September 6, 2018 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
September 6, 2018
CALL TO ORDER
President Glenn called to order the September 6, 2018 meeting of the Board of Directors of Apex Park and Recreation District, held at 6:30 pm at the Apex Center, 13150 West 72nd Avenue, Arvada, Colorado. Board members in attendance were: Jeff Glenn, Ken Harrell, Stephanie Allen, Vicki Pyne, and Liz Tomsula. District staff members present were: Lauri Dannemiller – Executive Director; Jim Reasor – Finance/HR Director; JoAnn Gould – Deputy Director; Whitney Walker – Recreation Program Manager; and Rheana Rogers – Executive Assistant and Recording Secretary. Members of the public present were: Jo Burns, APAC; Todd Gette, Real Colorado Edge Soccer Club; Ernie Franssen, Arvada Football Association.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Pyne moved for approval of the Agenda. Director Allen seconded, and the motion passed unanimously.
APPROVAL OF MINUTES OF THE AUGUST 16, 2018 BOARD MEETING
MOTION: Director Pyne moved for approval of the Agenda. Director Allen seconded, and the motion passed unanimously.
Jo Burns with APAC addressed the Board to thank Apex PRD and Bob Roby for their recent field trip touring facilities and attending the Long Lake grand opening. The Arvada Parks Advisory Committee is working on creating an ad hoc committee to celebrate 100 years of parks in Arvada in 2019. This is to commemorate the 1919 land donation made by the McIlvoy family to establish Arvada’s first park. The City would like to invite Apex representation to serve on that committee. The time commitment is unknown currently. Celebrations are tentatively scheduled for next summer. President Glenn accepted the invitation and a Board member will be decided later.
1. Organized Youth Sports Group Work Session
Ms. Dannemiller thanked the Board for entertaining this work session discussion. The plan is to discuss the proposed policies tonight and then present the Board with the final policies for approval at a future meeting. Whitney Walker, Recreation Program Manager – Permitting & Special Projects, has been working with the five OYSGs the District recognizes to improve processes and maximize field use across the whole District area. Two of the five OYSGs were represented tonight. Ernie Franssen represented Arvada Football Association, which serves approximately 500 youth athletes. Todd Gette represented Real Colorado Edge Soccer Club, which serves approximately 2500 youth athletes. Not present were representatives from Rocky Mountain Storm Lacrosse Club, Arvada Girls Softball Association, and North Jefferson Junior Baseball Association.
Ms. Dannemiller and Ms. Walker reported that the five OYSGs and Apex leadership met three times over the summer as a group to review policies and the historical relationships these organizations have had with Apex. The District is navigating changing conditions surrounding field permitting and scheduling – there are more fields and more users requesting to use fields. The District has been re-examining their permitting process while taking into consideration the fiscal perspectives of the District, the City of Arvada, the OYSGs and other user groups. The City has IGAs that Apex permits and oversees usage of the fields and the City maintains the fields, with the exception that Apex staff does any required field prep, i.e. lining and dragging. Currently, the City charges Apex for the maintenance costs of all fields. Apex tallies their expenses for field management and the City pays 15% of that cost and Apex pays the remaining 85%. Ms. Dannemiller reported that under this structure, in 2013 the District lost $1.1 million. Losses in 2015 were $840,000. Losses in 2017 were $700,000. Losses in 2018 are $600,000. The District’s goal is to provide great service to our customers and partners but to also be fiscally responsible. The goal is never to attain zero losses because of the nature of the services we provide via taxpayer dollars, however the District is seeking to attract new users and events to try to offset some of those losses. The District is also always looking to reduce operation costs, not just raise fees. Ms. Dannemiller reported that the current IGA between the District and the City of Arvada expires in 2020 and will need to be closely reexamined and renegotiated so that the District can better manage the delicate balance between fiscal responsibility as a district and supporting our OYSGs.
Ms. Walker reported that the first meeting between the District and the OYSGs was for brainstorming to identify priorities and provided the Board with a spreadsheet listing these. One challenge the group addressed was how to determine priority when scheduling fields. The District always has priority. OYSGs are the next highest priority, historic use groups are then next, then the schedule can be opened to new users. Historically there has not been a lot of conflict of demand between the OYSGs. Ms. Walker noted that baseball and softball require the most work to accommodate and coordinate scheduling. Director Harrell asked how much rest time the fields need, which affects potential loss of revenue. Ms. Walker reported that only Tier 1 fields are subject to the closures for maintenance. In the past, the fields have been closed for nine weeks for rest, re-seeding, etc. Meetings this summer with the City allowed for agreement that this time frame will now be reduced to six weeks. Investments in irrigation systems are helping the City achieve these lower rest times. Ms. Walker noted that this could allow more usage and revenue opportunities for groups looking for field use outside of typical sports seasons. The District also staggers closures of the Stenger and Long Lake complexes to keep more field availability. The two new synthetic fields at Long Lake also help since they don’t require closure for extended periods for maintenance. Mr. Franssen stated that Football appreciated the future opportunity to get their athletes out on fields earlier to be more competitive with other teams. Director Harrell stated that the variable fee structure based on the Tier structure makes sense based on the kind and cost of maintenance required for the different field types.
Ms. Walker reported there was also discussion about priority for allocation when new fields are opened, and that the District was committed to making sure policy language clarifies that new fields coming in are allocated in line with existing priority assignments. There was discussion and clarification surrounding the differences between league play vs. tournament play, and the fees collected for this. The District wants to support OYSG development of youth athletes, but they also acknowledge that tournament field rentals are a fiscally responsible way to recover revenues. Inter-league tournaments or championships will be charged the league play rate, not the increased tournament fees that will be charged for invitational-type tournaments.
President Glenn noted that the District may need to revisit the proposed rate fees for User and Non-User groups, that the difference between the two might be too small. Mr. Gette stated that field usage costs to OYSGs can be a huge financial burden to their organizations, so fee increases can be highly impactful.
Ms. Walker reported that the District is adopting a market-driven approach to program offerings. She is managing the changes in previously-expected sports seasons and new programs are being developed, i.e. spring leagues and camps that operate outside their defined usage seasons. The District will welcome these new permitting opportunities if we can accommodate the field demand while acknowledging that the market-driven approach dictates that consumer choice will decide how competing programs and offerings succeed. The District will not restrict competition of offerings between organizations.
Ms. Walker reported that the groups identified the need for clear definitions for consistency and fairness. New rules for field permitting are planned to go into effect Spring 2019. Upfront deposits and payments are a new requirement. Director Pyne expressed concern over the history of making policy exceptions for existing groups, and that there may be leadership changes that then enforce the written policies with no allowance for prior verbal understandings and agreements, which may cause discord. Ms. Walker acknowledged this and stated that the intent behind the drafting of these new policies is to create a fair set of rules for all parties to follow. Ms. Walker reported the field closure policies and rules of the policy. The OYSGs present stated they appreciate the District is allowing user groups some autonomy on field closures. President Glenn stated that the District is grateful for our partnerships with our OYSGs and he appreciated their willingness to talk and work with each other to navigate this policy work. Director Allen reported that she attended the meetings this summer and she noted the excellent communication and collaboration that has been happening in these meetings.
2. Approve 2019 Facility Fees
Ms. Gould reminded the Board the goal of the original 2019 Meyers Pool fee proposal was to slowly move Meyers fees up to Tier 2 over three years. The revised proposal reflects a four-year incremental increase as a compromise. She reminded the Board that Tier 2 pricing must freeze until Meyers catches up. Both the original and new revised options were presented to the Board along with the number of current pass holders impacted by this change. Adoption of the four-year plan will delay Meyers achieving Tier 2 pricing until 2021. The Board was pleased with this revised proposal.
MOTION: Director Pyne moved for approval to adopt all proposed fees presented at the August 16, 2018 meeting, but using the revised four-year option for Meyers Pool fee structure. Director Harrell seconded, and the motion passed unanimously.
3. Intergovernmental Agreement with City of Arvada for Pump Station at Lutz
Ms. Dannemiller presented an IGA where the City of Arvada requested to use an established Apex PRD contractor to add this project to the scope of work already underway at the Lutz complex. Funding is from the City, and Apex has no financial obligation for the pump.
MOTION: Director Harrell moved to accept the IGA as written. Director Pyne seconded, and the motion passed unanimously.
The Board was provided with a memo from Bob Roby updating the status of the District’s current bond projects. This report was provided for information only. Ms. Dannemiller reported that the Board may need to allocate an additional $240,000 at the end of the year to compensate for projects that were necessary but were not part of the original budget. No motion will be required while final work is completed, and Ms. Dannemiller anticipates it won’t become actionable until late November 2018. President Glenn noted that the District will have completed all six voter-approved bond projects in the past three years on budget, which is exceptional and pleases the Board.
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller shared that October 2, 2018 at 5:00 pm has been set as the date and time for the Grand Opening of Secrest Center. This will be more of an open house-style event. The Apex Youth Commission is heavily involved in the planning of this event. A soft opening for Secrest is tentatively scheduled for late next week.
BOARD MEMBER REPORTS/INPUT
Director Allen reported she attended The Apex Foundation meeting this morning where the upcoming golf tournament was discussed. She also shared that the Foundation is holding a fundraiser night on September 25, 2018 at Steuben’s.
Director Harrell had nothing to report.
Director Pyne reported that Kiwanis is preparing for their yearly pumpkin patch sale. She enjoyed the recent Chamber of Commerce golf tournament and is looking forward to the Special District Association golf outing at Indian Tree Golf Course tomorrow.
President Glenn reported that he also enjoyed the Chamber tournament. He reported that he attended the City of Arvada/Apex PRD Coordinating Committee today where discussion focused on the partnership between the City and Jeffco Public Schools about Meyers Pool needs, and that all entities are working well together. He noted that funding for Meyers Pool improvements are not contingent nor part of the School District’s mill or bond levy on the upcoming November ballots. The city owns land at 80th and Indiana and this site is being considered for a new pool site, however, discussion on site selection will be ongoing. He also reported that he attended the Pickleball tournament this weekend, where the event enjoyed good attendance and that the courts are in great condition.
Director Tomsula had nothing to report.
MOTION: Director Harrell moved that the meeting be adjourned. Director Pyne seconded and the motion passed unanimously.
President Glenn adjourned the meeting at 8:20 p.m.
Rheana Rogers, Recording Secretary
Ken Harrell, Secretary/Treasurer