March 19, 2020 Board of Directors Meeting Minutes

APEX PARK AND RECREATION DISTRICT

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

BOARD OF DIRECTORS

March 19, 2020

CALL TO ORDER

President Glenn called to order the March 19, 2020 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 member in attendance was Jeff Glenn; staff member in attendance was Rheana Rogers – Executive Administrator and Recording Secretary. Board members in attendance via conference call were Ken Harrell, Vicki Pyne, Stephanie Allen, and Liz Tomsula. District staff members present via conference call were Lauri Dannemiller – Executive Director and Jeff Leniger – Director of Finance.


APPROVAL OF AGENDA

MOTION: Director Pyne moved for approval of the Agenda. Director Tomsula seconded and the motion passed unanimously.


PUBLIC INPUT

There was none.


NEW BUSINESS

  1. Emergency Declaration – Lauri Dannemiller
Our legal counsel, Collins Cockrel & Cole P.C., recommended we go through the process of declaring a local disaster emergency, which will give us access to emergency funding, potentially state or federal, and especially from our TABOR reserves. If our facility is mobilized for emergency use this would allow us to be reimbursed for any expenses or may cover the cost of extensive cleaning or other needs. There is some unclarity around how TABOR reserve funds may be used, but Apex wants access to use it should we need it. This declaration will be filed with the Jefferson County Clerk and Recorder, the Arvada City Clerk, and the Colorado Office of Emergency Management. Director Tomsula clarified we aren’t accessing the funds right now, just putting into place the declaration to give us the future option.

MOTION:
Director Pyne moved for adoption of APRD2020-08 Resolution of the Board of Directors of the Apex Park and Recreation District Declaring Local Disaster. Director Allen seconded and the motion passed unanimously.

  1. 30 Day Closure Directive from Governor –
    Lauri Dannemiller
Today we received orders from Governor Polis that recreation centers must be closed through April 30, 2020. Currently, Ms. Dannemiller isn’t sure if this closure requirement also includes golf courses, but recommends we include Indian Tree Golf Club as well as all outdoor fields and facilities in our closures at this time. New financial figures based on this new closure date will need to be run to update our projections for financial impact of being closed through this new, extended date. The Board and Apex leadership will review if changes to payroll-eligible employees may need to be made as pay periods continue. Ms. Dannemiller reminded the Board that Apex currently has four sources of funding availability: the 2-months operating reserve we are required to maintain as dictated by our internal policies, the ability to suspend planned capital improvements in order to transfer money from the capital fund to the general fund, our undesignated reserve fund, and potentially the emergency TABOR reserve. Ms. Dannemiller expects to have concrete budget information to the Board by the middle of next week. The Board may consider holding a meeting next week to discuss and make recommendations for the pay periods through April 30. Director Tomsula asked about the terminology we will use if we must stop paying staff, i.e. will it be called furlough or layoff, and how that impacts staff who may need to apply for unemployment. Ms. Dannemiller affirmed that the District is committed to making good decisions for our employees while keeping in mind our responsibility as stewards of taxpayer funds and we will consider many options including layoffs, furloughs, etc. She stated that our staff is to be commended for their tremendous work that has put us in this favorable financial position that has allowed us to weather this unprecedented circumstance.

MOTION:
Director Harrell moved to follow the Governor’s mandate to close all recreation facilities through April 30, 2020. Director Pyne seconded and the motion passed unanimously.


OLD/OTHER BUSINESS

There is none.


EXECUTIVE DIRECTOR REPORT

Ms. Dannemiller reported the plan to communicate this closure via an email that will be sent tonight to our leadership team, then an email will go out to all Apex staff tomorrow regarding the closure and payroll, and then communication will go out to the public. Leadership is working out our refund processes and plans we can share with our community and begin enacting next week. Ms. Dannemiller has been in contact with Colorado Special District Association and is awaiting direction about the upcoming May 5 elections.


BOARD MEMBER REPORTS/INPUT

President Glenn stated that he appreciates everyone’s time, input, and thoughtfulness through this experience as we consider how best to support our staff and community.

Director Harrell had nothing to report.

Director Pyne had nothing to report.

Director Tomsula stated she is grateful for everyone’s leadership in this uncertain time.

Director Allen had nothing to report.


ADJOURNMENT


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

President Glenn adjourned the meeting at 7:05 p.m.

Respectfully submitted,
Rheana Rogers, Recording Secretary
ATTEST:
Ken Harrell, Secretary/Treasurer