February 2, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
February 2, 2017
CALL TO ORDER President Whitfield called to order the February 2, 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 Tommy Skul. Director Pyne was absent, absence excused. District staff members present were: Lauri Dannemiller, Executive Director; Katie Groke Ellis, Marketing Director; Gabe Hale, Technology Services Director; and Dawn Fredette, Executive Assistant and Recording Secretary. Also present was Linda Glesne of Collins Cockrel & Cole, General Counsel for the District.
MOTION: Director Larington moved to excuse the absence of Director Pyne due to advance notice to the Board. Director Glenn seconded. Motion passed unanimously.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
The Board discussed revising the order of agenda items due to Director Whitfield needing to leave the meeting early.
MOTION: Director Larington moved for approval of the Agenda as revised. Director Glenn seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF THE JANUARY 19, 2017 MEETING
MOTION: Director Glenn moved for approval of the Minutes of the January 19, 2017 meeting. Director Larington seconded. Motion passed unanimously.
MOTION: At 6:35 p.m., Director Larington moved for the Board to enter into Executive Session pursuant to Section 24-6-402(4)(b), C.R.S., for the purpose of receiving legal advice related to a claim. Director Skul seconded. Motion passed unanimously.
MOTION: At 6:50 p.m., Director Glenn moved for the Board to come out of Executive Session and return to the regular meeting. Director Skul seconded. Motion passed unanimously.
PUBLIC INPUT – None
1. Field House Lawsuit Tolling Agreement
MOTION: Following discussion between the Board and Ms. Glesne of Collins Cockrel & Cole, Director Glenn moved for the Board to approve the “Tolling Agreement Between Apex Park & Recreation District and Everest National Insurance Company.” Director Skul seconded. Motion passed unanimously.
The Agreement will be forwarded to Director Whitfield for signature via Docusign.
2. Facility Naming Discussion
Ms. Dannemiller referenced the memo prepared by Katie Groke Ellis and discussed having a policy in place for naming District facilities to preempt the upcoming naming of the District’s new facilities and in consideration of a recent request from the family of a deceased youth sports coach.
The Board discussed the current informal policy of not naming a facility while a person is still living. However, the Board has agreed in the past to naming a specific room within a District facility after a living person.
Additional discussion included the possibility of offsetting costs by allowing naming rights as well as not allowing the naming of District buildings after people at all, whether alive or deceased. Ms. Dannemiller suggested creating an outline for the Board’s review for naming components of buildings.
Further discussion ensued regarding corporate sponsorships and/or monetary contributions as well as the City’s input for naming facilities.
Director Whitfield left the meeting.
3. Scholarships Proposal
Katie Groke Ellis discussed and reviewed her memo regarding the idea of taking sponsorship income and placing it in a fund specifically for scholarships. She discussed the possibility of a portion of the fund being used by facility managers at their discretion and other portions being used in conjunction with other organizations in the community.
Ms. Dannemiller noted the current scholarship application process and discussion ensued regarding documentation that should be submitted by an applicant in support of their application, i.e., tax return or school lunch voucher. It was suggested a list of acceptable supporting documentation be created.
Additional discussion included using anecdotal information to gain sponsorships, setting annual maximum scholarship amounts instead of percentages of activity costs, using scholarship recipients as volunteers for Apex PRD events, and having scholarships go toward punch cards instead of passes.
Ms. Dannemiller mentioned the meeting she and Director Pyne previously had with a representative from the Healthy Jeffco organization to discuss scholarships. The Board agreed that the scholarship proposal being discussed would be a great community statement and needs to be promoted. The Board acknowledged and thanked Ms. Groke Ellis for her efforts. Ms. Groke Ellis indicated she will revise her memo and the Board will be updated.
4. Senior Leadership Team Presentation by Gabe Hale on Recreation Software
Mr. Hale discussed the District’s current recreation management software and its issues with updates. An additional obstacle is the current software is not designed for use on mobile platforms. As a result, a search was begun for a new software system.
Mr. Hale explained that in response to the District’s RFP, responses were received from four software providers. All four providers were interviewed, of which three were good. Mr. Hale discussed his handout regarding the costs of each provider and how the search was narrowed down to two, one being Max Galaxy.
He also discussed the District’s current use of TeamSideline for leagues, noting that Max Galaxy will get all functions under the same umbrella. Although, none of the four providers do league standings.
Mr. Hale further discussed Max Galaxy’s ease of user interface for staff, and that it is user friendly for registration. Also, they are doing an aesthetic restructuring. In addition, their software has calendar export capabilities.
Ms. Dannemiller indicated the District has started negotiations with Max Galaxy and a contract should be finalized within a month. She also discussed redesigning the District’s website in light of the new software and the District’s new logo. The goal is to have this done before the end of the year. Discussion ensued regarding the importance of staff involvement during this transition process and customer service aspects.
Ms. Dannemiller complimented and thanked Mr. Hale for his efforts to date on this project, which is a very large undertaking. The Board also commended and thanked Mr. Hale.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller reviewed and discussed her report that was distributed to the Board. She discussed the Deputy Director of Recreation Services position being filled in March by JoAnn Gould, an experienced recreation professional previously with South Suburban. The position will start at three days a week until early in 2018, at which time it will be opened and recruited as a full-time position to allow for possible internal promotion. The short term needs of the District are being met by filling the position now while preserving the opportunity later for internal movement.
Ms. Dannemiller also discussed the Fitzmorris IGA being approved by the City in March and the District receiving its first installment. She also provided project updates for the Simms Street gymnasium and the Community Heroes Park.
Ms. Dannemiller further discussed the recent meeting with Jeffco Schools and the City of Arvada to discuss Meyers Pool. The good news is there is an understanding by all parties involved of the pressing need regarding the pool.
Ms. Dannemiller also provided updates on the impact of upcoming construction pertaining to the bond projects and on the logo task force, which is coming along great. Upcoming events were also discussed.
BOARD MEMBER REPORTS/INPUT
Director Skul reported on Chamber events including the recent annual dinner. He indicated it was a great event and lots of fun, and that the silent auction was particularly impressive. He also noted the 3rd Friday Breakfast is coming up.
Director Larington reported on the recent Foundation meeting. She noted that a subcommittee was formed for fundraising for the Tennis Center opening. Director Pyne will be the liaison for the subcommittee.
Director Glenn had nothing to report at this time.
MOTION: Director Skul moved that the meeting be adjourned. Director Larington seconded. Motion passed unanimously.
Director Glenn adjourned the meeting at 8:08 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer