March 16, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
March 16, 2017
CALL TO ORDER President Whitfield called to order the March 16, 2017 meeting of the Board of Directors of 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, Tommy Skul, and Vicki Pyne. District staff members present were: Lauri Dannemiller, Executive Director; Bob Roby and JoAnn Gould – Deputy Directors; Kristin Donald – Finance and HR Manager; and Dawn Fredette, Executive Assistant and Recording Secretary. Also present: Vilura Haas and other members of the tennis community; and Jim MacDonnell with two of his brothers, owners of the Ace Hardware at 64th and McIntyre.
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 THE FEBRUARY 16, 2017 MEETING
MOTION: Director Glenn moved for approval of the Minutes of the February 16, 2017 meeting. Director Skul seconded. Motion passed unanimously.
Mr. MacDonnell addressed the Board regarding the Procurement Policy that is on the meeting agenda. He discussed the assorted hardware and janitorial supplies that have been provided to the District’s facilities over the years. He also provided a brief background of the family and their business, and their history of supporting the District.
Mr. Barker of APAC was in the audience and the Board asked if he had any input. Mr. Barker briefly explained that they are considering park rangers to patrol the parks.
1. Introduction of JoAnn Gould, Deputy Director – Recreation Services
Ms. Dannemiller stated that Ms. Gould has been with the District for two weeks now and has hit the ground running. Ms. Dannemiller further noted that given Ms. Gould’s history and experience in recreation, bringing her on now was a perfect convergence of District needs and Ms. Gould’s availability.
Ms. Gould thanked Ms. Dannemiller and then addressed the Board speaking about her career in recreation. The Board welcomed Ms. Gould stating she’s a great addition to the District.
2. Honoring of Vilura Haas for Lifetime Contribution to Tennis
Director Whitfield spoke about Ms. Haas’s many contributions to the community, and particularly the tennis community. He referenced her work on the successful bond election in 2016 and her current work on the resulting new tennis facility. Director Whitfield presented Ms. Haas with a gift bag of District logo items and a gift card as a token of the District’s appreciation for all her efforts.
Ms. Dannemiller added that Ms. Haas was recently recognized by the Colorado Tennis Hall of Fame for her lifetime contributions to tennis.
Ms. Haas thanked everyone and stated that it’s been great working with the ARFA group as well as getting to know the Board members. She’s honored to be part of the design team for the new tennis facility. She further noted that anything she has done she did not do by herself and she always encourages others to be involved.
3. Procurement Policy
Ms. Donald referenced the fiscal policies previously adopted by the Board in August of 2016, noting that the Finance group has been gathering information and working on this procurement policy since that time.
Ms. Dannemiller also explained that creating this policy was done at the recommendation of the District’s auditors. She further discussed the RFP process and the District’s history of giving preference to local businesses.
Discussion ensued regarding RFPs and approval authority. Previously, the District had informal practices but no set policy in place.
MOTION: Director Skul moved to approve the Procurement Policy as presented. Director Larington seconded. Motion passed unanimously.
4. Conduct Public Hearing and Consider Resolution for Budgetary Transfers and Additional Appropriations, Fiscal Year 2016
The Board moved to open the public hearing on the 2016 Budget Amendment. It was also noted that notice of the public hearing was published in the Golden Transcript pursuant to Colorado Revised Statutes.
Ms. Donald addressed the Board explaining that this amendment to the General Fund was requested by the District’s auditors. It requires an additional $85,000 appropriation. Chiller issues in the ice arena in 2016 contributed to the need for the additional appropriation.
The Board moved to close the public hearing.
MOTION: Director Glenn moved for approval of RESOLUTION NO. APRD2017-09, RESOLUTION TO AMEND 2016 BUDGET. Director Pyne seconded. Motion passed unanimously.
5. Senior Leadership Team Presentation: “CRC’s Role in the Graying of Arvada”
Ms. Wellnitz addressed the Board and first thanked them for being so supportive of the programs at the Community Recreation Center.
She went on to explain that Jefferson County has more seniors than any other county in the state. She also noted that seniors are participating in activities much longer after retirement and the Center has expanded its activities accordingly.
Ms. Wellnitz discussed the 2010 survey conducted in Arvada regarding needs of the senior community. The survey identified transportation and ranch homes as top needs. Mental health, i.e., depression is also an issue. She noted that classes offered at the Center help seniors stay connected and engaged and that there are positive statistics from Silver Sneakers indicating health improvements. Identity theft and fraud are also issues.
In addition, in 2009, 9 out of 10 accidents involved a person over the age of 65. Ms. Wellnitz noted that classes are offered regarding transportation alternatives. She also noted that falls are the number one reason for calls to Arvada Fire Protection and that the Center offers classes for balance and fall prevention. The Center also offers expos and partnerships to connect seniors with resources.
Ms. Wellnitz discussed City Council’s creation of committees on aging within various City departments. She also noted that Arvada has a dedicated “senior” officer.
Ms. Wellnitz discussed trends in fitness activities and education classes, and how the print is larger in the Center’s activity guide and senior newspapers. She also talked about the popularity of the writing class that is offered and then presented a board showing books that have been published.
Additional topics addressed by Ms. Wellnitz included: a senior at the Center who is turning 99; the volunteer who does eyeglass repair onsite and the donations of eyeglasses he receives; and support groups for Parkinson’s and grief.
Discussion ensued with the Board regarding gaps in transportation and affordable housing. Warm water therapy programming was also discussed.
The Board thanked Ms. Wellnitz for her informative presentation.
6. Bond Projects Update
Ms. Dannemiller referred to the updated budget estimate handout and the work being done to get the projects on budget, which is getting close. She discussed value engineering, changing out some of the materials, scaling back on landscaping, a less expensive filtration system, basically things that won’t impact a program.
Mr. Roby provided a presentation showing where the projects are financially. He discussed the project phases and timelines, including target dates regarding construction documents for the Board.
He referred to the financial update for March included in the handout, discussed contractor contingencies, and presented information regarding value engineering options.
He also discussed add alternates and possible uses for the contingencies included in the projects.
Ms. Dannemiller continued to discuss the listing of possible value engineering items on the handout and presented a gap sheet regarding the projects. Discussion ensued.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller reviewed and discussed an additional handout regarding the upcoming employee fitness contest. Board discussion ensued.
MOTION: Director Glenn moved for approval of $400 to fund the fitness contest. Director Larington seconded and the Motion passed unanimously.
Ms. Dannemiller also discussed agenda items for the next Board meeting. She further noted that Director Whitfield is attending the upcoming City Council meeting to sign the Fitzmorris IGA and to obtain the District’s first installment of funds from the City for the Fitzmorris project.
BOARD MEMBER REPORTS/INPUT
Director Pyne reported on a discussion she had with a resident regarding enlargement of the District’s fleet. Discussion ensued regarding the possibility of a van purchase or leasing an additional van for the District.
Director Larington reported on the recent Foundation meeting. She noted that Katie Groke Ellis, the District’s Marketing Director, had attended the meeting and discussed sponsorships which was very helpful. The Father’s Day Car Show was also discussed at the Foundation meeting.
Director Skul reported on the Chamber’s recent “Meet Your Community Leaders” luncheon, noting the interesting format for the event. Director Skul also noted that Director Whitfield did a great job at the luncheon talking about the District’s bond projects. Director Skul further mentioned upcoming Chamber events he’ll be attending and the Arvada Young Professionals committee he’ll be joining.
Director Glenn reported on the last Coordinating Committee meeting with the City. The City is waiving permit fees for the bond projects on City owned land. It was suggested that other fees also be waived for those projects on District owned land.
Director Glenn talked about the Committee’s long discussion on Meyers Pool, which included discussion on the following: funding ideas, i.e., the possibility of using Certificates of Participation or a School District bonded facility; roof replacement vs. a new facility; the leaking on the northern portion of the pool’s roof; and the City being willing to pay for half of the engineering study.
Director Whitfield reported that he and Director Glenn attended the last logo committee meeting. He noted it’s a great team of people and the consultants are doing a great job.
Director Whitfield also briefly discussed SDA matters, noting the SDA is not involved in any current legislation
MOTION: Director Glenn moved that the meeting be adjourned. Director Pyne seconded. Motion passed unanimously.
President Whitfield adjourned the meeting at 8.38 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer