April 6, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
April 6, 2017
CALL TO ORDER
President Whitfield called to order the April 6, 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; Gabe Hale, Technology Services Director; and Dawn Fredette, Executive Assistant and Recording Secretary.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Pyne moved for approval of the Agenda as presented. Director Glenn seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE MARCH 16, 2017 MEETING
MOTION: Director Pyne moved for approval of the Minutes of the March 16, 2017 meeting. Director Glenn seconded and the motion passed unanimously.
PUBLIC INPUT – None
1. MaxGalaxy Contract Approval
Ms. Dannemiller explained that the Board is being asked to approve MaxGalaxy as provider of the District’s new Recreation Management Software. She noted that there was a lot of back and forth during contract negotiations. Ms. Dannemiller discussed the costs for 2017 and the annual costs for subsequent years. She indicated that this software is a more robust program than what the District currently has and she noted some of its features, including the fact that everything will now be under one vendor.
Mr. Hale addressed the Board and explained the cross-platform capabilities and other key components of the new software. It will provide an enhanced experience for both customers and staff.
MOTION: Director Glenn moved for approval of the contract with Maximum Solutions (MaxGalaxy) for the District’s new Recreation Management Software. Director Larington seconded and the motion passed unanimously.
The Board thanked Mr. Hale for all his work on this endeavor.
2. Adoption of Updated Naming Policy
Ms. Dannemiller referred to the staff memo and draft policy included in the Board’s meeting packet. She also referred to the Board’s discussion on this topic at a previous meeting, noting that the policy had been updated accordingly. Ms. Dannemiller further discussed various contribution levels, elements that can be named, and the 10-year time period.
Discussion ensued regarding the policy and the Board’s flexibility regarding naming rights, as well as contract terminations and pro-rated reimbursements.
MOTION: Director Glenn moved for approval of the updated Naming Policy, with the additional modifications discussed. Director Larington seconded and the motion passed unanimously.
3. Approval of Updated Scholarship Program
Ms. Dannemiller referred to the staff memo in the Board’s packet, noting it had been updated following the Board’s discussion on this topic at a previous Board meeting. She reiterated that the scholarship program being considered would provide a more focused way for Marketing to obtain sponsorship funds for scholarships. She also thanked Director Pyne for initiating the conversations around this scholarship program.
Ms. Dannemiller discussed how the scholarship income would work, explaining that half would be used at the discretion of facility managers and half would be earmarked for local nonprofits. Nonprofits would identify scholarship recipients and have flexibility on how the funds are used at Apex PRD facilities. It was again noted that there is a gap in recreation services for families receiving other types of assistance.
Discussion ensued regarding corporate sponsorships.
MOTION: Director Larington moved for approval of the updated Scholarship Program. Director Skul seconded and the motion passed unanimously.
4. Approval of Resolutions concerning GMP Contracts
Mr. Roby explained that he had previously discussed the financial status of the projects at the last Board meeting.
A. Apex Center Phase I – Growling Bear
Mr. Roby stated that Growling Bear has made good progress on the subcontractor bidding process. He discussed the advantages in today’s construction market of the contractor having funds in hand for the subcontractors. He also discussed aspects of timing with the City.
MOTION: Director Larington moved for approval of RESOLUTION NO. APRD2017-10, A RESOLUTION AUTHORIZING THE FIRST AMENDMENT TO THE CMGC AGREEMENT WITH GROWLING BEAR CO. (INC) TO ESTABLISH A GMP FOR THE APEX PARK RENOVATION/ADDITION PROJECT. Director Pyne seconded and the motion passed unanimously.
B. Lutz Phase I – ECI
Mr. Roby stated that this Resolution pertains to both Lutz and Long Lake. The work includes irrigation work, earthwork, and parking lots, all of which is a large bulk of the projects.
MOTION: Director Glenn moved for approval of RESOLUTION NO. APRD2017-11, A RESOLUTION AUTHORIZING THE FIRST AMENDMENT TO THE CMGC AGREEMENT WITH ECI SITE CONSTRUCTION MANAGEMENT TO ESTABLISH A GMP FOR THE APEX LUTZ AND LONG LAKE PHASE 1 PROJECT. Director Skul seconded and the motion passed unanimously.
C. Tennis Phases 1 and 2 – Fransen Pittman
Mr. Roby discussed the existing courts being redone and that they are expected to be in service by July, but that will depend on getting through the City process. He also discussed the timing for submittal of Phase 2.
MOTION: Director Pyne moved for approval of RESOLUTION NO. APRD2017-12, A RESOLUTION AUTHORIZING THE FIRST AMENDMENT TO THE CMGC AGREEMENT WITH FRANSEN PITTMAN CONSTRUCTION CO. INC. TO ESTABLISH A GMP FOR THE APEX TENNIS CENTER PHASE I PROJECT. Director Larington seconded and the motion passed unanimously.
The Board thanked Mr. Roby for his work on the bond projects.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Items discussed and contained in Ms. Dannemiller’s report dated April 6, 2017, included:
• Upcoming Meetings & Events
– Arvada Vitality Alliance Gala, April 8th at 6 p.m., Hilton Garden Inn
– Bunny Breakfast, April 8th at 9 a.m., Community Recreation Center
– Easter Egg Hunt, April 8th, Games at 10 a.m., Egg Hunt at 11 a.m., Stenger Fields
• Staffing Items of Note: Devyn Snow started her new role with the District on March 19th as Aquatics Coordinator. Devyn has worked a long time for Apex as a part-time employee while completing her Bachelor’s Degree in Recreation Management at Metropolitan State University.
• Board Notes:
– The logo committee is reaching consensus on the refreshed Apex PRD logo. Final design will be presented to the Board in May. Ms. Dannemiller thanked Directors Whitfield and Glenn for providing Board representation throughout the process.
– The Special District Golf Outing Schedule for Summer 2017 was provided to the Board. Ms. Dannemiller invited the Board to attend as many of the outings as possible, especially the June 22nd event at Indian Tree.
• Bond Project Notes: Groundbreaking events are being coordinated for the Tennis Center and the Fitzmorris and Secrest Recreation Centers. The Tennis Center groundbreaking will be in early May and the Recreation Centers are projected to be mid-summer. All groundbreakings will be coordinated with community partners to thank stakeholders and partners involved in the process.
• Kudos to the Apex Center staff for hosting a record number of guests during the week of Spring Break. 6,715 guests were served Mon-Fri, compared to last year’s 4,217.
Discussion ensued regarding lighting at the bond project sites and selection of a vendor. The security of utilities at the sites was also discussed.
BOARD MEMBER REPORTS/INPUT
Director Pyne reported on the recent Kiwanis breakfast. She’ll also be attending the upcoming Bunny Breakfast at the Community Recreation Center. Director Pyne noted that she may be absent at the next Board meeting on April 20th.
Director Larington reported on the Foundation meeting. Katie Groke Ellis is working with the Foundation on fundraising, including a Steuben’s Day in June for which the Foundation will receive 15% of the proceeds. Also, the Foundation has approved giving the District $30,000 for sunshades at the new Tennis Center. The North Jeffco Tennis Team will be asked for the remaining funds needed. Ms. Larington noted that the wife of Foundation Board member Phil Millet had recently died. She also mentioned that the Foundation is working on the car show.
Director Skul reported on the Chamber’s Annual Awards Luncheon to recognize Arvada’s finest including Man of the Year and Woman of the Year, for which he was on the selection committee. He noted it was a great event. Director Skul further noted he’ll be attending the next AYP meeting and that Sand in the City is also coming up.
Director Glenn reported that the Apex PRD logo committee is winding down and that he also attended the Chamber’s Annual Awards Luncheon. Director Glenn noted that he will be absent at the next Board meeting on April 20th.
Director Whitfield discussed an upcoming Arvada Vitality Alliance event and who will be attending. He also discussed the nice card he had recently received from a District non-resident, noting the great job staff had done in letting her know that because she doesn’t live in the District she doesn’t get resident rates.
MOTION: Director Skul moved that the meeting be adjourned. Director Glenn seconded and the motion passed unanimously.
President Whitfield adjourned the meeting at 7:35 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer