November 16, 2017 Board of Directors Meeting Minutes

BOARD OF DIRECTORS
November 16, 2017

CALL TO ORDER President Whitfield called to order the November 16, 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. Tommy Skul was absent, absence excused. District staff members present were: Lauri Dannemiller – Executive Director; JoAnn Gould – Deputy Director; Jim Reasor – Finance and HR Director; Alan Abrams – Golf Operations Manager; Kristen Torres – District Services Administrator; and Dawn Fredette – Executive Assistant and Recording Secretary. Also present was Mike Lee, Manager of Parks and Urban Design for the City of Arvada.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

MOTION: Director Pyne moved for approval of the Agenda. Director Larington seconded and the motion passed unanimously.

APPROVAL OF MINUTES OF THE OCTOBER 18, 2017 MEETING

MOTION: Director Larington moved for approval of the Minutes of the October 18, 2017 meeting. Director Pyne seconded and the motion passed unanimously.

PUBLIC INPUT – None

NEW BUSINESS:

1. Consider Intergovernmental Agreement with the City of Arvada regarding Lutz Pump Station Project

Ms. Dannemiller thanked Kristen Torres for her assistance in compiling information contained in the staff memo to the Board.

Mr. Lee addressed the Board. He stated the City appreciates that they’ve been involved with the project since the beginning. He discussed the existing pump being 15 years old, with an expected life span of only 10 years. The City had to move quickly to get the $400,000 in funds allocated for the new pump. He referenced the newer pump at Stenger, noting the same designer will be used for the new pump at Lutz for efficiency.

Mr. Lee addressed the Board’s questions. He also discussed options for watering the sod if the pump isn’t done in time and the location of the new pump station.

MOTION: Director Glenn moved for approval of the IGA with the City of Arvada regarding the Lutz Pump Station Project. Director Pyne seconded and the motion passed unanimously.

2. Consider Resolution Supporting Reauthorization of Colorado Lottery Division

Ms. Dannemiller explained that this is a request from the Colorado Lottery Division for a resolution of support from all entities in Colorado that receive GOCO funds. The resolutions will in turn be provided to the legislature.

MOTION: Director Pyne moved for approval of RESOLUTION NO. APEXPRD2017-21 SUPPORTING REAUTHORIZATION BY THE GENERAL ASSEMBLY OF THE COLORADO LOTTERY DIVISION IN 2018. Director Larington seconded and the motion passed unanimously.

3. Bereavement Policy

Ms. Dannemiller discussed the Board’s previous approval of HR policies, effective January 1, 2018, noting that omission of bereavement leave was an oversight. She referenced the market survey done earlier in the year that showed the District was lacking in this benefit. She also discussed her staff memo and explained the policy, noting there would be very little financial impact to the District. Mr. Reasor explained who is considered immediate family members.

MOTION: Director Larington moved to include the bereavement leave policy into the District’s HR policies, effective January 1, 2018. Director Pyne seconded and the motion passed unanimously.

4. Conduct Public Hearing on 2018 Budget and 2017 Budget Amendment

Ms. Dannemiller explained this is a public hearing for the 2018 Budget and possible 2017 Budget Amendment, as required by statute. The Board opened the public hearing.

Mr. Reasor referenced the previous presentations and discussions with the Board regarding the 2018 Budget. He presented an abbreviated PowerPoint of those previous presentations.

There was no public input on the 2018 Budget or possible 2017 Budget Amendment and the public hearing was closed.

5. Senior Leadership Team Presentation – Golf Fees

Mr. Abrams provided a PowerPoint presentation to the Board. The information presented was primarily based on 18-hole rounds and highlights included:

– trends and number of days closed
– 5-yr trends for 2013-2017
– there are more non-resident rounds than resident rounds
– 2017’s Net through September is up from 2016
– the restaurant is doing great; making money
– golfers choosing one golf course over another
– 2017 fees comparison with other local courses
– future fee increases; need to increase by $2 per year to keep up with increased
minimum wage and other cost increases
– components re proper price of fees based on “The Business of Golf” by national
consultant JJ Keegan
– nine high schools practice at Indian Tree; $5 per individual
– golf course receives free water through a deal with the City of Arvada
– it takes 800,000 gallons per night to water the course
– sculptures and memorials; the wagon from Malara Gardens
– the cart fleet; Segways
– cost of recent storm damage to trees
– recent work by Xcel on gas line

Mr. Abrams addressed the Board’s questions. The Board thanked Mr. Abrams for his presentation.

OLD/OTHER BUSINESS – None

EXECUTIVE DIRECTOR REPORT

Ms. Dannemiller talked about today’s closing on the Certificates of Participation. She thanked Mr. Reasor and Ms. Fredette for their work in providing responses to all the due diligence questions. She noted the funds are in the bank.

The District is now 17 days out from its “Go Fourth” day on Monday, December 4, which includes the launch of: 1) MaxGalaxy, 2) new District logo, 3) new website, and 4) new activity guide. Staff is working very hard to prepare. There will be a front page article in the Arvada Press on November 30 talking about all the upcoming changes.

The annual Youth Sports Banquet is December 1 at Indian Tree. Directors Whitfield, Glenn and Pyne indicated they would be attending. Also, Therapeutic Recreation’s annual holiday musical is on November 30 at the Community Rec Center.

Ms. Dannemiller noted the bond projects are making significant progress, but that the District is having challenges with Xcel on three projects – Fitzmorris, the Tennis Center, and Long Lake. The contractors have been great though in working with Xcel.

BOARD MEMBER REPORTS/INPUT

Director Glenn attended the recent Coordinating Committee meeting with the City. Discussion at the meeting included solutions for Meyers Pool. He noted there is going to be a meeting with USA Swimming consultants regarding Meyers Pool. Director Glenn also discussed the playground at Lutz.

Director Pyne attended the Coordinating Committee meeting as well, and the recent Kiwanis meeting. She also noted the District’s many upcoming events.

Director Larington discussed the November meeting of the Foundation, noting the new members being added. Discussion at the meeting included increasing fundraisers at restaurants and the shade sails at the Tennis Center. The Foundation members would like to be at the opening of the Tennis Center.

Director Whitfield attended the Special District Association’s recent meeting. Gallagher and Tabor were discussed, along with the related ballot issue recently passed by two special districts. He also discussed the upcoming legislative session and the SDA’s General Fund.

Director Whitfield noted the award received from the Government Finance Officers Association for the District’s 2017 audit. He also mentioned the First Friday Breakfast he and Vicki attended, as well as upcoming District events.

ADJOURNMENT

MOTION: Director Pyne moved that the meeting be adjourned. Director Glenn seconded and the motion passed unanimously.

President Whitfield adjourned the meeting at 7:40 p.m.

Respectfully submitted,

Dawn Fredette, Recording Secretary

ATTEST:

Kristen Larington, Secretary/Treasurer