January 3, 2019 Board of Directors Meeting Minutes

APEX PARK AND RECREATION DISTRICT
13150 West 72nd Avenue  Arvada, Colorado 80005  303.424.2739

BOARD OF DIRECTORS
January 3, 2019

CALL TO ORDER President Glenn called to order the January 3, 2019 meeting of the Board of Directors of Apex Park and Recreation District, held at 6:30 pm at the Apex Center Randall Room, 13150 W. 72nd Avenue, Arvada, CO. Board members in attendance were: Jeff Glenn, Stephanie Allen, Vicki Pyne, and Liz Tomsula. Director Harrell was absent. District staff members present were: Lauri Dannemiller – Executive Director; Jim Reasor – Director of HR/Finance; JoAnn Gould – Deputy Director of Recreation Services; Bob Roby – Deputy Director of District Services; Alan Abrams – Director of Golf Operations; Rudy Castaneda – Assistant Golf Operations Manager and Head Golf Pro; Justin Howe – District Services Manager; and Rheana Rogers – Executive Assistant and Recording Secretary. Members of the public present were James and Ken MacDonnell, Westwoods Ace Hardware.

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 DECEMBER 6, 2018 BOARD MEETING

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

PUBLIC INPUT

James and Ken MacDonnell from Westwoods Ace Hardware addressed the Board asking for an update on their attempts to gain the District’s contract for janitorial supply. Mr. MacDonnell shared that their business provides promotional support, hardware, and janitorial supplies to various Apex facilities and programs. They have been seeking this contract since 2016. The District has been considering the possibility of going to bid process for consolidation of janitorial supply. Mr. MacDonnell is hoping the District will decide and begin this process soon. Ms. Dannemiller stated that The District has not completed an RFP for janitorial services for several reasons including waiting to get our new facilities up and running to have a better sense of needs, waiting for current contracts to expire, and limited staffing in the Finance department. She noted that Ace has been contracted to supply the Secrest Center. Ms. Dannemiller is hopeful that with new staffing and resumed availability of staff workload that this can be revisited soon. She is unsure if Apex will consolidate all facilities to one vendor, or contract out to multiple vendors. Director Tomsula asked for a rough timeline for when this would be addressed by Finance. Mr. Reasor stated that this would be a top priority for RFQ. At next meeting Ms. Dannemiller will report to the Board an expected timeline for this process. She hears that the Board feels this is a priority to address. Mr. Glenn apologized for the lack of progress and reaffirmed that addressing this matter is a priority for the Board.

NEW BUSINESS

1. Centralization of Trash/Recycling Update – Bob Roby

Mr. Roby shared with the Board an update to the recent bid process to consolidate and centralize the District’s trash and recycling services. As of 1/1 the first group of facilities is set up. The second group already has trash in place, so recycling will be set up soon. There will be some upfront cost to the District for purchasing and setting up bins. The third group are IGA groups because of the need to address questions about enclosure requirements in partnership with the City of Arvada. Flyers will be posted above all bins making clear which items can be recycled. Partnership with the City. President Glenn asked about the city bringing recycling to the Lutz and Long Lake and Stenger sports fields; this has been a consistent need and desire voiced by our patrons at the fields. Mr. Roby said he has not heard such from the city at this time. Recycling at those facilities where they currently only do trash will be part of the IGA negotiation process. President Glenn affirmed that bringing recycling to our sports fields is a priority for the District.

2. Senior Leadership Team (SLT) Presentation – Alan Abrams and Rudy Castaneda

Ms. Dannemiller reminded the Board that in the past we have had SLT members come in to present to the Board about their department or programming. This year each SLT member has been asked to present, as well as bring another member of their staff as an opportunity for leadership development. Mr. Abrams introduced Rudy Castaneda, Assistant Golf Operations Manager and Head Golf Pro. They shared a presentation about Indian Tree Golf Course’s Play & Income Review, Master Plan Goals and Capital Wishes. Indian Tree beats national and state averages for rounds of golf played per year. Revenue is increasing every year, but expenses are staying constant. The wish list of items to repair, replace, or add to the course include a new ground-up renovation of clubhouse, a new maintenance and storage facility, new restrooms and septic/sewer lines on the course, replacement of unsafe fencing, a recirculating pump in the pond at hole #13, repair or replacement of 31 greens (a green’s lifespan is usually 15-30 years, Indian Tree’s greens are 50years old), and continued care and removal and replacement of trees on the course. In 2020, Indian Tree will be 50 years old, and celebration events will be planned. Due to work of staff, our facility does not look its age and that’s reflected in the success of the course. Ms. Dannemiller reminded the Board that the golf course is an enterprise fund so most of their wish list items should come out of their own funding – rarely will something come out of the capital fund unless it is a huge capital funding need. Some of the larger wishes like clubhouse or maintenance facility will require some financing outside of the enterprise fund. A feasibility study will be conducted to get estimates for these projects, so we can plan. President Glenn affirmed that these much-needed improvements are on the Board’s agenda for addressing.

3. HVAC Contract – Bob Roby

Mr. Roby presented the HVAC needs for aquatics portion of the Apex Center. After the RFP process, the District is seeking to contract with US Engineering. All work will be funded by COPs and includes the replacement of 2 AHUs and the addition of fans and replacement of the roof. The proposed contract amount is well within the budget for this work. Mr. Roby is asking for Board approval to execute this contract. President Glenn asked about the timeline for completion of the work, and the process of coordinating the HVAC work with the roof replacement. Mr. Roby stated that is still to be determined but will be addressed as the work is planned. There is some consideration to lighting in the aquatics area in order to remove the skylights from the roof.

MOTION: Director Pyne moved for approval of the contract with US Engineering for HVAC work. Director Tomsula seconded, and the motion passed unanimously.

4. Consider Resolution APRD2019-01 for Designating Location to Post 24 Hour (Agenda) Notice – Lauri Dannemiller

MOTION: Director Tomsula moved for adoption of Resolution APRD2019-01. Director Pyne seconded, and the motion passed unanimously.

5. Consider Resolution APRD2019-02 for Posting Locations of Notice of Board Meetings – Lauri Dannemiller

MOTION: Director Pyne moved for adoption of Resolution APRD2019-02. Director Allen seconded, and the motion passed unanimously.

6. Consider Resolution APRD2019-03 to Set Day of Month, Time and Location of 2019 Regular Board Meetings – Lauri Dannemiller

MOTION: Director Allen moved for adoption of Resolution APRD2019-03. Director Pyne seconded, and the motion passed unanimously.

OLD/OTHER BUSINESS

There is none.

EXECUTIVE DIRECTOR REPORT

Ms. Dannemiller shared her report. Of note, she is waiting to get information from the playground equipment provider to see if it will meet fire code, so the indoor playground renovation can proceed. If no decision has been made by the 2/7/19 BOD meeting, the Board will be presented with plans for how to proceed. Apex Park and Recreation District has been awarded the Chairman’s Choice Award by the Arvada Chamber of Commerce. Apex will be honored 1/25 at an event at the Arvada Center, and the Board is invited to attend. Signage replacement is underway – Apex Center exterior was done today. There was great press in today’s Arvada Press for programs and facilities. Apex has been awarded a grant from NRPA for Walk with Ease, an Arthritis Foundation program. The grant will allow Apex to train instructors to implement this program district-wide. Hillary Roemersberger coordinated this effort and Ms. Dannemiller recognized her excellent work.

BOARD MEMBER REPORTS/INPUT

President Glenn reported the coordinating committee with the City was cancelled today. He is looking forward to a great year settling into the new facilities and getting new, exciting programs going.

Director Pyne had nothing to report.

Director Allen attended the Apex Foundation meeting today. President Rich Garrimone stepped down, so there is change in the leadership for 2019. Preparations are underway for the Pickleball tournament coming up. Ms. Dannemiller noted Mr. Garrimone’s service to the district in his role with the Foundation and the Board agreed he should be acknowledged at a future meeting.

Director Tomsula expressed thanks for the gathering after the December meeting.

ADJOURNMENT

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

President Glenn adjourned the meeting at 7:51 p.m.

Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer