August 15, 2019 Board of Directors Meeting Minutes

APEX PARK AND RECREATION DISTRICT

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

BOARD OF DIRECTORS

August 15, 2019

CALL TO ORDER

President Glenn called to order the August 15, 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, Vicki Pyne, Ken Harrell, Stephanie Allen, and Liz Tomsula. District staff members present were Lauri Dannemiller – Executive Director; Jim Reasor – Director of Finance; Brent Anderson – Director of Racquet Sports; and Rheana Rogers – Executive Assistant and Recording Secretary. Members of the public present were Vilura Haas – NJTC, Devin Johnson – Arvada CTA member, and Abby McNeal – APAC.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

MOTION: Director Pyne moved for approval of the Agenda, with the modification of changing the order of items to move the NJTC discussion to the top of the agenda. Director Harrell seconded and the motion passed unanimously.

APPROVAL OF MINUTES OF THE AUGUST 1, 2019 BOARD MEETING

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

PUBLIC INPUT

There was none.

NEW BUSINESS
  • NJTC Discussion – Lauri Dannemiller and Brent Anderson

Mr. Johnson recently approached the District regarding the possibility of using the Apex Tennis Center for a league that is not associated with the North Jeffco Tennis Club. NJTC has permission from the Colorado Tennis Association to designate Apex as their home court facility. Historically, NJTC is the only organization to use ATC as their home facility ID. Apex has never run or managed or programmed competing leagues, instead choosing to allow NJTC to serve that need in our community. There are two requirements for a new league to come in and use Apex as a home facility – the new league must have the ID # from CTA, and CTA must be assured by the facility that there is availability to host the leagues scheduled matches. Mr. Johnson’s team typically plays out of Golden, but this year the facility informed him the courts would be needed for high school play. His league has since found courts elsewhere, but he is here to clarify whether the District has an exclusive “monopoly” agreement with NJTC preventing other leagues from scheduling court time. Ms. Dannemiller stated that is not the case, but NJTC does have scheduling priority currently. Mr. Johnson stated that the District should be asking NJTC to reduce their league fees, but Director Tomsula reported that it is not our place to dictate the fees charged by our user groups, but to provide great facilities for them to rent at a competitive price.

Director Harrell stated it is the District’s duty is to provide access to as many courts as we can to as many customers as we can and keep our facilities full. We need to honor our priority agreements, such as the one we have with NJTC, but we do have a duty to make sure our facilities are open to others when there is availability. Ms. Dannemiller encouraged Mr. Johnson to follow the avenues with CTA and work with our Racquet Sports Director should he like to try to schedule on Apex courts in the future.

  • Resolution for Meeting Notices Posted on Website – Lauri Dannemiller

House Bill 19-1087, which went into effect August 2, 2019, allows for changes in how and when meeting notices are posted. The District can now post notices only on our website and only give 24 hours’ notice instead of the prior requirement of 72 hours’ notice. The designated physical posting location in case of website unavailability is at the Apex Center at 13150 W. 72nd Avenue.

MOTION: Director Harrell moved for approval of Resolution APR2019-09. Director Tomsula seconded and the motion passed unanimously.

  • Fee Increases – Lauri Dannemiller and Jim Reasor

Ms. Dannemiller reported that the District is planning for 2020 fees as part of the budget process. The District has generally been following a pattern of increasing fees every two years. The District did not generally increase fees for 2019 with a few small exceptions. The primary factors used to determine fees are considerations for current costs, past rate increase history, market comparisons with our primary competition, and cost recovery. Ms. Dannemiller is proposing that the majority Tier 1 and Tier 2 facilities increase 5%. She noted that our local CPI has been 6.2%. Tennis and golf fees are more based on usage and competition instead of CPI. Director Tomsula noted that in the past the District conceded lower fee increases for seniors but the proposed increases for 2020 are equal for all user groups and concerned the increases may be too steep for our seniors on fixed incomes. Ms. Dannemiller reported that most of our senior users are SilverSneakers users, so these rate increases will not affect them. Director Tomsula would like to know the numbers of non-SilverSneakers participants to determine just how many users will be affected by the proposed fee increase. Ms. Dannemiller will gather that information and report back. Director Tomsula also noted the concerns brought up previously by our Organized Youth Sports Groups of the same flat rate for organized vs non-organized teams for tournament rentals. The Board directed the District to investigate a proposed fee increase for non-organized team rentals for tournaments. Director Harrell brought up the issue of spectator fees at different facilities and asked the District to consider eliminating spectator fees at our Tier 2 facilities. They cannot be eliminated at the Apex Center because it is too large of a facility to monitor. Director Glenn asked for future budget information to include percentage increases for all fees.

OLD/OTHER BUSINESS

There was none.

EXECUTIVE DIRECTOR REPORT

Ms. Dannemiller introduced Mark Baird and his family. Mr. Baird is the new Director of District Services and Capitol Projects. She also shared that Apex has been working with Adam Blackmore as a consultant to review policies and procedures in our Aquatics division and give us operations recommendations that will be shared with the Board as part of our budget process.

BOARD MEMBER REPORTS/INPUT

President Glenn requested an update on our audit extension. Mr. Reasor reported he is working with auditors to wrap up final needs and the final package should be to them next week for them to review. President Glenn will be attending the Community Table events Saturday and Monday.

Director Pyne recently attended the Kiwanis breakfast.

Director Harrell complimented the pool staff at Secrest whom he observed on a recent visit.

Director Allen wanted to offer kudos to staff for excellent swim lessons at Lake Arbor all summer.

Director Tomsula will be attending the Chamber event tomorrow and golf tournament Monday.

ADJOURNMENT

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

President Glenn adjourned the meeting at 7:35 p.m.

Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer