August 16, 2018 Board of Directors Meeting Minutes

BOARD OF DIRECTORS
August 16, 2018

CALL TO ORDER

President Glenn called to order the August 16, 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, Vicki Pyne, and Stephanie Allen. Director Tomsula was absent, absence excused. District staff members present were: Lauri Dannemiller – Executive Director; Jim Reasor – Finance/HR Director; Katie Groke Ellis – Director of Marketing; Nathan Eaton – District Services; Dawn Fredette – outgoing Executive Assistant and Recording Secretary; and Rheana Rogers – new Executive Assistant and Recording Secretary.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

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

APPROVAL OF MINUTES OF THE JULY 19, 2018 BOARD MEETING

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

PUBLIC INPUT – None

NEW BUSINESS

1. Eagle Scout Presentation

Mr. Eaton introduced Eagle Scout Marshall Grissom. Mr. Eaton described Marshall as a wonderful young man who intends to join the Marine Corps upon his graduation from high school in the spring. Marshall presented a PowerPoint of his Eagle Scout project which involved the construction of two information kiosks for the pickleball courts at the Apex Simms Street Center. He shared about the community help he received from the church where his troop is based, and the safety considerations required for a construction project of this type. All components of the kiosks were built offsite and then moved and assembled at the courts. The kiosks were set with concrete onsite and lots of volunteer help was required to help lift and set the roofs into place. The entire project took a few months to complete from its selection, design, fundraising, gathering supplies, and construction. Marshall appreciates the opportunity to do this service project for the District and hopes the kiosks are a good help to the community. The entire cost of the project came in at just under $1,000. Marshall and his father created the design for the kiosks based on reference drawings provided to them by Mr. Eaton. The District will complete the kiosks with display cases that Mr. Eaton will be responsible for ordering and overseeing installation. President Glenn shared how impressed and thankful the Board is for Marshall’s hard work. Ms. Dannemiller thanked Mr. Eaton and Mr. Grissom as well.

2. Proposed 2019 Facility Fees

Ms. Dannemiller reported on the memo Review Proposed Fee Increases for 2019 and emphasized that tonight’s presentation is for information sharing only. Approval will occur at the September 6, 2018 Board meeting. Highlights of the proposal include:

Meyers Pool:
– Continuing flexibility with punch passes to provide increased customer service to Apex patrons. Staff is proposing not to increase the cost of punch passes in 2019.
– Meyers Pool annual passes are all proposed to see rate increases.
– The high schools and other clubs who use Meyers have been advised small fee increases will be coming.
– Discussion ensued regarding:
o Certain passes with little or no participants. Ms. Dannemiller will further research the past puschase history of these passes.
o Fee increases to senior and household passes
o Bringing fees at Meyers pool to be more in line with facilities in neighboring communities
o Bringing Meyers pool into the Tier 2 pass structure by 2020

Community Recreation Center:
– The only fee increase proposed is for the rental of McCormack Hall when alcohol is served because of increased cost for required security.
Field House/Simms Street Center:
– There currently is not a non-resident rate for rental of the Pickleball courts. This has been added to the proposal for 2019. Residents will also see a slight increase in the hourly and daily rental rates for the Pickleball courts.
– Field rentals – no increases for youth sport groups to support their partnership and increase youth participation. Only increase is the cost of field prep, which has not increased in many years.

Greens fees:
– Greens fees are increasing to remain competitive with facilities in our area. A comparison chart was provided to the Board for review, which Director Harrell reported the Board appreciated.
– President Glenn noted the increases for restaurant and room rentals and that the increases are justifiable based on usage and past affordability.

Ms. Dannemiller said the Board’s suggestions will be taken into consideration and potential revisions will be presented at the meeting on September 6, 2018.

EXECUTIVE SESSION

It was determined to reschedule the Executive Session to a future meeting.

OLD/OTHER BUSINESS – None

EXECUTIVE DIRECTOR REPORT

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

– BOD meeting schedule for September
– She thanked Dawn Fredette for her excellent work, professionalism, and volunteerism in her role as Executive Assistant. A going away party is scheduled for Friday, August 17 at Indian Tree following the employee golf tournament, and she invited the Board members to attend both events if available.
– Rheana Rogers was introduced as the new Executive Assistant and Recording Secretary and President Glenn asked her to share a little about herself and how she came to this position in the District.
– Kim Henderson began this week as new Manager of Aquatics and is getting right to work visiting facilities.
– Shut down at Apex Center is next week. Facility closed Mon – Fri and pool closed Mon – Sat. Other facilities close on a rolling schedule and dates are listed on the website.
– Apex PRD will host the Special District golf outing September 7, 2018. 12:00 lunch, 1:00 golf and the Board members are all encouraged to join.
– Secrest Rec Center is nearing opening mid-September. Final inspections are occurring right now. Soft opening 1-2 weeks before grand opening. Working with city on sidewalk concerns. The parking lot concerns have been addressed.
– Long Lake Ranch synthetic fields grand opening on Saturday, August 18, 2018. It is expected to be a well-attended event due to the opening day for Arvada Football as well as another tournament occurring on site.
– Lutz is scheduled to re-open mid-September. One field requires turf replacement by the contractor. This is warranty work.
– End of October is the anticipated opening for the new indoor playground at Apex Center. The current playground will close September 16, 2018 so construction can begin.

BOARD MEMBER REPORTS/INPUT

Director Allen reported on recent meetings involving organized youth sports groups (OYSG).

Director Harrell had nothing to report.

Director Pyne reported she recently attended a Kiwanis breakfast and that other events are upcoming. She is running for the House seat in District 27. If she wins her seat in November, she is unsure if she may be able to stay on the Board so that requires more research. She asked how the Youth Commission is going. Ms. Dannemiller reported on their activities as they’ve toured facilities and have been helping at events. Hillary Roemersberger and Laina Doyle were commended for their excellent work with these youth.

President Glenn wished Director Pyne good luck in her bid for the House seat. He is looking forward to all the grand openings coming up, especially this coming weekend at Long Lake. A mid-week afternoon/evening opening for Secrest is being considered, which he is pleased to hear. He also reported that the Foundation golf tournament on September 21, 2018 has a foursome set aside for the Team Apex Board. President Glenn will pay the entry fee for the team. Ms. Groke Ellis is seeking silent auction donations for that same event.

In addition, Mark Miller from Arvada Parks Advisory Committee (APAC) reported their department takes August field trips to visit parks and this year they will be visiting Apex facilities Mike Lee and Bob Roby will provide tours.

ADJOURNMENT

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

President Glenn adjourned the meeting at 7:20 p.m.

Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer