June 20, 2019 Board of Directors Meeting Minutes
APEX PARK AND RECREATION DISTRICT
13150 West 72nd Avenue – Arvada, Colorado 80005 – 303.424.2739
BOARD OF DIRECTORS
June 20, 2019
CALL TO ORDER
Director Pyne called to order the June 20, 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: Vicki Pyne, Ken Harrell, and Liz Tomsula. Director Jeff Glenn and Director Stephanie Allen were absent; their absences were excused. District staff members present were: Katie Groke Ellis – Director of Marketing, Communications and Community Outreach; Hillary Roemersberger – Recreation Services Director; Jim Reasor – Director of Finance; Kristen Torres – District Services Office Manager; Scott Bullock – District Services; Justin Maillet – Recreation Services Director; and Rheana Rogers – Executive Assistant and Recording Secretary. Members of the public present were Adam Blackmore, Recreation Superintendent, City of Henderson, and representatives from Pie Consulting and Engineering and Lallier Construction Inc.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Tomsula moved for approval of the Agenda. Director Harrell seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE MAY 16, 2019 BOARD MEETING
MOTION: Director Tomsula moved for approval of the Minutes. Director Harrell seconded and the motion passed unanimously.
Director Dannemiller reminded the Board that there are not meeting minutes to approve from June 6 because the meeting could not be convened due to lack of a quorum of directors present.
There was none.
1. Bond Report to the Community – Katie Groke Ellis
Ms. Groke Ellis shared that the district has produced a report to community detailing the results of the recently-completed bond projects. This report has been announced to the public on social media and on the Apex website. President Glenn has signed copies that were mailed to community partners and stakeholders. Copies will be available in all facilities and online for public viewing. Ms. Dannemiller thanked the Marketing department for their work on this product to be responsive and accountable to our community.
2. National Park and Recreation Month Update – Hillary Roemersberger
July is National Park and Recreation Month, an event the National Recreation and Park Association puts on every year to bring community awareness to use recreation spaces and activate parks, and this year’s theme is Game On. This is the first year in recent memory Apex has done facilitated activities to celebrate. Staff from across the district met and developed a Game On board that is like Monopoly. The squares on the game feature both active and passive activities for players to use fitness facilities, parks, and playgrounds and to visit community events. Players are encouraged to take photos for social media and use designated social media tags. Apex is also offering 2 duck hunts along the Ralston Creek Trail between Apex Center and the Tennis Center where players can find the ducks and turn them in for prize. In conjunction with Game On, Secrest Recreation Center is hosting their inaugural video Game expo and tournament July 27 for all ages. There are prizes to encourage participation through the whole month. Social media teases and staff FAQs go out next week. Game On goes live July 1 and runs through July 31.
3. Bond Supplemental for Audit – Jim Reasor
Ms. Dannemiller reported that the budget supplemental resolution is requested to appropriate funds to ensure that the district has authorized sufficient spending limits for 2018 and to show the applicable funds in the Debt/Bond fund at year-end 2018 to complete the final bond-approved project in 2019 – the indoor children’s playground at the Apex Center. In addition, the 2019 supplemental appropriation authorizes funding for approved capital projects that were not completed in 2018 but will be completed in 2019. Lastly, a supplemental appropriation is requested to appropriate retirement forfeiture funds within the General Fund.
MOTION: Director Harrell moved for adoption of Resolution 2019-07 Resolution to Amend 2018 Budget. Director Tomsula seconded and the motion passed unanimously.
MOTION: Director Tomsula moved for adoption of Resolution 2019-08 Resolution to Amend 2019 Budget. Director Harrell seconded and the motion passed unanimously.
4. Apex Center Aquatics Roof Replacement Contract – Kristen Torres
Ms. Torres introduced Jason McKenzie from Pie Consulting and Engineering who did the engineering and investigation for scope of work and RFP process for the replacement of the roof over the Apex Center Aquatics area and HVAC replacement. The RFP process yielded 2 bids. The selection committee comprised of PIE and District Services staff and they selected Lallier Construction Inc. due to their bid’s comprehensive and complete meeting of the RFP requirements.
Since the roof’s installation there have been issues with leaking. Pie identified the sound attenuation design and the skylights as the primary sources of the issue, and these have been addressed with the new design and materials selected. Lighting will be increased to account for the loss of natural light with the removal of the skylights. The New HVAC system will improve air circulation to help decrease moisture buildup too. Industry-standard materials and workmanship warrantees will apply, as will permitting. The plan is for this work to be undertaken during the Apex Center shutdown that begins August 19. The pool will likely be closed an additional time period beyond the facility shut down.
MOTION: Director Harrell moved approve the agreement with Lallier Construction Inc. for the removal and replacement of the Apex Center pool roof in the amount not to exceed of $967,468.00 with construction beginning August 19, 2019 and completing in 14 working days. Director Tomsula seconded and the motion passed unanimously.
There was none.
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller reminded the Board that there will not be a meeting July 4; the next Board meeting will take place 7/18. Construction of the indoor playground will begin 7/29 and will take 6-8 weeks. Childwatch will remain open during the construction. The Wardle property final appraisal valued the property at $510K. At the next meeting Ms. Dannemiller would like to receive direction from the Board regarding their wishes for the property and for staff proposals for the space, such as if there is an ROI expectation. The District will receive the new natatorium final feasibility report by 7/12 from Ballard King & Associates, which will include a site recommendation. The second phase of this project will be drafting the IGA with our partners, and final site selection will be part of that process. Kim Greason was recently hired as Apex Tennis Center’s Head Tennis Pro. Justin Maillet’s Guest Services team did a great job on Summer Adventure Pass sales.
BOARD MEMBER REPORTS/INPUT.
President Pyne noted her appreciation for the attention and concern District leadership pays to resolving customer complaints.
Director Harrell attended the Apex Foundation’s Father’s Day Car Show and noted the good turnout.
Director Tomsula attended the recent Chamber event with legislators speaking about the past legislative session.
MOTION: Director Harrell moved that the meeting be adjourned. Director Tomsula seconded and the motion passed unanimously.
Director Pyne adjourned the meeting at 7:25 p.m.
Rheana Rogers, Recording Secretary
Ken Harrell, Secretary/Treasurer