February 18, 2021 Board of Directors Meeting Minutes

APEX PARK AND RECREATION DISTRICT

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

BOARD OF DIRECTORS

February 18, 2021

CALL TO ORDER

President Pyne called to order the February 18, 2021 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 Ave., Arvada, CO and virtually online via Accession video/audio meeting. Board members in attendance in person were Vicki Pyne, Ken Harrell, Stephanie Allen, and Liz Tomsula. Board member in attendance virtually was Rich Garrimone. District staff members present in person were: Rheana Rogers – Executive Administrator and Recording Secretary, Gabe Hale – Director of Technology Services, Tara Torline – Director of Human Resources, and Mark Baird – Director of District Services. District staff members present virtually were Lauri Dannemiller – Executive Director and Jeff Leniger – Director of Finance. No members of the public were present.

APPROVAL OF AGENDA

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

APPROVAL OF MINUTES OF THE FEBRUARY 4, 2021 BOARD MEETING

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

PUBLIC INPUT

There was none.

NEW BUSINESS

1. Capital Project Approval-Emergency Sewer Lift at Indian Tree – Mark Baird

Ms. Dannemiller and Mr. Baird reported that the sewer lift at Indian Tree Golf Course needs immediate repair. During an emergency repair in January, it was discovered that the entire system was damaged and in need of replacement and repair. Contractor bids are still coming in but the district is expecting the cost of the project will likely be around $60,000. Ms. Dannemiller reported that the cost for this would come out of the Capital Fund and carryover funds from 2020 will cover this emergency expense.

MOTION: Director Harrell moved to approve the proposed emergency repair to the sewer lift at Indian Tree. Director Allen seconded, and the motion passed unanimously.

2. MaxGalaxy Transition to ActiveNet – Gabe Hale

Mr. Hale reported to the board that the software the district currently uses for registrations and reservations, MaxGalaxy, is being discontinued so the district needs to secure a new software system. After research, the district will transition to ActiveNet. Mr. Hale reviewed the fees incurred for this transition and the contract going forward. Training for staff and preparation for information migration is scheduled. It is hoped that the more robust features of this platform will lead to a better user experience for our customers as well as staff. Legal counsel is reviewing the agreement and once it is approved it will be forwarded to President Pyne for signature. It is anticipated the transition will be complete by this fall.

MOTION: Director Harrell moved for approval of the contract to transition from MaxGalaxy to ActiveNet pending approval by legal counsel. Director Tomsula seconded, and the motion passed unanimously.

3. Audit Engagement Letter – Jeff Leniger

Mr. Leniger is recommending re-engaging Eide Bailly LLP as our auditors for 2021. They have already begun their field work for the 2020 audit but need the engagement letter approved.

MOTION: Director Tomsula moved for adoption of the audit engagement letter. Director Allen seconded, and the motion passed unanimously.

4. Motion to Open Temporary TD Ameritrade Brokerage Account – Jeff Leniger

The district has been named as the recipient of donated funds through a charitable estate. The donation is restricted to use for Apex Center operations as a thank you for the care and service the donor received as a customer for many years. The funds are currently invested in brokerage investments and for the district to receive the donation, a brokerage account must be opened to transfer the funds. The district has an investment policy against holding these kinds of accounts, therefore Mr. Leniger is asking for approval to open an account temporarily to receive the funds and then close the account once the transaction is complete and the funds can be liquidated.

MOTION: Director Harrell moved to permit the temporary opening of a TD Ameritrade brokerage account outside of district investment policy to receive and then liquidate donor funds from a charitable estate. Director Garrimone seconded, and the motion passed unanimously.

5. Staff COVID Vaccine Guidance – Tara Torline

Ms. Torline shared information regarding the vaccine-employee relationship for the board to consider for direction and/or policy. Options for the board to consider regarding mandatory or voluntary policies were presented, as well as best practices for the district regardless of which policy may be adopted. Mr. Harrell is of the position that employee vaccinations should not be mandated for a variety of reasons and that employee wishes should be honored. Director Tomsula also pointed out that several members of our staff are minors whom we could not compel to be vaccinated, as well as pointing out that we do not currently mandate other vaccinations such as flu shots. She does believe that providing education and support to staff should be the district’s focus. The board agreed that a formal policy is not warranted, but that the district should focus on providing education and information and supporting employee personal choice.

OLD/OTHER BUSINESS

Ms. Dannemiller reported that President Pyne notified her today that some board members have been receiving complaints about the district charging for use of the pickleball courts at Simms Street. Ms. Dannemiller acknowledged that the district’s stance on charging fees for this programming has changed over time and that she would like the time and opportunity to gather some demographic and financial information for a more in-depth, comprehensive discussion at a future meeting. The board was in support of this and would also like to make sure that comparable information from neighboring districts is gathered as well. Ms. Dannemiller also provided a brief update on the preparations for re-opening Fitzmorris Recreation Center. The plan at this point is to re-open that facility limited hours for fitness reservations on March 1 and classes/programming will begin the week of March 8.


EXECUTIVE DIRECTOR REPORT

Ms. Dannemiller reminded the board that the groundbreaking for the Secrest Park playground is set for Saturday morning, February 20, at 10:00 a.m. She also reported she was on a call today with stakeholders with Jeffco Public Schools regarding the Meyers Pool project.


BOARD MEMBER REPORTS/INPUT

President Pyne had nothing to report.

Director Harrell had nothing to report.

Director Tomsula is unable to call in to tomorrow’s Chamber event but is looking forward to the Secrest Park groundbreaking.

Director Allen had nothing to report.

Director Garrimone had nothing to report.


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

President Pyne adjourned the meeting at 7:57 p.m.


Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Liz Tomsula, Secretary/Treasurer