March 26, 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 26, 2020


CALL TO ORDER


President Glenn called to order the March 26, 2020 meeting of the Board of Directors of Apex Park and Recreation District, held at 6:33 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 in attendance 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.


APPROVAL OF MINUTES OF THE MARCH 5, 2020 BOARD MEETING

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


APPROVAL OF MINUTES OF THE MARCH 13, 2020 BOARD MEETING

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


APPROVAL OF MINUTES OF THE MARCH 19, 2020 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. Update on work-to-date through closure
    – Lauri Dannemiller

  1. Refunds – Ms. Dannemiller reported that refunding customers for class cancellations and closures took a while to plan for but are now in progress and are going well. Most customers are taking credits instead of refunds, which is great. Refunds are being given when requested. Annual passes are getting extended by the length of closure, once determined. Monthly withdrawals for month-to-month passes, preschool tuition, and CARA fees are suspended effective April 1 and will resume once we re-open.
  2. Classes – Registration opens Monday for summer programs and guides drop in the mail on Saturday. Most registration happens online but because of our new phone system capabilities we will have staff available remotely to take phone reservations Monday, Tuesday, and Wednesday next week from 8:00 a.m.-4:00 p.m.
  3. Ongoing Work – District Services staff are checking security and systems at each facility a few times a day, which is permitted under the current state orders. One exception is at Indian Tree, which needs regular maintenance by a reduced crew to keep up turf and greens, which is an asset protection.

  1. Pay proposal during closure –
    Lauri Dannemiller & Jeff Leniger

Ms. Dannemiller reviewed the memo that was provided to the Board with an update on current financials and proposed scenarios for proceeding with pay for the coming weeks of closure. She reiterated the need to strike a balance between administering the Board’s fiduciary duty to manage financial impact with what we can do to support paying our part-time staff. After discussion the Board would like to proceed with Scenario C: reduction to 75% pay for 0-20 hour PT then 0%; reduction to 75% pay for 20-40 hour PT (effective 4/12)
(two payrolls at 75% pay, then 0% effective 4/26); full-time staff required to take 5 furlough days before the end of 2020; and part-time benefitted required to take 3 furlough days before the end of 2020. If we are still closed beyond that date, then there won’t be any pay for part-time past that date and they’ll be encouraged to seek unemployment insurance at that point if needed. The Board will revisit pay at another meeting based upon how long we are closed. President Glenn said we should be very proud of the position our district is in that we can even have these kinds of discussions to provide for our staff rather than being forced into automatic layoffs. Tomorrow this information will be sent to leadership and full-time employees and then managers will disseminate that down to their part-time staff.

MOTION:
Director Pyne moved to approve payroll funding based on Scenario C. Director Tomsula seconded and the motion passed unanimously.

  1. Extended emergency declaration –
    Lauri Dannemiller

Ms. Dannemiller tabled this agenda item while we wait for our attorneys to send us a resolution for consideration to extend the date of emergency declaration and designate our essential staff.

  1. Elections update –
    Lauri Dannemiller

Ms. Dannemiller updated the Board that the May 5 election will proceed as planned. The District cannot transition to holding an all-mail ballot at this point due to timelines and cost concerns. There will be a candidate information meeting held via conference call next Thursday at 5:00 p.m. Ms. Rogers will send President Glenn and Ms. Dannemiller an agenda to plan for presentation. The District is encouraging as many voters as possible to register to receive an absentee ballot by mail and will prepare for exceptional social distancing protocols for the polling places on election day.


OLD/OTHER BUSINESS

There was none.


EXECUTIVE DIRECTOR REPORT


Ms. Dannemiller had nothing to report.


BOARD MEMBER REPORTS/INPUT


President Glenn had nothing to report.

Director Harrell had nothing to report.

Director Pyne had nothing to report.

Director Tomsula had nothing to report.

Director Allen had nothing to report.


ADJOURNMENT


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

President Glenn adjourned the meeting at 7:43 p.m.

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