January 6, 2022 Board of Directors Meeting Minutes

APEX PARK AND RECREATION DISTRICT
13150 West 72nd Avenue, Arvada, Colorado 80005, 303.424.2739

BOARD OF DIRECTORS
January 6, 2022

CALL TO ORDER

President Pyne called to order the January 6, 2022, 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, Ken Harrell, Liz Tomsula, Stephanie Allen, and Rich Garrimone. District employees in attendance were Tara Torline – Acting Executive Director and Director of Human Resources, Rheana Rogers – Executive Administrator and Recording Secretary, Mark Baird – Director of District Services and Capital Improvements, Hillary Roemersberger – Director of Recreation Services, Whitney Walker – Director of Recreation Services, Alan Abrams – Director of Golf, Scott Gibson – Golf Course Superintendent, and Kay Palmer – Recreation Manager. There were no members of the public present.


APPROVAL OF AGENDA

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


APPROVAL OF MINUTES OF THE DECEMBER 9, 2021, BOARD MEETING

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


PUBLIC INPUT

There was none.


NEW BUSINESS

1. Resolution APRD2022-01 for Designating Location to Post 24 Hour (Agenda) Notice

MOTION: Director Tomsula moved for approval of Resolution APRD2022-01 for Designating Location to Post 24 Hour (Agenda) Notice. Director Garrimone seconded, and the motion passed unanimously.

2. Resolution APRD2022-02 to Set Day of Month, Time, and Location of 2022 Regular Board Meetings

MOTION: Director Tomsula moved for approval of Resolution APRD2022-02 to Set Day of Month, Time, and Location of 2022 Regular Board Meetings. Director Harrell seconded, and the motion passed unanimously.


3. Resolution APRD2022-03 calling for the 2022 Regular District Election and Appointing a Designated Election Official

MOTION: Director Tomsula moved for approval of Resolution APRD2022-03 Calling for the 2022 Regular District Election and Appointing a Designated Election Official. Director Allen seconded, and the motion passed unanimously.


4. New Employee Introductions

Chris Hoppe, Recreation Coordinator for Youth and Adult Sports; Kris Davison, Aquatics Manager; and Charles Flinn, Recreation Manager for Field House were introduced to the Board.


5. 2022 Auditor Agreement

Mr. Leniger is once again recommending re-engaging EideBailly for the district’s annual audit. This would be the third year with the firm.

MOTION: Director Harrell moved to contract with EideBailly for the coming audit. Director Tomsula seconded, and the motion passed unanimously.


6. Employee Remote Work and Comp Time Policies Review

Ms. Torline reviewed the pilot policies enacted for the second half of 2021 regarding employee remote or flexible work options as well as the comp time vs. overtime policy. Positive and negative impacts feedback was solicited from staff and reported to the Board for consideration. Ms. Torline’s recommendation was to continue the flexible and remote work policies in order to remain competitive in this job market with other employers.

The Board directed Ms. Torline to continue the remote and flexible work policies pending review in six months.

The overtime policy was enacted in August 2021 in lieu of providing comp time for eligible employees who work over 40 hours a week. This has alleviated staffing challenges and employees have reported no complaints with the policy change. Ms. Torline is recommending the district continue paying overtime in lieu of comp time.

The Board directed Ms. Torline to formally adopt the overtime policy.


7. Golf Master Plan Financing
Mr. Leniger provided the Board with debt instrument considerations for financing the proposed Indian Tree Golf Course Master Plan improvements. Options include General Obligation Bonds (which would require a vote of the taxpayers of the district), Enterprise Revenue Bonds (no taxpayer vote required, but the golf course enterprise fund would be financially responsible for the repayment), Certificates of Participation (COPs) (no taxpayer vote required but repayment could come out of the district’s General Fund), or Cash Only (no debt). Mr. Leniger reminded the Board that the district does not have any current debt payment retiring until 2037 so the golf course funding would be an additional debt being incurred by the district. If the district wishes to proceed with the project in full—a projected project cost of $21m—because there is not currently cash on hand for the entire scope of work and the enterprise fund would not be able to support Enterprise Revenue Bonds, the district will need to finance a majority or the entirety of the project with either General Obligation Bonds or COPs. If COPs are chosen, the enterprise fund will pay as much as possible while using the general fund for repayment where needed. However, district internal policy currently requires COPs to be issued only for basic and essential district services, thereby excluding an enterprise fund such as for the golf course. This Board policy would need to be amended by resolution in a future Board meeting if COPs were the preferred route for financing. Per the internal policy, because of the projected fees on a COP issuance, the district will also need to solicit at least three bids from firms proposing underwriting the COPs and approve a firm at a future Board meeting.
Mr. Leniger also reminded the Board there also is not currently data showing whether there is community support to use general funds for financing improvements to the golf enterprise fund. The district is contracted with a consultant to gather data as part of district master plan and cost recovery efforts so this data should be available for consideration later in 2022. There is also not currently data showing the likelihood a GO Bond issue would pass a taxpayer vote, so the likelihood of using that financing vehicle is low. When asked to recommend an option, Mr. Leniger recommended financing only the elements of the project the district could pay for in cash (approximately $5m), since the building most urgently needing replacement is the maintenance building (approximately $4m) and reassessing the construction of a clubhouse at a date closer to the sunsetting of current debts in 2037. To proceed, the Board needs to decide between issuing COPs for the golf master plan as proposed (approximately $21m) or if they wish to scale back proposed improvements to what can be paid for as cash only (approximately $5m), which would be all proposed projects except for the clubhouse reconstruction and expansion.

MOTION: Director Garrimone moved to proceed with financing the golf master plan project in full (approx. $21m) via COPs (subject to the future policy redraft). Director Tomsula seconded, and the motion passed unanimously.

OLD/OTHER BUSINESS

There was none.

EXECUTIVE DIRECTOR REPORT

There was none.


BOARD MEMBER REPORTS/INPUT

President Pyne had nothing to report.

Director Harrell expressed his regret over the recent fire in Boulder County. Apex will be joining the Arvada Resiliency Taskforce in raising cash and gift card donations for victims of the Marshall Fire.

Director Allen had nothing to report.

Director Tomsula had nothing to report.

Director Garrimone had nothing to report.


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

President Pyne adjourned the meeting at 7:46 p.m.


Respectfully submitted,

Rheana Rogers, Recording Secretary

ATTEST:

Liz Tomsula, Secretary/Treasurer