July 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
July 18, 2019
CALL TO ORDER
Director Glenn called to order the July 18, 2019 meeting of the Board of Directors of Apex Park and Recreation District, held at 6:30 p.m. at the Apex Center Randall Room, 13150 W. 72nd Avenue, Arvada, CO. Board members in attendance were: Jeff Glenn, Vicki Pyne, Ken Harrell, Stephanie Allen, and Liz Tomsula. District staff members present were: Lauri Dannemiller – Executive Director; Hillary Roemersberger – Recreation Services Director; Laina Doyle – Youth/Teen and Teen Center Coordinator; and Tara Torline – HR Manager. Rheana Rogers, Executive Assistant and Recording Secretary, was present via conference call. Members of the public present were Sandy Nations and Jean Peebles.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Tomsula moved for approval of the Agenda. Director Allen seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE JUNE 20, 2019 BOARD MEETING
MOTION: Director Harrell moved for approval of the Minutes. Director Tomsula seconded and the motion passed unanimously.
Ms. Nations is a frequent swimmer at Meyers Pool, as well as an active patron in other fitness areas of district. She addressed the Board about her concerns about the Meyers Pool reconstruction. She reported that the current facility has features that serve the active older population that need to be included in the new facility, specifically the water temperature is cooler which is great for workouts, different depths from shallow to deep, Aqua Fitness participants can hear the music, and the many classes provide important socialization opportunities. She reported she has heard comments from other patrons that they are unwilling to drive to the proposed western location near Candelas due to concerns that of the 5 high schools that use the pool, 3 of them are along Wadsworth which could cause traffic and safety issues for teens driving to and from the facility for early morning practices, especially in winter, as well as the current traffic congestion issues along 80th and Indiana.
Ms. Peebles is an Apex staff member who works at Meyers, as well as a facility user. She reported that the current facility provides convenient handicap parking, especially for our MS hydrotherapy patrons, and ease of access for our patrons with ADA needs and she hopes these concerns are included in planning for the new facility. When she speaks with users of the current pool, the proposed location is the primary concern she hears. She asked the Board to keep in mind that the new facility should keep with the feeling of the original Meyers community.
Director Glenn appreciated the public speakers’ input. He stated that the City owns the property Meyers is currently located on and that they have the ultimate decision of what happens there. He encouraged the speakers to also share these concerns with City of Arvada leadership.
1. HR Updates – Tara Torline and Lauri Dannemiller
Salary surveys were last conducted in 2016 and 2017. The district is currently conducting surveys for our approximately 40 full-time positions and will conduct surveys for part-time positions next year. Prior to the survey, all job descriptions were reviewed, updated, and finalized. The district has contracted with Longenecker and Associates to conduct the surveys at a cost of $15-17K for this project. The surveys will consider base salary only; no benefits or bonuses are considered. The comparisons are based on keywords in the job descriptions and not based on job titles. We expect to have survey results by mid-August and will use the recommendations to review and inform potential suggestions for adjustments. District leadership will balance recommendations along with our budget constraints and organizational needs to determine any needed adjustments. Director Harrell asked who we are comparing our salaries against and Ms. Torline responded that Longenecker and Associates sample the 5-county region of our metro area since most of our positions are staffed from the metro area and only a handful get pulled nationally. They also sample our direct peer organizations such as Wheat Ridge and Foothill. Because the survey results are work product, the data that comes to us is not public information, but the resulting salary decisions are.
Ms. Torline reported that the district has begun exploring the option of providing benefits for certain key part-time employee positions to help retain and reduce turnover in hard to recruit and retain positions. Our peer organizations South Suburban and Foothills do offer PT benefits and we are unable to compete with them for talent. This proposed benefit would affect employees who work 30 hours a week, and medical insurance and PTO are the proposed offerings. PTO could be used as either sick or vacation time. There has not yet been a determination as to which positions or employees would be affected but it is estimated it would encompass 5-10 employees. Director Pyne voiced concern about “pilot” program launching then getting taken away in the future if it is not financially sustainable. Ms. Dannemiller responded that the district is aware and cognizant of this and staff would be fully informed there would be no guarantee of continuation of the benefits beyond the first year of the pilot. Ms. Torline recommends go forward with implementation of this pilot in 2020 and then assess the success of the program in final quarter of 2020. Director Allen is in favor of this effort to attract and retain/reward good employees. Director Harrell was concerned that a one-year pilot would not give enough data regarding retention effect. Ms. Dannemiller said because of the small sample, exit interviews would at least tell us why they chose to leave and whether or not the benefit had any impact on their decision.
Ms. Dannemiller updated the Board on the work of the Special Project Team, who has been tasked with addressing “soft skills” for staff via a lunchtime Brown Bag training series. The SPT surveyed staff and planned topics based on employee feedback – communication, culture, teambuilding and workplace personality and relationships. So far communication and culture have been presented, and our presenters have worked hard to understand Apex’s individual culture to tailor their work to our people and our organization. August and October trainings will be DISC assessments and teambuilding. Ms. Dannemiller shared the Culture Map that has been developed to communicate important information to help employees understand how we are taking their feedback and implementing it. The Communications Crew, Federation of Fun, and Welcome Wagon are areas of initial focus. We can’t address all areas of growth all at once so a “parking lot” of ideas to address in the future has been developed, too. The SPT will come and present to the Board in November to recap their work this year.
2. Staff Quarterly Reports to the Board – Lauri Dannemiller
Ms. Dannemiller shared highlights of all the reports that staff presented to the Board.
3. Senior Leadership Team Presentation – Hillary Roemersberger and Laina Doyle
Ms. Roemersberger and Ms. Doyle presented about state-licensed programming offered at Apex, which includes preschool, day camps, and summer camps. Year-round preschool is hosted at Campbell Cottages and Lake Arbor and this program is also NAEYC accredited. Day camp programs are hosted at Apex Center and Secrest. Camps are held not only during summer break but also on Jeffco non-contact/early release days, school breaks, etc. Both programs accommodated increased enrollment this year. An important feature of our day camp programming is that we offer a-la-carte registration – families do not have to purchase full weeks at camp. This creates some strategic planning issues for staff but is a worthwhile effort to the benefit of our families and we receive great feedback about this option. Field trips are also optional for an additional fee. Goals for 2020 are increasing capacity at both locations. Also proposed for 2020 is changing ages from 6-12 (Apex) to 5-10. And then offering field-trip based camps for the older kids. Also being explored is an outdoor recreation camp for older kids and expansion of our Counselor in Training program.
4. Wardle Property Update – Lauri Dannemiller
The recently conducted real estate appraisal says the property is worth around $500K. It is zoned as conservation/recreation. Ms. Dannemiller is now seeking direction from the Board as to how to proceed with plans for the property. The Board is in favor of having staff present use ideas in a “Shark Tank” style competition for consideration. Staff will present at the second Board meeting in September.
There was none.
EXECUTIVE DIRECTOR REPORT
Ms. Dannemiller shared the success of our Fitness in the Square events being held weekly in Old Towne Arvada.
BOARD MEMBER REPORTS/INPUT.
President Glenn recently attended the coordinators meeting with the city where the Meyers pool reconstruction was the primary point of discussion.
Vice-President Pyne also attended the coordinators meeting.
Director Harrell had nothing to report.
Director Allen attended the foundation meeting where discussion focused on car show wrap up and golf tournament planning. There will be online registration for the golf tournament this year.
Director Tomsula will be attending tomorrow’s Chamber meeting.
MOTION: Director Pyne moved that the meeting be adjourned. Director Allen seconded and the motion passed unanimously.
Director Glenn adjourned the meeting at 8:08 p.m.
Rheana Rogers, Recording Secretary
Ken Harrell, Secretary/Treasurer