March 7, 2019 Board of Directors Meeting Minutes

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

BOARD OF DIRECTORS
March 7, 2019

CALL TO ORDER

President Glenn called to order the March 7, 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, Ken Harrell, Stephanie Allen, Vicki Pyne, and Liz Tomsula. District staff members present were: Lauri Dannemiller – Executive Director; JoAnn Gould – Deputy Director of Recreation Services; Jim Reasor – Finance Director; Bob Roby – Deputy Director of District Services; Carrie Gomer – Recreation Services Director; Whitney Walker – Recreation Program Manager; Brent Anderson – Racquet Sports Manager; Jamal Heydari – Head Tennis Pro; Kristen Torres – District Services Administrator; Tara Torline – HR Manager; and Rheana Rogers – Executive Assistant and Recording Secretary. Members of the public present were Abby McNeal, APAC and Vilura Haas, NJTC.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

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

APPROVAL OF MINUTES OF THE FEBRUARY 21, 2019 BOARD MEETING

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

PUBLIC INPUT

Vilura Haas, North Jeffco Tennis Club Vice President thanked Apex PRD and the Board for attending the recent USTA Hall of Fame gala on 2/9/19 and for sponsoring a table. NJTC’s award will be displayed at the Apex Tennis Center. Ms. Hass stated the club couldn’t have won the award without the efforts of their Board and their members and noted that Apex’s Brent Anderson and his team have been instrumental in their success in 2018. NJTC values their partnership with Apex and believes it will grow stronger in the years to come. Ms. Haas congratulated Apex for the completion of the bond projects and noted how many people appreciate the wide selection of facilities for our multigenerational community to enjoy. She and her fellow tennis players love the new tennis center and she shared that the club has received so many compliments from visitors out of district. Director Glenn thanked the club for their support in passing the bond that made the ATC and other Apex projects possible.

NEW BUSINESS

1. ASBA Award for Apex Tennis Center – Bob Roby

Apex Tennis Center was the recent recipient of two American Sports Builders Association Awards. Mr. Roby introduced a couple of key players in the successful completion of the ATC facility – John Pittman from Fransen Pittman (general contractor), Mira Theisen from Perkins+Will (architect), and Kristen Torres from Apex District Services. Colin Donovan from Renner Sports Surfaces presented the district with a plaque and a certificate for the Outstanding and/or Distinguished Tennis Facilities Awards from the ASBA. He reported that the awards have a detailed application process that required documenting and describing the entire facility construction process from demolition to fit and finish. All phases of the ATC project were documented by pictures and plan sets. ASBA receives over 100 entries for the awards each year. Apex’s ATC was recognized for both the indoor and outdoor awards recognizing them for excellence in design and construction. The awards received were the Distinguished Outdoor Facility and the Indoor Tennis Facility of the Year 2018. Mr. Donovan congratulated and thanked all who participated in the realization of this project.

2. OYSG Policy Changes – Whitney Walker and Lauri Dannemiller

Ms. Dannemiller reminded the board that this policy was discussed at the 9/6/18 BOD meeting. After feedback from the BOD and OYSGs, the policy is now drafted and ready to formally adopt. She thanked Apex employees Whitney Walker and Carrie Gomer for all their time spent communicating with the various organizations to craft a policy that’s a good balance meeting the demands of the OYSGs with our revenue needs to offset some of the cost of providing support to youth sports in our community. Ms. Walker reviewed the process the District underwent to draft the policy with the various stakeholders. Her memo to the Board addressed the questions that came up from the discussion 9/6/18 that were reflected in the policy. She noted that the policy will be posted online for transparency. Once the policy has been approved by the BOD it will be sent to the OYSGs. Ms. Dannemiller acknowledged the give and take in the 9/6/18 conversations and the understanding required from all perspectives for the need for balance. The goal was to optimize the fair usage of the fields to allow Apex to limit the cost of this portion of our programming while providing great facilities to our youth sports partners.

MOTION: Director Allen moved for adoption of the OYSG policy. Director Pyne seconded and the motion passed unanimously.

3. Senior Leadership Team Presentation – Brent Anderson

Mr. Anderson, Racquet Sports Manager, along with Jamal Heydari, Head Tennis Pro addressed the Board to present some information about the award-winning ATC facility and the tennis programming happening at Apex. The indoor courts opened in February of 2018 and the outdoor courts opened in June of 2018, both a little later than anticipated due to construction delays. Despite these delays the 2018 budgeted revenue of $449K was actualized as $488K. Youth Tennis Programming provides a track for kids of any skill level or age to begin or continue their tennis learning, and the emphasis is on fun and to provide transition to the competitive teams. The competitive programming runs in the summer only and is comprised of CARA team tennis and Junior Team Tennis U10-U18. The emphasis of this program is skill development and on respect and representation of Apex. The elite, invite-only Apex Tournament Team attracts top Junior Varsity and Varsity athletes from across the metro area. Adult programming features leagues, lessons, and drills. Mr. Anderson and Mr. Heydari both notes that almost all classes at the ATC are full and waitlisted. Praised his coaches. In 2019 the ATC is already at 90-95% capacity for their indoor court schedule. The Tennis program’s goal is to grow youth programs utilizing the outdoor courts and increase adult drill sessions and USTA adult league play. Program pricing has been tweaked in response to demand, but the District is keeping an eye on recreational needs balanced with competitive pricing with surrounding facility court rental fees and programming costs.

OLD/OTHER BUSINESS

There was none.

EXECUTIVE DIRECTOR REPORT

Ms. Dannemiller reported that the Secrest Park grant applications were all unsuccessful. The District will assess if we should revise and resubmit in 2020 to these and other sources. She noted that this is a project that needs to happen and is a priority for the District for the Secrest community. The District will communicate this information to the community in the coming week. The Apex Club House indoor playground renovation is getting underway. The structure is in fabrication right now, but we don’t have actual installation date just yet. The goal is to get the project done before summer camps start so Child Watch can return to their space and vacate their temporary home in the Party Room that is reserved for the summer camps. Ms. Dannemiller introduced Tara Torline, Apex PRD’s new HR Manager. She stated the District is excited to have Ms. Torline who will be tasked with improving onboarding, working on recruitment challenges especially for hard-to-fill part time positions, class and comp salary surveys, and mandatory trainings. Searches are underway for the current full-time vacancies. Ms. Dannemiller was also excited to share a new program – Apex PRD has partnered with Alpine Skating Club to purchase synthetic ice to be used off-site at schools and events to expose kids to skating outside of the Apex Ice Arena.

BOARD MEMBER REPORTS/INPUT.

President Glenn met with the city coordinating meeting today and reported four sites for the new 50-meter natatorium are being considered and feasibility studies are being conducted on all of them. Once these studies are complete then the city will form a committee and Mr. Glenn confirmed that Apex will have board and administrative representation on that committee.

Director Pyne also attended today’s coordinating meeting with city.

Director Harrell had nothing to report.

Director Allen attended the Foundation meeting this morning. Next month the meeting will be held at Secrest Recreation Center. The Foundation is hard at work with planning the upcoming golf tournament, pickleball tournament, and car show. There was some discussion about concessions changes with the city at our city-owned fields.

Director Tomsula had nothing to report.

ADJOURNMENT

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

President Glenn adjourned the meeting at 7:43 p.m.

Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer