August 3, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
August 3, 2017
CALL TO ORDER President Whitfield called to order the August 3, 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, and Vicki Pyne. Directors Larington and Skul were absent, absences excused. District staff members present were: Lauri Dannemiller – Executive Director; Bob Roby and JoAnn Gould – Deputy Directors; Brandy Strauch – Youth Services & Special Events; Brent Anderson – Manager of Racquet Sports; and Dawn Fredette – Executive Assistant and Recording Secretary. Also present were: Jordan Bargas – Intern; and, Vilura Haas and Jason Bolton of the North Jeffco Tennis Club.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Pyne moved for approval of the Agenda. Director Glenn seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE JUNE 15, 2017 MEETING
MOTION: Director Glenn moved for approval of the Minutes of the June 15, 2017 meeting. Director Pyne seconded and the motion passed unanimously.
PUBLIC INPUT – None
1. Introduction and Thanks to Intern Jordan Bargas
Ms. Strauch introduced Mr. Bargas. She noted he’s been working as an intern with the District over the summer, that he was raised in Arvada, and he attended San Diego State University where he obtained his degree in Recreation Management.
Mr. Bargas addressed the Board. He stated he’s had a great internship and has learned a lot about the District while working with the different managers at the various facilities. Highlights included coaching some camps, working with Marketing, and learning specifically about special districts.
The Board asked Mr. Bargas questions about his internship experience with the District and thanked him for his efforts.
2. Prospect Recreation & Park District Agreement
Ms. Dannemiller referenced the memo provided to the Board and explained that the purpose of this discussion is to look at fees for Prospect RPD in preparation for the Board’s upcoming approval of Apex PRD’s facility fees for 2018.
Director Whitfield and Ms. Dannemiller explained the background of the agreement with Prospect RPD. A map with boundary information of both districts was shown to the Board. Potential issues around the agreement were discussed.
Ms. Dannemiller discussed Apex’s current pass structure for Prospect and the proposed fee structure for 2018. Ms. Gould talked about the analytics gathered for this discussion. There was additional discussion regarding the amenities offered by each district pursuant to the agreement.
Discussion ensued regarding continuing the agreement, or if terminating the agreement is in the best interests of Apex PRD residents. The Board expressed they are in favor of termination and a motion was made, seconded and unanimously carried, subject to input from Legal Counsel.
3. 2018 Proposed Fees
Ms. Dannemiller noted that Ms. Gould and her team did most of the work on the proposed facility fees spreadsheet provided to the Board. Ms. Dannemiller referred to the memo that was also provided to the Board and proceeded to explain the significant changes to the facility pass structure being proposed for 2018.
There would be two tiers: A Tier 1 pass would include the Apex Center and all the other facilities; Tier 2 would provide access to all Apex facilities except the Apex Center. However, there would be a discount for access to the Apex Center with the Tier 2 pass. It was noted that Indian Tree would remain separate, as would passes at Meyers Pool for the time being. The Board suggested adding outdoor pools to the Tier 1 pass as perhaps a $2.00 increase rather than the proposed 25% discount.
Ms. Dannemiller discussed the justifications for the proposed rate increases, which include: minimum wage going up; no increase to resident rates for 2017; additional staffing; and salary increases.
Condensing the punch card system to a 20-visit card only was explained and discussion ensued about the possibility of also offering a 10-visit card. Punch cards would be used at the facility/facilities within the Tier the card was purchased.
Ms. Gould discussed recent conversations with Arvada Hockey regarding the proposed fee increases in Ice. The proposed tennis fees were also discussed and Ms. Dannemiller reviewed the rates at other tennis centers. She also referenced the upcoming meeting with NJTC to further discuss tennis rates.
Brent Anderson addressed the Board. He talked about discounting high school tennis court time and affordable programs for youth. The Board inquired about free court time and expressed their desire to ensure tennis is made available to the entire community. The scholarship program was referenced. Mr. Anderson also noted that free court time will be re-evaluated if there are times when the courts are empty, but it will depend on demand.
The proposed golf fees were discussed. It was noted that Ms. Dannemiller would provide the Board with the survey done by Alan Abrams, Golf Operations Director.
There was also discussion regarding the age for allowing children into the facilities for free and the impact of FAs. Ms. Gould will provide survey data to the Board on this topic.
Ms. Dannemiller noted that a revised version of the proposed fees will be presented to the Board at the next meeting to include changes discussed. The Board and Ms. Dannemiller thanked Ms. Gould for all of her work on the 2018 proposed fees.
4. Concessions/Blue View
Ms. Dannemiller explained that staff has been looking at the challenges around Blue View, which include spoiled inventory and staffing. An RFP went out for vending services and Canteen is the company that was selected. Ms. Dannemiller discussed contract terms and noted the District will receive 20% of sales.
She also talked about improvements that will occur in Blue View in 2018 to allow for more vending, including healthy vending and a Keurig machine. The selling of current vending equipment was discussed, as well as the possibility of food trucks once the splash pad is operating.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller gave a verbal report to the Board, providing the following updates:
– The HR Policy Manual is being wrapped up. Board approval is scheduled for September 21.
– Jim Reasor, the new Finance and HR Director is starting August 7. Ms. Dannemiller discussed his employment background and qualifications.
– The Secrest groundbreaking is being planned as a community picnic.
– There is an upcoming meeting to discuss Meyers Pool, which will include two representatives from Apex PRD, two from the City of Arvada, and two from Jeffco School District (referred to as the 2x2x2 meeting).
– An FAQ has been prepared by Ms. Fredette regarding the May 8, 2018 election and will be posted to the District’s website.
BOARD MEMBER REPORTS/INPUT
Director Glenn attended the last Coordinating Committee meeting with the City. The meeting was primarily about Meyers Pool and resulted in the upcoming 2x2x2 meeting. He will be attending that meeting as well.
Director Glenn will also be helping at the upcoming Community Build Day at Community Heroes Park. Discussion ensued about the amount of irrigation needed for xeriscape plantings. Mr. Roby explained that irrigation tapers off after a couple years, once the plants have taken hold.
Director Pyne noted she will be out of town for the August 17th meeting but would like to participate by calling in or via Skype.
Director Whitfield stated he will also attend the upcoming 2x2x2 meeting, as well as the upcoming meeting to discuss the new Tennis Center’s fee structure. He noted the Board has a foursome for the Foundation’s upcoming golf tournament, and he will also be playing in the Chamber’s upcoming tournament, which is on the same day as the Food Bank’s tournament. A donation to the Food Bank was discussed in lieu of playing at the tournament.
In addition, Director Whitfield will attend the Chamber’s next 3rd Friday Breakfast. He has a conflict though with the upcoming Grand Opening at Simms Street.
MOTION: Director Glenn moved that the meeting be adjourned. Director Pyne seconded and the motion passed unanimously.
President Whitfield adjourned the meeting at 7:55 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer