January 4, 2018 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
January 4, 2018
CALL TO ORDER
President Whitfield called to order the January 4, 2018 meeting of the Board of Directors of Apex Park and Recreation District, held at 6:30 p.m. at the Apex Center, 13150 West 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; JoAnn Gould – Deputy Director; Carrie Gomer – Recreation Services Director; Brent Anderson – Racquet Sports Manager; Hillary Roemersberger – new Recreation Services Director; Theresa Hynes – new Field House Manager; Jamal Heydari – new Head Tennis Pro; and Dawn Fredette – Executive Assistant and Recording Secretary. Members of the public included: Jim MacDonnell and Tim MacDonnell of Ace Hardware; and the players, parents and coaches of the Arvada Hockey Pee-Wee team.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Glenn moved for approval of the Agenda. Director Larington seconded, and the motion passed unanimously.
APPROVAL OF MINUTES OF THE DECEMBER 7, 2017 MEETING
MOTION: Director Skul moved for approval of the Minutes of the December 7, 2017 meeting. Director Larington seconded, and the motion passed unanimously.
1. Arvada Hockey Pee-Wee AA Recognition
Marcus Scarafoni, Arvada Hockey Assistant Director and Pee-Wee AA Head Coach, spoke about the team’s recent achievement of becoming the 2017 Colorado Avalanche International Qualifier Champions. As a result, the team will represent the Colorado Avalanche in Finland and the Finland Lions Cup. The last time this happened was 12 years ago.
The players talked individually about working hard together on this achievement. It was also noted that February 26 is Arvada Hockey night at the Pepsi Center to acknowledge the team.
The Board congratulated the team on their achievement and Mr. Scarafoni thanked the Board for the great partnership between the District and Arvada Hockey. Board members presented each hockey player with a memento hockey puck. Additional hockey staff was also introduced.
Jim MacDonnell and his brother Tim MacDonnell, both of Ace Hardware in Arvada, addressed the Board regarding their interest in continuing to supply the District with janitorial supplies and to inquire about the status of a District-wide Request for Proposals (RFP). They are a local business with a longstanding relationship with the District and they look forward to saving the District money in the future.
Ms. Dannemiller explained that the District has not yet done an RFP for janitorial supplies District-wide, so the MacDonnells have not missed out on that RFP process. There was discussion on individual facilities currently still obtaining their own janitorial supplies, and Ms. Dannemiller explained there are three different levels of the procurement process. She further explained that janitorial supply purchases are in the short-term for now, but there could be a District-wide RFP in maybe three months.
NEW BUSINESS (continued)
2. New Employee Introductions
Ms. Gomer introduced Theresa Hynes, the new manager at the Field House, noting Ms. Hynes took over Whitney Walker’s position. Ms. Hynes talked about growing up in Arvada, playing soccer, and attending Pomona High School. She further discussed her education and employment history.
Mr. Anderson introduced Jamal Heydari, the new Head Tennis Pro, and spoke about Mr. Heydari’s tennis history. Mr. Heydari discussed his background, including being born in Arvada but moving to Chicago at an early age. He also discussed his education and employment history.
Ms. Gould talked about the search process utilized for filling the new Recreation Services Director position and the position’s responsibilities. She then introduced Hillary Roemersberger who was selected for the position. Ms. Roemersberger spoke about her background and expressed her excitement at being offered the position with Apex PRD. She mentioned the District’s great reputation and thanked the Board for this opportunity.
The Board welcomed all the new staff members.
3. Apex Youth Commission Proposal
Ms. Gould referred to and discussed her written proposal for a Youth Commission. She indicated the District’s readiness to reach out to the teen population and start accepting applications to form the Commission, noting that if it’s approved, both youth and Apex PRD will benefit. Ms. Gould talked about various aspects of the program, including the annual Youth Summit through CPRA.
Budgetary considerations were discussed and Ms. Gould explained this endeavor would have minimal financial impact on the District. She also discussed applying for grants. There was additional discussion about the program being a service based project. Director Larington noted the Foundation is on board with supporting a Youth Commission.
MOTION: Director Glenn moved for approval of the Youth Commission charter. Director Pyne seconded, and the motion passed unanimously.
Ms. Gould added that selected applicants will be brought in front of the Board for formal appointment. Additional discussion included utilizing the youth at Secrest’s grand opening, length of terms, and getting information regarding the Commission out to the public.
4. Discussion on Changes to Board Benefits
Ms. Dannemiller referred to and discussed the current document regarding various pass privileges. Discussion ensued regarding privileges for current Board members, the definition of family members for pass privilege purposes (mirror health benefits definition?), and benefits for past Board members, i.e., how many years of golf privileges given per each year served on the Board.
Will discuss with the Board: definition of family members, golf privileges for past Board members, benefits for employees including part-time employees.
Director Glenn is in favor of family members who live at home having privileges while the Board member is serving, but not once their service is done, at which point privileges would be for the past Board member only. Meritorious passes were also discussed.
Additional discussion included changing the facility benefit to include all facilities, not just the Apex Center, and having facility privileges for past Board members mirror the number of years for golf privileges. Tennis court time benefits were also discussed, and the Board agrees that these benefits should not be allowed during priority times.
There was also discussion on the benefits of directors at other park and recreation districts, and the history of how past Apex Board members came up with the District’s current pass benefits.
To recap, the Board would like current privileges changed to include:
– household members up to age 26 while the Board member is serving
– two years of facility privileges for each year served for past Board members, to match current two years of golf privileges
– more Board member benefits to mirror full-time employee benefits
– free childwatch for Board members
Ms. Dannemiller indicated she will revise the pass privileges document and bring it back to the Board at the next meeting for further discussion and approval.
5. Consider Resolution APRD2018-01 for Designating Location to Post 24 Hour (Agenda) Notice
MOTION: Following discussion, Director Glenn moved for approval of Resolution APRD2018-01 for Designating Location to Post 24 Hour (Agenda) Notice. Director Skul seconded, and the motion passed unanimously.
6. Consider Resolution APRD2018-02 for Posting Locations of Notice of Board Meetings
MOTION: Following discussion, Director Skul moved for approval of Resolution APRD2018-02 Posting Locations of Notice of Board Meetings. Director Glenn seconded, and the motion passed unanimously.
7. Consider Resolution APRD2018-03 to Set Day of Month, Time and Location of 2018 Regular Board Meetings
MOTION: Following discussion, Director Larington moved for approval of Resolution APRD2018-03 to Set Day of Month, Time and Location of 2018 Regular Board Meetings. Director Pyne seconded, and the motion passed unanimously.
8. Consider Resolution APRD2018-04 Calling the May 8, 2018 Regular Election and Appointing the Designated Election Official
MOTION: Following discussion, Director Pyne moved for approval of Resolution APRD2018-04 Calling the May 8, 2018 Regular Election and Appointing the Designated Election Official. Director Glenn seconded, and the motion passed unanimously.
OLD/OTHER BUSINESS – None
EXECUTIVE DIRECTOR REPORT
Items discussed by Ms. Dannemiller and contained in her report for January 2018 included:
• Upcoming Meetings and Events: The Board noted who will be attending the Chamber’s dinner on January 26.
• Staffing Items of Note: Addressed earlier in the meeting.
• Go Fourth Project Notes: It’s been 30 days since the December 4 launch date and the only real issue has been the staffing of phones.
• Bond Project Notes:
– Tennis Center grand opening pushed back to February 17 due to Xcel issues; soft opening the week of January 29; a walk through for the Board and Senior Leadership Team will be on February 1.
– Apex Center splash pad building is 60% complete; Memorial Day opening; due to cost of slide, Ms. Dannemiller recommends adding it in 2019. Indoor play pool opened on December 20 and has been a great success.
– Fitzmorris frame is up; no hole in the ground yet for the pool; opening day depends on whether the District wants to open with or without the pool; might not be open for Memorial Day due to ongoing Xcel issues.
– Secrest is doing well and making the best progress; Memorial Day opening is looking good.
– Long Lake is making good progress.
– Lutz is also making good progress.
In addition, Ms. Dannemiller noted the Board will start receiving bi-weekly field reports to keep them better informed. A listing of upcoming District-wide events was also provided.
BOARD MEMBER REPORTS/INPUT
Director Pyne noted she is excited about the Youth Commission. She had nothing else to report at this time.
Director Skul attended the Chamber’s recent State of the Chamber luncheon. He noted that Katie Groke Ellis is doing well at the Chamber. He also did a presentation on community involvement for Leadership Arvada. He suggested Julie Hines bring something to them for a Therapeutic Recreation project.
Director Larington reported this morning’s Foundation meeting was well attended. They are trying to get everyone working on projects, including a volleyball tournament. March 6 is the next fundraiser at Steuben’s. There will be additional restaurant fundraising dates each month.
Director Glenn noted that today’s Coordinating Committee meeting was cancelled.
Director Whitfield will be attending tomorrow’s breakfast at the Legion. He also discussed the deadline for self-nomination forms for the May 8, 2018 election.
MOTION: Director Glenn moved that the meeting be adjourned. Director Larington seconded, and the motion passed unanimously.
President Whitfield adjourned the meeting at 8:08 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer