October 21, 2021 Board of Directors Meeting Minutes

APEX PARK AND RECREATION DISTRICT

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

BOARD OF DIRECTORS

October 21, 2021

CALL TO ORDER

President Pyne called to order the October 21, 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. Board members in attendance in person were Vicki Pyne, Liz Tomsula, and Rich Garrimone. Director Stephanie Allen was present via Accession video call. Director Ken Harrell was absent; his absence was excused. District staff members present were Katie Groke – Director of Marketing and Communications, Rheana Rogers – Executive Administrator and Recording Secretary, Jesse Badder – Director of Recreation Services, Tara Torline – Director of Human Resources, Mark Baird – Director of District Services and Capital Improvements, Brian Bott – Recreation Manager, and Russ Cagnoni – Recreation Assistant Manager. Also in attendance was Adam Schor of Table Rock HOA.

MOTION: Director Tomsula moved to excuse Director Harrell from the meeting. Director Garrimone seconded, and the motion passed unanimously.

APPROVAL OF AGENDA

MOTION: Director Tomsula moved for approval of the agenda. Director Garrimone seconded, and the motion passed unanimously.

APPROVAL OF MINUTES OF THE OCTOBER 7, 2021, BOARD MEETING

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

PUBLIC INPUT

Adam Shor introduced himself as the President of Table Rock HOA Board. He has been in contact with Lauri Dannemiller since 2019 regarding the development of a small parcel of land that Apex owns in their neighborhood that was deeded to the District when the development was created. The HOA has asked Apex to construct and maintain a sport court on the property for the neighborhood’s use.

NEW BUSINESS

1. Table Rock Property Transfer – Mark Baird

Mr. Baird provided a brief history of the considerations the district has given to this property under discussion. Constructing and maintaining a sports court is not feasible for Apex, so the district is exploring deeding the land to the HOA for them to manage and develop on their own. There is an administrative process with the county that will need to be undertaken to make the transfer possible. There are three small parcels of land owned by the district in their neighborhood. The HOA is hesitant to assume ownership of all pieces of property; they only want the piece adjacent to the Jeffco school property. Director Tomsula asked about fees for the process of property transfer in addition to any tax implications. Mr. Baird reported that more research will be done, especially exploring separating the pieces of property so that the one piece can be deeded to the HOA and the others deeded to Jeffco Open Space for trail usage. There is no public access to the site – it is only accessible via HOA roads, and there is no parking. President Pyne asked if leasing the property was an option that could be explored. Director Tomsula asked about the life span of a sport court surface and what the upkeep costs would be. The HOA is completing a reserves study to determine how much funding they’d be able to contribute should they be deeded the land. There is another HOA adjacent to this property (Wildhorse HOA) and their involvement/interest is to be determined. The Board has directed Mr. Baird to continue to research options.

2. HR Position Proposal – Tara Torline

Ms. Torline is requesting consideration to add an additional full-time position to the HR department. Industry standards for HR staff is one HR staff member per 100 employees. Apex currently has approximately 600 employees and only 2 full-time HR staff. Ms. Torline is asking for a full-time HR Generalist position to assist the department with all their tasks. Adding an employee would allow more creative focus on recruiting efforts, a consistent schedule of compensation administration, annual employee handbook updates, performance management, coordinate more training opportunities for employees, and more effectively monitor benefit trends. Ms. Torline is cognizant of the budgetary strains that COVID has placed on the district coupled with HR’s non-revenue generating status. The Board expressed their extreme appreciation for all the work that current staff has provided while short staffed and are supportive of this request.

MOTION: Director Tomsula moved to approve the HR staffing request. Director Garrimone seconded, and the motion passed unanimously.

3. Ice Survey and Future Planning – Jesse Badder

Mr. Badder presented to the Board an update on assessments and plans for ice arena operations and programming. Focus was placed on operations and the Learn to Skate and Apex Adult Hockey League programming. Both programming entities are currently reporting record numbers of participants. An analysis of ice rental fees with neighboring ice arenas was conducted to determine our rate competitiveness. A flow chart to inform customers of skating and hockey lesson opportunities was developed with Marketing. Surveys of program participants were conducted. Plans for allocation of resources and expansion of offerings were presented.

4. Park Maintenance IGA Planning – Mark Baird

Mr. Baird shared the two IGAs regarding park maintenance considerations Apex has with the City of Arvada. One IGA is currently expired and the other still has 3 years until expiration (however Meyers Pool is part of that IGA so will need to be revisited due to the new facility’s construction). Apex will be renegotiating these with the city to provide for clarity, consistency, and efficiency of distribution of duties and the properties under purview.

OLD/OTHER BUSINESS

Ms. Groke reminded the Board that they typically host a breakfast at the end of the year for the Foundation. It will be held December 2 at 7:30 a.m. at Indian Tree. The Board directed Ms. Groke to proceed with planning the event.


EXECUTIVE DIRECTOR REPORT

There was none.


BOARD MEMBER REPORTS/INPUT

President Pyne had nothing to report.

Director Allen had nothing to report.

Director Tomsula attended the APAC meeting last Wednesday.

Director Garrimone reported that the Foundation’s Trick or Trot 5k is this coming Saturday. The kids’ candy hunt is sold out and the race is close to sold out as well. Golf master plan team met this week to review proposals to decrease costs for the project.


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

President Pyne adjourned the meeting at 8:10 p.m.

Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Liz Tomsula, Secretary/Treasurer