May 18, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
May 18, 2017
CALL TO ORDER President Whitfield called to order the May 18, 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; and Dawn Fredette, Executive Assistant and Recording Secretary.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Ms. Dannemiller noted that Agenda item “Adolfson & Peterson Guaranteed Maximum Price” will need to be tabled until a future meeting.
MOTION: Director Larington moved for approval of the Agenda as amended. Director Pyne seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF APRIL 20, 2017 MEETING
MOTION: Director Skul moved for approval of the Minutes of the April 20, 2017 meeting. Director Larington seconded and the motion passed unanimously.
PUBLIC INPUT – None
1. Alcohol at Ice Arena, Sponsorship Policy
Ms. Dannemiller explained that there have been various discussions over the last couple years regarding the offering of alcohol for adult hockey in the Apex Center Ice Arena. As a result, staff recently prepared a SWOT analysis on the potential serving of alcohol in the Apex Center. Ms. Dannemiller noted the District’s current no alcohol policy. She also discussed adoption of a policy for alcohol related sponsorships.
Ms. Dannemiller reviewed her memo titled, “Alcohol – Ice Arena and Sponsorships” which included a section on “Food & Beverage Details of Front Range Ice Arenas.” She further reviewed and discussed the SWOT analysis and the various alcohol service options that have been considered by staff. Ms. Dannemiller explained that staff is recommending the option of trying a beer garden for adult hockey tournaments, which requires a special event license.
Discussion ensued regarding the other Front Range facilities referenced in Ms. Dannemiller’s memo and what type of facilities they are, i.e., family, ice only, etc. Additional discussion included: the type of restaurant and/or bar that is serving alcohol at those facilities; possible location and costs for a beer garden at the Apex Center; and, whether Apex would be in control of the beer garden or if the tournament host would be in control.
It was noted that by offering alcohol, the Ice Arena manager is attempting to attract tournaments that do not currently come to the Apex Center due to the no alcohol policy. There was also discussion regarding the possibility of partnering with outside alcohol sponsors.
Following discussion, the Board indicated it would be open to staff’s recommendation of trying a beer garden, with the condition that the tournament host handles everything. Staff will find out about special event licensing for this type of event and report back to the Board.
Ms. Dannemiller then reviewed and discussed the proposed Policy for Corporate Support/Solicitation of Sponsorship. Topics addressed in the policy include: sponsorships vs. donations; guidelines for acceptable sponsorships; sponsorship selection criteria; sponsorships which shall not be considered; major guiding components of the policy; equitable offerings; and, ethical considerations associated with sponsorships.
Discussion ensued regarding the proposed policy and potential local sponsors. Also, Ms. Gould discussed the handling of alcohol related sponsorships at South Suburban Parks and Recreation, her previous employer.
MOTION: Director Glenn moved for approval of the “Apex Park and Recreation District Policy for Corporate Support/Solicitation of Sponsorship.” Director Pyne seconded and the motion passed unanimously.
2. Bond Projects Update
Mr. Roby reviewed and discussed his May 2017 Bond Project Report. He talked about the recent Tennis Center groundbreaking and the status of what’s next there. He also discussed the status of Apex Center renovations.
Regarding Long Lake and Lutz, Mr. Roby noted that the Denver Water Board had approved the District’s request to reduce the size of a retaining wall at Long Lake from 25 ft. to 3 ft. Also, the permit is in place to start erosion control at Lutz. He informed the Board that ECI is working hard to help the District meet its bottom line.
For the Secrest and Fitzmorris Centers, Mr. Roby gave a status of submissions to the City. Discussion ensued regarding receipt of the next $1M payment from the City. Mr. Roby also talked about working with the School District and the IGA.
Additional discussion ensued regarding project meetings between staff, the City, and contractors. Mr. Roby further noted that he is working on locking in schedules for groundbreakings, openings, etc.
3. Adolfson & Peterson Guaranteed Maximum Price
Tabled until a future meeting.
4. Benefits Study
Ms. Dannemiller noted that Director Whitfield had requested information regarding the District’s employee benefits in follow-up to a topic addressed by the Board a couple years ago. As a result, Mountain States Employers Council performed a survey of like employers and provided an executive summary, including a spreadsheet of the data analyzed.
Ms. Dannemiller discussed some areas where the District offers lower benefits, including: short-term disability; 401 contributions; and, insurance for employee and spouse vs. family. She also discussed some areas where the District offers higher benefits, including: vacation time; HMO costs for individuals; and, the number of paid holidays.
Ms. Dannemiller noted that the Board has been provided with a lot of documentation to review and further discuss at the next Board meeting. Ms. Dannemiller also provided each Board member with a survey to establish their priorities regarding employee benefits.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Items discussed by Ms. Dannemiller and contained in her report dated May 18, 2017, included the following:
• Upcoming Meetings/Events
– BOD meetings on June 1st and 15th
– Special District Golf Outing on June 8th
• Staffing Items of Note
• Board Notes
• Bond Project Notes
• Say Something Nice
– Ms. Dannemiller recognized Ms. Gould and the Fitness Staff for their work on exploring ways to build upon the fitness offerings within the District by assessing the gaps and the opportunities that exist for expansion and centralization either in the District’s new facilities or existing facilities.
BOARD MEMBER REPORTS/INPUT
Director Pyne reported attending a Kiwanis breakfast and the recent Coordinating Committee meeting. She also attended the volunteer appreciation event today at the Community Recreation Center.
Director Skul noted that the Chamber’s 3rd Friday Breakfast is coming up as well as a Membership Luncheon in June. Sand in the City is also coming up in June.
Director Larington reported on the Foundation and their preparations for the Father’s Day Car Show. Discussion ensued regarding their volunteer needs.
Director Glenn had nothing to report at this time.
Director Whitfield reported attending the recent American Legion breakfast and today’s volunteer appreciation event at the Community Recreation Center. He will also be attending the Chamber’s upcoming State of the Counties breakfast.
In addition, Director Whitfield discussed Food Bank sponsorships for this year, noting that the Board will sponsor the golf tournament on August 28.
MOTION: Director Skul moved that the meeting be adjourned. Director Larington seconded and the motion passed unanimously.
President Whitfield adjourned the meeting at 7:50 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer