May 2, 2019 Board of Directors Meeting Minutes

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

BOARD OF DIRECTORS
May 2, 2019

CALL TO ORDER

President Glenn called to order the May 2, 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; Carrie Gomer – Recreation Services Director; Tara Torline – HR Manager; and Rheana Rogers – Executive Assistant and Recording Secretary. There were no members of the public present.

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 APRIL 18, 2019 BOARD MEETING

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

PUBLIC INPUT

There was none.

NEW BUSINESS

1. Senior Leadership Team Presentation – Carrie Gomer

Ms. Gomer presented about the full-time staff in her division, and their roles in the District. The Board appreciated the handout of all staff and their responsibilities and contact information.

2. Custodial Products Award – Jim Reasor

Mr. Reasor provided an update to the Board regarding the custodial supplies RFP. Custodial services have an important impact that affects every facility and the impression we make to our customers. This was the District’s first RFP for these services. The process went out to bid in March. Bids were evaluated and then four companies were selected as finalists. A full evaluation team of staff members representing every facility judged the bids based on cost and economic benefit; quality and accuracy of RFP submission; quality and efficacy of products; customer service, responsiveness, delivery schedules and ordering procedures; ownership interest (minority, local, and/or female ownership); experience and references; and optional and/or values-add services such as inventory management. Hillyard and Ace Hardware were ultimately awarded the bids based on staff recommendation. Facilities currently with Ace will stay with Ace. Facilities currently with Hillyard will stay with Hillyard. One change being made is Secrest – they will now use Ace exclusively. Ms. Dannemiller reported that this process was done to save the district money. This happened as our existing providers brought some of their pricing down to be competitive through the bid process. There is also a benefit to maintaining multiple vendors. This will be a 2-year contract with an option to extend for 2 more years, 1 year at a time. Director Harrell asked if there a cap on increasing prices in the contract and Mr. Reasor reported that price changes will only reflection inflationary increases and that all quoted prices are locked-in for the first year of the contract term. The Board stated they were pleased that supporting a local business was a consideration through this process and that they are pleased with the effort and recommendations.

3. Community Table Sponsorship Level – Lauri Dannemiller

Ms. Dannemiller presented to the Board a request for Board sponsorship for the upcoming Community Table Gala and Golf Classic. Last year Apex provided a $2500 sponsorship of a Birdie hole. President Glenn proposed making the same level of sponsorship again this year. Other Board members agreed.

MOTION: Director Harrell moved for the Board to sponsor the Community Table Gala and Golf Classic at the $2500 Birdie level. Director Pyne seconded and the motion passed unanimously.

OLD/OTHER BUSINESS

There was none.

EXECUTIVE DIRECTOR REPORT

Ms. Dannemiller shared with the Board upcoming events including National Pilates Day, Arvada’s 100 Years of Arvada Parks at McIlvoy Park, and the new natatorium listening sessions with the primary stakeholder user groups. At the listening sessions the District is seeking to learn how the user groups currently use Meyers, how they would like that to possibly change or be improved with a new facility, and any other important feedback in terms of amenities or operations. The District will put an iPad out at Meyers to allow public users to submit their feedback to the same questions that will be asked of the user groups at the listening sessions. The District has selected a vendor for the new phone system and is in final negotiations with that vendor. On May 16 the final decision will be presented to the Board for review. The indoor playground project is still waiting on determination of the production schedule for this summer. Work on the roof over the pool at the Apex Center will coincide with shutdown and will likely require an additional week outside of shutdown to complete. The Wardle property is being appraised and the appraisal should be complete within 30 days. Once that information is in, staff will have opportunity to pitch suggestions for use of the property. After the May Rec Services meeting the proposed patron code of conduct will be rolled out.

BOARD MEMBER REPORTS/INPUT.

President Glenn attended the AVA event Saturday night and reported that ARSAY won a $5K award based on attendee votes. He noted that the Apex Center is hosting Ralston Valley high school’s after-prom this coming weekend and he was curious about the kind of staffing dedicated to the event. Ms. Dannemiller reported that the Apex Center usually hosts 2 or 3 such events during prom season and that the schools are charged for our hard cost for all required staff and security needs, and for our facility usage costs.

Director Pyne recently attended the Chamber of Commerce State of the City event and AVA event.

Director Harrell will be attending the Legion roundtable on 5/3.

Director Allen attended today’s Foundation meeting. Planning for the upcoming Pickleball Tournament is going well, and there are 120 players signed up already. There has been some discussion about moving date back to Memorial Day or the week after next year due to this year’s selected weekend conflicting with another tournament. The upcoming Father’s Day car show has 35 entries so far. She also reported she will need coverage for the 6/6 foundation meeting so another Board member will attend in her absence.

Director Tomsula attended the recent Chamber of Commerce State of the City address and she mentioned that the Mayor talked about the valuable partnership between city and Apex.

ADJOURNMENT

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

President Glenn adjourned the meeting at 7:23 p.m.

Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer