November 5, 2020 Board of Directors Meeting Minutes
APEX PARK AND RECREATION DISTRICT
13150 West 72nd Avenue – Arvada, Colorado 80005 – 303.424.2739
BOARD OF DIRECTORS
November 5, 2020
CALL TO ORDER
President Pyne called to order the November 5, 2020 meeting of the Board of Directors of Apex Park and Recreation District, held at 6:30 p.m. in the Apex Center Randall Room, 13150 W. 72nd Avenue, Arvada, CO 80005. Board members in attendance were Vicki Pyne, Stephanie Allen, Rich Garrimone, Ken Harrell, and Liz Tomsula. District staff members in attendance were Jeff Leniger – Director of Finance, Tara Torline – Director of Human Resources, and Katie Groke – Director of Marketing and Communications, and Rheana Rogers – Executive Administrator and Recording Secretary. Staff member present via video call was Lauri Dannemiller – Executive Director. Members of the public present in person were various staff members. Member of the public present via video call for the Executive Session was District attorney, Linda Glesne.
APPROVAL OF AGENDA
MOTION: Director Tomsula moved for approval of the Revised Agenda. Director Allen seconded and the motion passed unanimously.
APPROVAL OF MINUTES OF THE OCTOBER 15, 2020 BOARD MEETING
MOTION: Director Harrell moved for approval of the minutes. Director Allen seconded and the motion passed unanimously.
There was none.
1. 2021 Employee Benefits Plan Update – Tara Torline
Ms. Torline presented to the Board insurance renewal recommendations for staff for 2021. Her recommendation is to renew the plan we currently have due to employee satisfaction and cost. She also recommends adding a second plan option with higher deductible, coinsurance, and prescription copays with a lower monthly premium. Also recommended is a spousal exclusion if a spouse has coverage through their own employer. She also proposed moving from three-tier to four-tier plan options. She presented more detailed information on the proposed plans for the Board’s consideration. Open enrollment would open for staff on November 23. Board members were concerned about the spousal exclusion. Ms. Dannemiller suggested the district could remove that option this year and spend this year taking a census of staff to see how many that exclusion would affect and see if it would be appropriate to add next year.
MOTION: Director Tomsula moved for adoption of the proposed insurance plans except the spousal exclusion. Director Allen seconded and the motion passed unanimously.
2. Potential JCPHE Changes and Plan for Level 3 Programming and Staffing – Lauri Dannemiller
Ms. Dannemiller reported Jeffco will move to Orange level 3 on Monday, November 9 at 5:00 p.m. She shared a draft statement and plans for how the district will operate under that order level. She is asking for clarification and direction from the Board how they would like the issue of spectators handled under those orders. President Pyne said one adult spectator per child on premise would be an acceptable compromise to allow parents to be present while maximizing participants’ usage of capacity. Director Allen pointed out the concern that staff may be put in the position to police/enforce capacities if spectator attendance pushes the room over allowed limits. Staff member Carrie Gomer reported that our gymnastics program has been running and growing since July with no spectators allowed at all. It’s working and staff are hesitant to change that at this time, especially with COVID cases on the increase. President Pyne reported she has received many calls and emails from community members who support a spectator ban and those who oppose it. She affirmed that the Board must hold to the County orders and not make any changes to those orders. Ms. Gomer reported that in Level Orange, leagues already in process will be “frozen” and then resumed whenever we are able to move back to Level Yellow/2.
MOTION: Director Harrell moved for the district to prepare for Level 3/Orange per County orders, allowing one spectator per youth participant at classes where possible. Director Garrimone seconded and the motion passed unanimously.
There was discussion around programming and capacity reductions causing a decrease in revenue under Level 3/Orange, which will require the district to consider furloughing staff if they can not be cost recovered by their programming, and non-programmatic staff reduced wherever possible while still continuing service to the district. Any furloughs would require approval from the Board.
3. Employee Complaints re: Apex Spectator Policy – Lauri Dannemiller
Ms. Dannemiller reported that a number of staff have filed complaints regarding the unlimited spectator policy allowed by the Board at the previous Board meeting, citing safety and staffing concerns with the change. She affirmed that all Employee Handbook policies regarding staff complaints were adhered to, and these complaints are now forwarded to the Board. Ms. President Pyne re-affirmed that the Board expects staff to adhere to health order policies as the Board interprets them. The district’s legal counsel affirmed that the district can expect employees to work under the health order regardless of their individual concerns.
4. 2021 Budget Workshop – Jeff Leniger
Mr. Leniger shared the revised budget proposal; the only change made since the proposed budget was presented last meeting was adjustments for the passed Amendment B during the recent election. A memo was provided to the Board outlining that change and how it impacts the 2021 budget. Ms. Dannemiller reported on the negotiations on the IGA with the City of Arvada, and that the reduction we were hoping for will likely not occur, and that is reflected in the presented budget as well. The Board asked if a line item for this year can be added, moving some of the expected surplus into it, designating it to help mitigate staff and program losses if extended closures continue through 2021. The Board directed Mr. Leniger to move $200,000 into the new line item.
5. Executive Session – Executive Director Personnel Matter Pursuant to §24-6-402(4)(f), C.R.S. – Lauri Dannemiller
MOTION: Director Tomsula moved to go into executive session pursuant to §24-6-402(4)(f) C.R.S., personnel matters, concerning Lauri Dannemiller, Executive Director. Director Allen seconded, and the motion passed unanimously. Linda Glesne, district legal counsel, joined the meeting via video call.
The meeting resumed in executive session at 7:09 p.m.
MOTION: Director Allen moved to go out of executive session. Director Garrimone seconded and the motion passed unanimously.
The open meeting resumed at 10:36 p.m.
There was none.
EXECUTIVE DIRECTOR REPORT
There was none.
BOARD MEMBER REPORTS/INPUT
President Pyne had nothing to report.
Director Harrell had nothing to report.
Director Tomsula had nothing to report.
Director Allen had nothing to report.
Director Garrimone had nothing to report.
MOTION: Director Allen moved that the meeting be adjourned. Director Tomsula seconded, and the motion passed unanimously.
President Pyne adjourned the meeting at 10:37 p.m.
Respectfully submitted, Rheana Rogers, Recording Secretary
ATTEST: Liz Tomsula, Secretary/Treasurer