July 19, 2018 Board of Directors Meeting Minutes

BOARD OF DIRECTORS
July 19, 2018

CALL TO ORDER

President Glenn called to order the July 19, 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: Jeff Glenn, Ken Harrell, Stephanie Allen, and Liz Tomsula. Director Pyne was absent, absence excused. District staff members present were: Lauri Dannemiller – Executive Director; Jim Reasor – Finance/HR Director; and Dawn Fredette – Executive Assistant and Recording Secretary.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

MOTION: Director Harrell moved for approval of the Agenda. Director Tomsula seconded and the motion passed unanimously.

APPROVAL OF MINUTES OF THE JUNE 7, 2018 BOARD MEETING

MOTION: Director Tomsula moved for approval of the Agenda. Director Allen seconded and the motion passed unanimously.

PUBLIC INPUT – None

NEW BUSINESS

1. 2017 Year-end & 2018 To-date Finance Update

Ms. Dannemiller indicated that Mr. Reasor is providing a financial recap of 2017 and 2018 to-date. Going forward, the Board will be provided financial updates on a quarterly basis.

Mr. Reasor referred to and discussed his memo to the Board for 2017, noting there’s been a slight delay in final wrap-up due to the transition to MaxGalaxy last year. He explained, however, that all funds stayed within appropriated amounts and he discussed the following:

– General Fund revenues and expenditures
– Certificates of Participation (COPs) issued for the Apex Center roof and two
HVAC systems, deemed to be critical items
– Conservation Trust Fund (CTF) revenues and expenditures – some projects were postponed due to focus on the bond projects; CTF money can be spent on capital items and maintenance only
– Capital Maintenance Fund – amount of property taxes received, and the grant received from Jeffco Open Space for the Pickleball courts at Simms Street
– Debt Fund and the bond projects
– Golf is an Enterprise Fund, meaning it covers its own costs; had a good year in 2017 due to more playable days and the restaurant generating more revenue.

Mr. Reasor proceeded to discuss his memo for 2018, noting revenues are up 17%, partially due to increased property taxes as a result of the growth in Arvada, and due to additional revenue following the increase of pass and daily fees for 2018. He noted that resident fees had not been increased for 2017.

Mr. Reasor also discussed the following items relating to 2018:
– personnel expenses and the minimum wage increase
– hiring for the new facilities and other expenses
– being under budget at the mid-year point
– Golf numbers being close to the great year they had in 2017
– other Funds are on track

Ms. Dannemiller noted that the 2017 audit will be completed soon, and staff will be able to dive deeper into all the numbers with the Board at that time.

2. Banking Services Request for Proposal (RFP)

Mr. Reasor gave an overview of all the items involved in the District’s banking services, currently provided by US Bank. Four of the bids received were considered, and an internal analysis was performed following presentations from the finalists, which included US Bank. Mr. Reasor reviewed and discussed a comparison chart that was provided to the Board. Based on the services offered by US Bank, Mr. Reasor recommends staying with them and extending their contract for three years. Discussion ensued regarding the reasons for staying with US Bank vs. the risks associated with switching banking services.

MOTION: Director Harrell moved to extend the District’s banking services contract with US Bank for three years. Director Tomsula seconded and the motion passed unanimously.

3. Potential Extension for the 2017 Comprehensive Annual Financial Report (CAFR)

Ms. Dannemiller explained that the 2017 CAFR is due July 31, 2018, and the Board is being preemptively asked to approve an extension, in case it’s needed. Ms. Dannemiller reiterated that there is a slight delay in final wrap-up for 2017 due to the changeover of the District’s recreation software program.

MOTION: Director Allen moved for the District to request an extension for filing the its 2017 CAFR, if needed. Director Harrell seconded and the motion passed unanimously.

OLD/OTHER BUSINESS – None

EXECUTIVE DIRECTOR REPORT

Ms. Dannemiller referred to her report for July 2018 and discussed the following:

– BOD meeting schedule for August
– hiring of new Aquatics Manager, who has 25 years of experience and will be starting August 15
– Ms. Fredette is leaving Apex PRD to pursue another career opportunity; her last day is August 17 and the open position is being posted internally and externally
– Lore Nusser in Finance is also leaving and will be working with the City of Westminster
– the Special Projects Team almost has a final design for the Secrest Park; a reveal is planned for July 25 and includes a pizza and pool party at Secrest
– next steps for the project are to start writing the GOCO grant and reaching out to community partners to cover costs

Ms. Dannemiller also discussed upcoming events, and provided a brief update on the bond projects as follows:

– sod and fence installation at Long Lake Ranch
– Secrest on schedule for mid-August; need some final approvals regarding the parking lot plans; no definite date yet for the grand opening
– indoor playground at the Apex Center should be ready between mid-October and early November

There was discussion regarding the Chamber’s golf tournament on August 24 and which Board members are available to play. Director Glenn will provide that final information to Katie Groke Ellis. The Board also noted the District’s SDA golf outing at Indian Tree on September 7.

BOARD MEMBER REPORTS/INPUT

Director Tomsula reported that the Special District Association’s recent training for new Board members was very helpful. She also noted that she heard many positive things about the District from others at the training. In addition, Director Tomsula attended the Chamber’s 3rd Friday Breakfast on “State of Education” in June and is planning to attend their upcoming breakfast on the “State of Transportation.”

Director Allen reported on the last Foundation meeting. The numbers for the Car Show are down. Their Pickleball tournament for next year will be May 18, not over Memorial Day weekend. They are planning to vote on more project requests at their meeting on August 2. Shirley Welch’s family donated $2,500 to the Foundation in memoriam. The Foundation Board has a new member and they are now up to 15.

Director Harrell had nothing to report at this time other than the next breakfast meeting at the Legion will be in September.

Director Glenn reported on today’s Coordinating Committee meeting, at which Ms. Dannemiller gave a bond project update, and staff members Whitney Walker and Carrie Gomer provided an update on the rugby tournament in 2020, which will be announced soon.

Director Glenn also reported on the Coordinating Committee’s discussion around Meyers Pool, including finance options for Jeffco Schools and the City, as well as possible sites. The District will operate the pool and there will be a cost sharing agreement.

There was discussion on long-term design for the new pool and the Jeffco Swim Team helping to pass a potential bond question if the School District decides to pursue that option.

ADJOURNMENT

MOTION: Director Harrell moved that the meeting be adjourned. Director Tomsula seconded and the motion passed unanimously.

President Glenn adjourned the meeting at 7:37 p.m.

Respectfully submitted,

Dawn Fredette, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer