June 1, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
June 1, 2017
CALL TO ORDER President Whitfield called to order the June 1, 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, and Vicki Pyne. Director Skul was absent, absence excused. District staff members present were: Lauri Dannemiller, Executive Director; Bob Roby – Deputy Director; Kristin Donald – Finance and HR Manager; and Dawn Fredette, Executive Assistant and Recording Secretary. Also in attendance were: Paul Niedermuller of CliftonLarsonAllen, District Auditors; and Linda Chrisp of Sunset Mesa HOA.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Ms. Dannemiller noted that Agenda item “Fransen Pittman Guaranteed Maximum Price” will need to be tabled until a future meeting.
MOTION: Director Pyne moved for approval of the Agenda as amended. Director Larington seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE MAY 18, 2017 MEETING
MOTION: Director Glenn moved for approval of the Minutes of the May 18, 2017 meeting. Director Larington seconded and the motion passed unanimously.
Linda Chrisp from the Sunset Mesa HOA addressed the Board and asked about the time frame for completion of Community Heroes Park. Residents are concerned because weeds are migrating into the backyards of homes along the south line of the site.
Ms. Dannemiller indicated that Katie Groke Ellis, Marketing Director, has been communicating with another person from the HOA on this matter. She further explained that the project will be completed in 2-3 phases with the first phase slated to be done by Labor Day. There will be a community planting effort for a couple weekends leading up to Labor Day. Ms. Dannemiller assured Ms. Chrisp that the District will handle spraying the weeds.
1. Comprehensive Annual Financial Report (CAFR)
Ms. Donald first acknowledged her staff for their hard work throughout the year. She also thanked the District’s managers who provide information that is required for preparation of the CAFR. Lastly, she thanked Ms. Dannemiller and the Board for their help in implementing fiscal policies for the District.
Ms. Donald explained that the CAFR is divided into three main sections: Introductory, Financial, and Supplemental Information. She also briefly discussed the transmittal letter.
Ms. Donald referred the Board to several areas of the CAFR including Management’s Discussion and Analysis, and the Financial Statements, which includes Governmental Funds and Proprietary Funds.
Mr. Niedermuller addressed the Board, first congratulating the District on receiving a GFOA award on the last CAFR. He then discussed the two CliftonLarsonAllen letters that are included in the current CAFR. The first letter generally discusses their audit of the District’s financial statements of the governmental activities, the business-type activities, and each major fund of Apex Park and Recreation District. The second letter addresses material weaknesses and significant deficiencies. He noted certain items referenced in the second letter including RecTrac and Team Sideline Systems, comments around bond accounting, and inventory control.
Discussion ensued regarding the transfer of funds for capital improvements, property tax revenues, revenue from charges for services, and value of new assets.
The Board thanked Ms. Donald for her work on the District’s last two CAFRs and congratulated her on her upcoming move to Bozeman, Montana.
2. Adolfson & Peterson Guaranteed Maximum Price
Mr. Roby discussed his memo regarding “1st Amendment to CMGC Contract with Adolfson & Peterson establishing a GMP.” It is his recommendation the Board approve this GMP of $7,112,963 for the referenced portions of work on the Secrest Recreation Center and Fitzmorris Recreation Center.
MOTION: Director Glenn moved for approval of the 1st Amendment to CMGC Contract with Adolfson & Peterson establishing a GMP in the amount of $7,112,963. Director Larington seconded and the motion passed unanimously.
3. Fransen Pittman Guaranteed Maximum Price
Tabled until a future meeting.
4. Alcohol at Ice Arena (continued)
Ms. Dannemiller referred to her memo regarding ” Ice Hockey Tournament and Alcohol Follow-up.” She then asked Ms. Goldwater to also address the Board on this topic.
Ms. Goldwater first noted that offering liquor during adult hockey tournaments would be financially lucrative. Discussion ensued. She then explained the three options that staff has put together as follows:
1. A non-profit organization would serve as the event organizer. They would obtain the special event license and conduct the tournament and “beer garden.” Apex would solely rent the ice.
2. A contracted tournament provider, i.e., Foothills Event Management hosts the event and obtains the license through a non-profit they work with. Their event model is to have the beer donated and then provide free beer to the players during the tournament by giving them a limited number of drink tickets.
3. Apex PRD hosts the event but a non-profit comes in and handles the beer sales, comparable to beer sales at sporting events. The non-profit would also assume responsibility for the event.
Discussion ensued regarding the three options and liability concerns. It was noted that in all three scenarios, an outside provider holds the special event license.
Ms. Goldwater further noted that it might be too late to get any tournaments for this summer, in which case the plan will be to start next summer.
MOTION: Director Larington moved for approval of offering alcohol during adult hockey tournaments using one of the three options presented. Director Skul seconded and the motion passed unanimously.
5. Benefits Study (continued)
Ms. Dannemiller discussed her employee “Benefits Evaluation” memo, noting that employee retention is the Board’s top priority. Using that priority factor, Ms. Dannemiller divided the benefits into two tiers – Tier I being those benefits that are important to an employee, and Tier II being those benefits that are less important and not generally used as an employment decision factor.
Ms. Dannemiller explained that in Tier I benefits, the District is slightly below comparable organizations, suggesting this is an area for potential improvement. In Tier II benefits, the District is slightly above comparable organizations, suggesting this may be an area where benefits could be reduced with minimal impact to employees. Ms. Dannemiller also noted though that the cost to the District for Tier II benefits is minimal.
Discussion ensued about: current healthcare unknowns with regard to the 2018 budget; retirement contributions; and the current tiers of healthcare offered. Ms. Dannemiller noted that staff has an upcoming meeting with Hub International insurance brokerage to discuss options.
Additional discussion included: Nextep, a payroll service which rolls in health benefits; the current Tuition Assistance program for full time employees; the Financial Planning benefit; and the Incentive benefit, which is the Employee of the Month award. It was noted that the District’s current benefits do not include time off for bereavement.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller noted two items:
1. Annual Arvada Chamber of Commerce Golf Tournament on August 25th.
The Board discussed a foursome for the tournament.
2. Recognition of Norma Brown at the upcoming City Council meeting.
Norma is a senior volunteer at the Community Recreation Center and Director Whitfield will attend the meeting to say a few words.
Additional discussion included: the new logo and the timing for presenting it to the Board; and, the upgrade of the District’s recreation software and website.
BOARD MEMBER REPORTS/INPUT
Director Pyne reported on the recent death of a Kiwanis member. She also mentioned that she’s been approached by members of the community offering to help with tennis programming.
Director Larington reported on today’s Foundation meeting as follows:
– The Car Show is ready to go. They would like for Apex PRD Board members to be there.
– Their fundraiser day at Steuben’s is on June 13th, for which the Foundation will receive 15% of the proceeds from the entire day.
– Save the date for the Annual Golf Tournament on September 15th.
– Foundation President Rich Garrimone and Vilura Haas of the North Jeffco Tennis Club are working together on the sunshades for the Tennis Center. NJTC is coming up with $20,000 (over 3 yrs) to help with the cost, which in addition to the Foundation’s $30,000 donation, leaves $10,000.
Director Glenn discussed his recent meeting with Ken Marquardt (Pickleball Ken) regarding Pickleball tournaments. He noted that Mr. Marquardt is being nominated for an award which recognizes a person’s efforts in helping veterans.
Director Whitfield will be attending the upcoming monthly breakfast meeting at the American Legion. He also noted that the IGA with Prospect Recreation & Park District will be an agenda item at an upcoming meeting.
Discussion ensued regarding the weed issue brought up during Public Input and groundbreakings for the bond projects.
MOTION: Director Glenn moved that the meeting be adjourned. Director Larington seconded and the motion passed unanimously.
President Whitfield adjourned the meeting at 7:55 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer