 2017
Ms. Dannemiller also mentioned the free advertising for the Apex Center in the Denver Post’s recent article on things to do.
BOARD MEMBER REPORTS/INPUT
Director Pyne reported on a Kiwanis breakfast. She also inquired about the rescheduling of the cancelled Coordinating Committee meeting. Ms. Dannemiller indicated that the next meeting would likely be the one scheduled for March. Director Pyne further inquired about publication of something to remind residents to get their resident cards. She also discussed a recent basketball accident at the Apex Center.
Director Larington reported that the Foundation cancelled today’s meeting due to the weather, but it has been rescheduled.
Director Glenn had nothing to report at this time.
Director Whitfield reported on the Apex PRD logo meeting that was held before the holidays, adding that a lot of historical information was provided at the meeting. Ms. Dannemiller also discussed the first logo meeting which was to identify branding. The next logo meeting will be to review possible logos.
MOTION: Director Glenn moved that the meeting be adjourned. Director Pyne seconded. Motion passed unanimously.
Director Whitfield adjourned the meeting at 7:48 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer