April 18, 2019 Board of Directors Meeting Minutes

APEX PARK AND RECREATION DISTRICT

13150 West 72nd Avenue – Arvada, Colorado 80005 – 303.424.2739

BOARD OF DIRECTORS

April 18, 2019

CALL TO ORDER

President Glenn called to order the April 18, 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; Jim Reasor – Director of Finance; and Rheana Rogers – Executive Assistant and Recording Secretary. Members of the public present were Abby McNeal, APAC and Gayle Schroeder.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

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

APPROVAL OF MINUTES OF THE MARCH 21, 2019 BOARD MEETING

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

APPROVAL OF MINUTES OF THE APRIL 1, 2019 EXECUTIVE SESSION

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

PUBLIC INPUT

Ms. McNeal addressed the Board to share the official invitations for the City of Arvada 100 Years of Parks celebration. The event will take place May 4 in McIlvoy Park from 11:00 a.m. to 3:00 p.m. with live music, a mayoral address, food trucks, cake, and a homemade pie contest. Apex staff will be helping run games at the event. Ms. McNeal presented invitations to the Board members. There will be more events throughout the year, and many will involve collaboration with Apex PRD.

NEW BUSINESS

  1. Quarterly Finance Report – Jim Reasor

Mr. Reasor presented the budget report for the first quarter. He noted that the first quarter is tricky due to the seasonality of our business and weather impacts on the golf course and sports field uses. In the General Fund, although only 25% of the year has passed, we have collected 27% of our budgeted revenue, which is good for what is typically a little slower time of year for our programming. The expense side is right on track with the budget. Mr. Reasor noted the Capital Fund received a large quarterly distribution from the state lottery fund due to the very large recent jackpots. We usually receive around $66K but this year received approximately $250K. Expenses in Capital Funds are low right now; this doesn’t represent savings, just projects that haven’t kicked off yet since the large projects for HVAC and roof replacement are yet to begin. The next budget presentation to the Board will be in July. There is interest to see what the first full seasons of the new pools and tennis facility will do to the budget in the coming quarters. President Glenn noted local concerns about our economy being overdue for an economic slowdown and asked Mr. Reasor if we do indeed foresee this coming and if we anticipate any impacts on Apex. Mr. Reasor agreed there are some signs of economic flattening but thinks the district is well positioned with our reserves (Tabor, Board-mandated, and other) to weather a potential slow down. This year the county will reassess property values and there is concern we might be impacted, but the hope is it will be minimal. Ms. Dannemiller added that it’s a benefit we have as a Special District that we aren’t dependent on sales taxes, which are often most impacted when there are economic slowdowns.

  1. Staff Quarterly Reports – Lauri Dannemiller

Ms. Dannemiller shared that the Recreational Sports division has been providing her quarterly reports for about a year and that she wanted to share them with the Board to inform them in more detail of the goings-on in the District. Golf, Racquet Sports, Recreation Services, Human Resources, Finance, Marketing, and Technology Services all provided the Board with information regarding their division’s current opportunities and challenges and key achievements from the first quarter of 2019 as well as upcoming events and meetings. The Board reported they very happy with the report contents and formats and look forward to the reports for the second quarter.

OLD/OTHER BUSINESS

There was none.

EXECUTIVE DIRECTOR REPORT

Finance is wrapping up the RFP for custodial supplies and the team held interviews this week with vendors. It’s anticipated a decision will be made by May 3. The indoor playground is in manufacturing and we are looking at installation over the summer. The roof replacement over the pool at the Apex Center will likely require a 2-week pool shutdown (one week in addition to the usual week of shutdown). The Wardle property is being appraised by James Real Estate and staff will be submitting proposals to Ms. Dannemiller and the Board for use of the land. We have hired our new gymnastics and dance coordinator and are currently interviewing for the Capital Projects Manager and Accounts Payable positions. On May 8 there will be listening sessions with user group partners in Meyers Pool – the company running our feasibility study wants to include all their desires in the planning. The Board is welcome to come observe these sessions and members will be sent a calendar invite. Apex is thankful to Arvada PD for their support and presence during the recent public safety issues in Jefferson County. EAP information was shared with employees.

BOARD MEMBER REPORTS/INPUT.

President Glenn had nothing to report.

Director Pyne attended the recent Chamber awards lunch and helped with the Kiwanis service project at Arvada High School painting their black box theater.

Director Harrell reported that his daughter attended the recent mother-son night held at the Apex Center and that she thought it was great. He also attended the awards banquet for city. On April 6 he attended the Arvada Historical Society meeting about the oral history of Apex/North Jeffco. Jan Eckhart also was in attendance. An audio recording of the event will be released in the future. At the recent Roundtable, the director of Jeffco Public Health presented on the topic of Rocky Flats and development in the area.

Director Allen attended this morning’s Foundation meeting held at Secrest. She shared the Pickleball tournament flyer and Father’s Day car show flyer and reported that sponsors are still needed for the pickleball tournament. The golf tournament will be held September 13. She also stated that the Easter egg hunt went great and was very well-organized by BrookLyn Greenwood and staff.

Director Tomsula will be at the State of the City address tomorrow for the Chamber.

ADJOURNMENT

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

President Glenn adjourned the meeting at 7:28 p.m.

Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer