September 20, 2018 Board of Directors Meeting Minutes
APEX PARK AND RECREATION DISTRICT
13150 West 72nd Avenue – Arvada, Colorado 80005 – 303.424.2739
BOARD OF DIRECTORS
September 20, 2018
CALL TO ORDER
President Glenn called to order the September 20, 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 – Director HR/Finance; Whitney Walker – Recreation Program Manager; and Rheana Rogers – Executive Assistant and Recording Secretary. Members of the public present were: Abby McNeal – APAC; and Jeff Maxfield and guest.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Harrell moved for approval of the Agenda. Director Pyne seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE SEPTEMBER 6, 2018 BOARD MEETING
MOTION: Director Pyne moved for approval of the Agenda. Director Allen seconded, and the motion passed unanimously.
Jeff Maxfield, Arvada resident and Apex user, addressed the Board regarding concerns about class cancellation policies. Specifically, he experienced being contacted about a class cancellation 50 minutes prior to beginning of class on 9/17/18. He expressed his frustration with the short notice. He called Guest Services and was told that he was not able to speak to a manager regarding his concerns. Ms. Dannemiller apologized and informed Mr. Maxfield this is not our usual cancellation procedure, and that he should have been transferred to a manager when he called. She offered to investigate the situation and address the issue to the customer’s satisfaction.
1. Third Quarter Finance Update
Ms. Dannemiller invited Mr. Reasor to provide the Board with a status update. Mr. Reasor shared a high-level overview of finances as of third quarter. Wage increases for part-time staff is impacting budget, as well as new facility construction and opening, and increased staffing for the new facilities. Numbers reported are through July month-end. He is currently anticipating we will outperform targets for year-end for General Fund. He is projecting the golf course will end this year with a surplus. Capital Funds are above forecast for revenue. Any excess will give flexibility in funding future capital projects. His Finance department is holding 2019 budget meetings all week as the recommended budget is being prepared for presentation to the Board.
2. Special Projects Team Introductions – Resolution and Letter of Support for Secrest Park Grant
Ms. Dannemiller introduced her Cohort 3 of the District’s Special Projects Team. Every year the team focuses on one special project, and the team is made up of a special group of staff with the goal for them to expand their professional work experiences. This year’s team’s focus was on the development of the Secrest park master plan. This project has required the most time and effort of the projects undertaken by teams so far. This year’s team is comprised of RJ Powers, Scott Bullock, Laina Doyle, Andrea Goins, Theresa Hynes, and Katie Groke Ellis. The team began work on this project in February, and their goal was to develop a master plan for the 7-acre plot of land that surrounds the new Secrest facility. Goal is to find funding to have this park complete by end of 2019. The project involved heavy outreach efforts to involve the community in input and feedback through the entire design process. The team reported excellent feedback and participation from the community through the process. Lots of neighborhood demographic information was gathered and examined and considered during the design and planning process. The team also shared information about their partnership with Secrest Elementary students and how they gathered their design input in the park planning. The team stressed their focus on multi-generational planning to serve the whole community. Director Harrell asked what the biggest concerns or objections were the team heard from the community, and the response was concerns over brightness from flood lights and noise from athletic fields and worries about how to make the park safer at night. The team shared the scope of the project and the proposed amenities based on the feedback they received. Playground structures were highly requested, with natural elements like boulders, climbing features, etc. Also planned are a plaza area with shaded seating, a multi-use field with a backstop, loop trails consisting of 8-ft wide concrete trails to accommodate multi-user group types, a dirt single0track trail, and an outdoor classroom. Director Pyne asked the team about ADA considerations, and encouraged the team to prioritize ADA accessibility elements once playground design occurs. She feels there is a large need for this kind of equipment in our area. The team verified that ADA access will be addressed, and that there are also already-planned ADA access points into the park, which were supported by Director Pyne. Landscaping will consist of native plants and berms to give neighbors privacy and provide sound buffers. The design allows for two possible locations for a skate spot, which is a small skate feature mostly designed for young children. Maintenance needs for the park will be low, and all maintenance can happen inhouse with current staff. Financing plans for the project entail the team focusing on pursuing a GOCO grant in the amount of $350,000. The team will also request $450,000 from the District. The Apex Foundation has already pledged $10,000 towards the project. The team is also looking into applying for a CO Health Foundation grant of $150,000, $50,000-75,000 from JCOS, and other small money grants for smaller specific features. The estimated cost for Phase One of the project is $1.4 million. This includes everything except for the skate spot, backstop, and a second shade structure. This work will require approximately an additional $200,000 to complete. $9,000 has been pledged by City of Arvada for lighting considerations. All this pledged funding is contingent on securing the GOCO grant. The team acknowledged that it is a very competitive process to win a GOCO grant, and if they aren’t successful, they do plan to reapply. The team feels that the commitment to the community to complete this project and the rarity of an Apex-owned park and the opportunities that may provide for future programming should help their application hopes. Team members shared their professional takeaways from the process and how this experience has expanded their job assets. November 1, 2018 is the submission date for the grant application. The Board shared that they love this special teams’ concept, especially the importance of the personal and professional development for the team members, and how all that benefits the District with future projects. The Board also shared their appreciation for the importance the team places on the community outreach aspect of this project.
MOTION: Director Pyne made a motion to approve Resolution No. APEXPRD 2018-07 Supporting the Grant Application for a Local Parks and Outdoor Recreation Grant from the State Board of the Great Outdoors Colorado Trust Fund and the completion of the Secrest Park Project. Director Harrell seconded, and the motion passed unanimously.
3. Jeffco Open Space Letter of Support for Peak to Plains Trail #2
Ms. Dannemiller asked the Board to pledge to contribute $20,000 towards funding for the project. The District does not need to put this in their budget until other grants for the project are secured, and funding wouldn’t occur until the project begins.
MOTION: Director Pyne made a motion for the Board to pledge their financial support to the project. Director Harrell seconded, and the motion passed unanimously.
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller shared her report with the Board, including the budget planning process timeline. A draft budget will be delivered to the Board 10/12/18, the budget will be presented at the BOD meeting 10/18/18, public comment will be received at the 11/15/18 BOD meeting, and the final budget will need to be adopted by 12/15/18. Ms. Dannemiller also reported that the Secrest soft opening will occur 9/29/18 and the official grand opening open house will take place 10/2/18. The fields at Lutz will be opening 9/29/18 with a regional softball tournament. The Soft Play Playground at Apex Center will be under construction in October and November with anticipated opening in time for the busy holiday season. The Board requested to see final design plans for the space. There will be only one BOD meeting in December, which will take place on 12/6/18.
BOARD MEMBER REPORTS/INPUT
Director Allen had nothing to report
Director Harrell recently attended the First Friday Breakfast.
Director Pyne had nothing to report
President Glenn is looking forward to the Apex Foundation golf tournament on 9/21/18 at Indian Tree.
Director Tomsula will be attending the Chamber of Commerce breakfast 9/21/18.
MOTION: Director Harrell moved that the meeting be adjourned. Director Pyne seconded and the motion passed unanimously.
President Glenn adjourned the meeting at 7:36 p.m.
Rheana Rogers, Recording Secretary
Ken Harrell, Secretary/Treasurer