September 21, 2017 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
September 21, 2017
CALL TO ORDER
President Whitfield called to order the September 21, 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; Jim Reasor – Finance and HR Director; Cindy Midyett – HR Administrator; Justin Maillet – Apex Center Assistant Manager; and Dawn Fredette – Executive Assistant and Recording Secretary. Also present was Linda Glesne of Collins Cockrel & Cole, General Counsel for the District.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Glenn moved for approval of the Agenda. Director Pyne seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE AUGUST 17, 2017 MEETING
MOTION: Director Skul moved for approval of the Minutes of the August 17, 2017 meeting. Director Larington seconded and the motion passed unanimously.
PUBLIC INPUT – None
1. Adoption of Human Resources Policies
Ms. Dannemiller explained that staff has been working on the issues raised at the July 6, 2017 study session. She discussed specific topics that had been addressed and the resulting changes made to the policies. Topics included:
– employees accepting gratuities
– pre-employment drug testing, including drug testing for part-time employees in a supervisory role with children, and the costs for testing all part-time employees
– a supervisor’s role when he/she suspects an employee is under the influence of drugs and/or alcohol
– automatic testing for anyone who drives a District vehicle
Ms. Glesne discussed minors signing consent forms and having parents of minors sign the HR policy manual instead. She also discussed issues around various concentration levels of THC.
Ms. Midyett discussed substances that are tested for and the test results. She noted that substance levels are shown in the results, not just positive or negative.
Ms. Dannemiller noted for the Board that the policy being discussed gives the District flexibility for terminations since it’s not limited by strict substance level thresholds.
Additional topics addressed by Ms. Dannemiller included:
– definition of family members
– employment classification
– removal of items from the policies that are not normally found in an HR manual
The group further discussed:
– internal supervisor training and direction
– supervisors being at risk of termination if suspicious employee behaviors are overlooked
– addition of language to the policies regarding parents of minor employees signing off on the policy manual
MOTION: Director Glenn moved for approval of the Human Resources Policies as presented, with the incorporation of the revisions discussed. Director Pyne seconded and the motion passed unanimously.
2. Senior Leadership Team Presentation: Kids’ Nite Out
Mr. Maillet addressed the Board. He noted the Kids’ Nite Out program is in its 10th year at the Apex Center. He also noted that a couple of the current Board members were around when he first discussed the program with the Board 10 years ago.
Mr. Maillet gave an overview of the program, which runs on Saturday nights September to May, no holidays, from 7:00 to 10:30 p.m., during which time the building is closed to the public. Average attendance is 206 admissions, but has been as high as 300+.
The program is run by an independent contractor. They have their own staff but Apex does provide one staff member and lifeguards. Activities revolve around the theme of the night and the activities are quite regimented.
Activities include rock climbing, for which their employees are trained by Apex staff. Other offerings have included a temporary tattoo artist, magician, and inflatables. Ice skating is not offered.
The program is for ages 7-14 and each admission is $12. Apex receives 12% per admission and is reimbursed for the lifeguards. The group discussed the wide age ranges. Mr. Maillet indicated the older kids come mostly to play basketball.
Mr. Maillet also talked about attendee numbers and noted that for this season, Apex is guaranteed a certain amount of revenue each night based on a set amount of admissions. So far that has been working in Apex’s favor. Also, in January, lifeguard fees are being increased.
Expenses and marketing were discussed. Marketing includes having the KNO program in the activity guide, and allowing them to hang banners and put out flyers.
Mr. Maillet further explained that the program here at the Apex Center has been run by the same franchise owner for the entire 10 years. It’s a good program and good for the community that we can help with that age group. The group discussed adding payment by credit card as an option.
Mr. Maillet said he’s happy with the program overall. It generates enough revenue and he hopes to continue the program as long as kids keep coming or there is a franchise change.
Wear and tear on the building was discussed, but Mr. Maillet explained that walk throughs with the program’s manager are done before and after each night. There have been very few issues in the last 10 years. He thinks it helps having the resource officer onsite.
The Board thanked Mr. Maillet for his presentation and his work with the program.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller discussed the following:
– The annual Halloween event is coming up on October 27 at the Apex Center. This is a massive event held the night after the Taste of Arvada.
– New flyer for all the camps being run – schools are going to send the flyer home with students in their Friday packets.
– Bob Roby has been gone for three weeks and Kristen Torres has done a great job monitoring the bond projects.
– Parent concerns at Secrest Elementary regarding traffic patterns were recently addressed.
– There are no outstanding permit issues.
– Certificates of Participation are scheduled for the October 19 Board meeting.
– End of year budget calendar that Ms. Fredette created – the Board appreciated having this information.
BOARD MEMBER REPORTS/INPUT
Director Pyne noted the Foundation’s annual golf tournament was great and everything went smoothly.
Director Skul had nothing to report at this time.
Director Larington reiterated Director Pyne’s thoughts on the Foundation’s golf tournament.
Director Glenn inquired about the last Coordinating Committee meeting with the City, to which Director Whitfield explained that the City and the school district will start trying to figure out the Meyers Pool situation. Ms. Dannemiller added that since Apex PRD doesn’t have the capital capacity, the City and school district will be looking at that aspect, while Apex PRD’s contribution could be operation of the facility.
Director Whitfield discussed the interesting talks he attended at the Special District Association conference. He noted the talks about special districts merging were particularly interesting, and he encouraged the Board to investigrate this potential for District growth in the future. Director Whitfield also talked about authorities being formed and urban recreation.
Ms. Glesne mentioned the interesting session at the conference on setting fees.
MOTION: Director Glenn moved that the meeting be adjourned. Director Pyne seconded and the motion passed unanimously.
President Whitfield adjourned the meeting at 7:45 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer