May 16, 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 16, 2019

CALL TO ORDER

President Glenn called to order the May 16, 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; Gabriel Hale – Technology Services Director; Whitney Walker – Recreation Program Manager; Jim Reasor – Director of Finance; and Rheana Rogers – Executive Assistant and Recording Secretary. Members of the public present were Abby McNeal, APAC.

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 MAY 2, 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. Secrest Park Update – Lauri Dannemiller, Whitney Walker

Ms. Dannemiller shared that all grant applications for redevelopment of Secrest Park were unsuccessful and is asking for direction from the Board on how to proceed. Based on feedback, the reasons for grant denial are not ones that can be changed (i.e. the park not being in an underserved area) so therefor reapplication for grants would likely be unsuccessful as well. Ms. Dannemiller and Ms. Walker are recommending that the Board proceed with some type of construction effort on the park using the $450,000 the Board had originally earmarked in the budget plus the $10,000 pledged by the Foundation and plan the park with that funding only. That space has been under construction for two years with no park/playground, no outdoor usable space for our youth programming and camps and only bare dirt and silt that has been causing issues for cleanliness and maintenance of the pool. The community has been asking for the status of an update for construction plans. The recommendation is a phased approach to building, so it takes 2 or 3 years to accomplish the originally proposed and designed master plan. The first phase would include construction of the trail from 66th to Pierce, the playground, the main shelter, the plaza, and some landscaping around the existing trees. This will address the biggest needs play space and shelter/gathering space, and a trail so people can walk through the park. Native seed has already been spread on the grounds; a second seeding may be needed. Phase 2 would include heavy landscaping, finishing the trail, lighting considerations, and construction of the multi-purpose field and the second, smaller shelter. DHM partners who did original design gave us a budget breakdown for the proposed first phase. Leadership has met with City staff to talk through plans and determine permitting needs. Director Glenn stated he agrees with the phased plan in order to get the project started to keep our commitment to the community to develop the outdoor space and to and protect the pool from dirt and silt damages. It is possible to research alternative grant opportunities to fund some of the Phase 2 projects. The goal is to move quickly to get this project begun and completed while spring and summer weather holds.

2. Phone System Contract – Gabriel Hale

The District’s 5-year contract with ShoreTel, the provider of our current phone system, expired on April 17 of this year. Consequently, much of the equipment has reached or exceeded its expected end of life cycle during that 5 years. As is often the case for technology-related hardware, by the time equipment reaches this age, the support needed, and hands-on troubleshooting requirement grows considerably while reliability decreases. We have had a growing number of incidents where reboots of equipment are needed as the hardware performance declines and no longer effectively manages the District’s utilization for call volume. Due to the difficulty in finding replacements for this pre-existing equipment, as well as the inability to do portions of the configuration, troubleshooting, problem solving of this proprietary equipment in-house, and contract expiration, we recognized the need to seek out new technologies to continue our goal of advancing the District into the modern era of workplace computing, while eliminating points of failure and outdated practices. Mr. Hale is recommending the District replace the current hub-and-spoke VOIP phone system with a Cloud-Hosted (Unified Communication as A Service) phone system with AccessOne as the system vendor.

An evaluation team of staff members interviewed 6 companies, meeting with them, scoring their proposal presentations, observing product demos, and asking questions. Our current provider did make the top 6 by merit. There was a full consensus of the team on their top choice vendor, which was AccessOne. Director Glenn stated he appreciated the fair, thoughtful, and transparent RFP process undertaken by the District and feels the recommendation of the team is a good taxpayer investment – it provides good service for our customers and will increase productivity for our staff.

OLD/OTHER BUSINESS

There was none.

EXECUTIVE DIRECTOR REPORT

The Summer Adventure Pass sale is going on through May 31 to promote our pools and Tier 2 facility usage. The passes are being offered at a reduced rate of 20% off. Last year we sold 25 passes. So far this year we have sold 87. Front desk staff is doing a great job getting the word out there.
The Apex Tennis Center has won the USTA Outstanding Tennis Facility award. Tennis staff is thrilled, and the District is so proud. Brent Anderson, Racquet Sports Manager, wrote the application. A PR and media push will be done as the date of the awards ceremony nears. Appraisal is in process on the Wardle property.

BOARD MEMBER REPORTS/INPUT.

President Glenn will be playing in the Foundation pickleball tournament this weekend.

Director Pyne attended the CRC volunteer event in Ralston Central Park today. She was a pie judge at the recent Arvada Parks celebration and attended the natatorium user group listening sessions. She will attend the Chamber breakfast 5/17.

Director Harrell attended the Roundtable breakfast meeting where the topic was radon testing.

Director Allen will miss the next Foundation meeting. President Glenn will attend that meeting in her place. The Foundation pickleball tournament is this coming weekend.

Director Tomsula attended the Arvada Parks celebration and reported that the Apex booth was fun. She also attended the natatorium user group listening session, which she enjoyed and learned a lot, and she appreciated the great turnout. She will also be attending the Chamber event tomorrow.

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

President Glenn adjourned the meeting at 7:34 p.m.

Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer