June 15, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
June 15, 2017
CALL TO ORDER Vice President Glenn called to order the June 15, 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: Jeff Glenn, Kristen Larington, Tommy Skul, and Vicki Pyne. Director Whitfield was absent, absence excused. District staff members present were: Lauri Dannemiller – Executive Director; Bob Roby and JoAnn Gould – Deputy Directors; Carrie Gomer – Field House and Simms Street Manager; Justin Howe – District Services Manager; and Dawn Fredette – Executive Assistant and Recording Secretary. Also present were David Bell and Amy Canfield of Stifel Nicolaus, and Dennis Cisco of the Sunset Mesa HOA.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Pyne moved for approval of the Agenda as amended. Director Larington seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE JUNE 1, 2017 MEETING
MOTION: Director Larington moved for approval of the Minutes of the June 1, 2017 meeting. Director Pyne seconded and the motion passed unanimously.
Dennis Cisco of the Sunset Mesa HOA was present to address the Board and inquire about the following items regarding Community Heroes Park: 1) Labor Day completion date; 2) sidewalk connection; and 3) seating.
Discussion ensued about the planting being done in two phases and seeding. Ms. Dannemiller noted the recently completed bid process. She also noted that she will arrange to have drawings of the sidewalk connection forwarded to Mr. Cisco.
1. Apex Roof/HVAC COPs
Ms. Dannemiller explained that the Apex Center roof and HVAC are two critical items identified in the District’s facilities assessment. She indicated that COPs are being considered for financing the repairs to prevent depletion of other fund balances, which are needed for additional projects identified in the facilities assessment. David Bell of Stifel Nicolaus was asked to explore the COP financing option and what it might look like.
Mr. Bell and Ms. Canfield discussed their “Certificate of Participation Financing Overview” document, noting that this method of financing was used for the Field House. COP payments are made from the General Fund. New payments would increase, but the new interest rate would be better than the current rate.
Ms. Dannemiller referred to the staff memo prepared by Justin Howe regarding the roof and HVAC repairs. Discussion ensued regarding changes to the Apex Center’s roof design.
Ms. Dannemiller further noted that if the COP financing is not utilized, the roof and HVAC repairs would be spread out over a few years and greatly reduce the General Fund. She stated that using COPs is the more fiscally responsible option to ensure the District will have funds to also start addressing other items on the facilities repair list.
Discussion ensued regarding the possibility of including turf at the Field House into the COP financing. Mr. Bell indicated this is definitely a possibility. He also informed the Board that the financing process will take a couple of months.
2. Consider Settlement of Claim
Ms. Dannemiller provided a brief history of the claim and referred the Board to the FULL, FINAL, AND COMPLETE RELEASE, SETTLEMENT, INDEMNITY AND HOLD HARMLESS AGREEMENT,” as signed by Kathleen Mowry of Messner Reeves LLP, attorneys for the Defendants.
MOTION: Director Laringon moved for approval of the “FULL, FINAL, AND COMPLETE RELEASE, SETTLEMENT, INDEMNITY AND HOLD HARMLESS AGREEMENT.” Director Pyne seconded and the motion passed unanimously.
3. Contract for Community Heroes Park
Mr. Roby summarized his staff report recommending approval of a contract to Singing Hills Landscape, Inc., in the amount of $315,878.71. He noted that planting at the park will occur in two phases, and that currently there is a special projects team working on the planting. He also thanked Justin Howe and his crew for their help on the project which helps with the budget.
Discussion ensued regarding questions that Board members are receiving about the park. It was suggested an FAQ be put together regarding the planting phases.
MOTION: Director Pyne moved for approval of the Agreement with Singing Hills Landscape Inc. for work at Community Heroes Park as identified in the contract. Director Larington seconded and the motion passed unanimously.
4. Fransen Pittman Guaranteed Maximum Price
Mr. Roby noted that Fransen Pittman is the contractor for the Tennis Center and refered to his memo recommending approval of the 2nd Amendment to the CMGC Contract with Fransen Pittman establishing a final GMP ($6,353,790) and a substantial completion date (December 30, 2017).
Mr. Roby indicated that the project is not completely permitted yet, but that earth is being moved. He also discussed permitting issues with the City and delays beyond the District’s control. Discussion ensued.
MOTION: Director Pyne moved for approval of RESOLUTION NO. APEXPRD2017-15, A RESOLUTION AUTHORIZING THE SECOND AMENDMENT TO THE CMGC AGREEMENT WITH FRANSEN PITTMAN GENERAL CONTRACTORS TO ESTABLISH A FINAL GMP AND SUBSTANTIAL COMPLETION DATE FOR THE APEX TENNIS PROJECT. Director Skul seconded and the motion passed unanimously.
5. Senior Leadership Team Presentation
Ms. Gomer addressed the Board and referred to her document, “Simms/Sports/Field House,” which provides financial information for 2014-2016.
a. Recreation Services Budget Philosophy
Ms. Gomer discussed her philosophy on growth and talked about some of the popular programs offered, including bubble soccer and dog competitions. She also noted that adult soccer is one of the most beneficial programs. Ms. Gomer further expressed that all of her coordinators do an amazing job.
b. Impact of Phase 3 at Simms Street Center
Ms. Gomer stated that the new entry has made such a difference, along with the meeting room, preschool gym, and the relocation of dance which includes an observation room.
Ms. Gomer praised Brook-lyn Greenwood, who works at Simms, noting Ms. Greenwood pushed for the preschool gym which is bringing in revenue. Ms. Gomer also discussed the growth in dance and the success of birthday parties.
The Board thanked Ms. Gomer for the great job she is doing, stating that her team has a great leader who is very motivational. Ms. Gomer thanked the Board for their support of Phase 4 which starts in August.
6. Ratify the Board’s Approval of Adolfson & Peterson Guaranteed Maximum Price
Ms. Dannemiller explained that the Board previously approved the Adolfson & Peterson GMP, but that a corresponding resolution wasn’t presented at the time.
MOTION: Director Larington moved to ratify the Board’s approval of the Adolfson & Peterson GMP and to approve RESOLUTION NO. APEXPRD2017-14, A RESOLUTION AUTHORIZING THE FIRST AMENDMENT TO THE CMGC AGREEMENT WITH ADOLFSON & PETERSON CONSTRUCTION TO ESTABLISH A PARTIAL GMP FOR THE FITZMORRIS PARK POOL AND SECREST RECREATION CENTER PROJECTS. Director Pyne seconded and the motion passed unanimously.
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller briefly spoke about upcoming events as noted on the handout distributed to the Board.
She also discussed work on the parking lot at Fitzmorris that will occur during the school break, for which a groundbreaking date will be determined. Secrest will be at a later date.
BOARD MEMBER REPORTS/INPUT
Director Pyne noted that anything she had to report had already been discussed.
Director Skul mentioned the Chamber’s big Sand in the City event on June 24-25.
Director Larington discussed the Foundation’s recent fundraising event at Steuben’s. They are waiting to hear on the amount of the proceeds. The annual Father’s Day Car Show is this Sunday, June 18.
Director Glenn talked about upcoming golf tournaments. The following tournaments and dates were noted: 1) Special District Golf Outing at Indian Tree on June 22nd; 2) Arvada Chamber of Commerce Annual Golf Tournament at West Woods on August 25th; and 3) Annual Apex PRD Foundation Golf Tournament at Indian Tree on September 15th.
Director Glenn also mentioned that he’d been contacted by a community member who had reached out to Ken Marquardt with an idea for the Pickleball courts to help keep track of those waiting for a court. Discussion ensued.
MOTION: Director Skul moved that the meeting be adjourned. Director Larington seconded and the motion passed unanimously.
Vice President Glenn adjourned the meeting at 7:30 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer