May 19, 2022 Board of Directors Meeting Minutes
APEX PARK AND RECREATION DISTRICT
13150 West 72nd Avenue – Arvada, Colorado 80005 – 303.424.2739
BOARD OF DIRECTORS
May 19, 2022
CALL TO ORDER
Deputy Designated Election Official and Recording Secretary Rheana Rogers called to order the May 19, 2022, meeting of the Board of Directors of Apex Park and Recreation District, held at 6:30 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, CO. Board members in attendance were Vicki Pyne and Board members-elect Liz Tomsula, Jo Burns, and Abby McNeal. Director Rich Garrimone was absent; his absence was excused. District staff members in attendance were Jeff Glenn – Executive Director, Rheana Rogers – Executive Administrator and Recording Secretary, Jeff Leniger – Director of Finance, Jesse Badder and Hillary Roemersberger – Directors of Recreation Services, Scott Gibson – Golf Course Superintendent, Dan Machuga – Assistant Golf Course Supervisor, Julie Hines – Recreation Manager, Rik Rarick – Emergency Services Manager, and Monica Bowser – Marketing Administrator. Member of the public present was Nate Eckloff.
MOTION: Director Tomsula moved to excuse Director Garrimone from the meeting. Director McNeal seconded, and the motion passed unanimously.
APPROVAL OF AGENDA
MOTION: Director Tomsula moved for approval of the agenda. Director Burns seconded, and the motion passed unanimously.
APPROVAL OF MINUTES OF THE APRIL 21, 2022, BOARD MEETING
MOTION: Director Tomsula moved for approval of the Minutes. Director McNeal seconded, and the motion passed unanimously.
There was none.
1. Swearing in of Newly Elected Board Members – Rheana Rogers
Ms. Rogers, in her capacity as a Notary Public, administered the Oaths of Office to Liz Tomsula, Jo Burns, and Abby McNeal, the newly elected Board members.
2. Committee Liaison Information – Jeff Glenn
Director Pyne reported that the Board will postpone making these appointments after officer elections have taken place at a special meeting next week.
3. Outgoing Board Member Acknowledgement – Jeff Glenn
Mr. Glenn thanked outgoing directors Ken Harrell and Stephanie Allen for their service to the Board. They were presented with plaques and Apex branded apparel as a token of gratitude for their efforts in serving the community.
4. Therapeutic Recreation Intern Report – Julie Hines & Lindsey Reardon
Ms. Hines introduced Lindsey Reardon who has been completing her Therapeutic Recreation internship to complete her Master’s degree this past semester under Ms. Hines’ supervision and guidance. Under Ms. Reardon, Apex’s Therapeutic Recreation program has been revamped and expanded. Ms. Reardon presented to the Board a review of her accomplishments over her internship including creation of a master contact list of community entities who might benefit from receiving information from Apex regarding TR programming, a display case project to inform Apex Center customers of TR programming, and the creation of an annual strategic plan for TR programming. Ms. Hines presented Ms. Reardon with a certificate of appreciation for the completion of her internship with Apex. Board members expressed their gratitude for her work and their excitement to see expanded TR programming in the months to come.
5. Community Table Sponsorship – Jeff Glenn
Mr. Glenn provided history on sponsorships that the Apex Board of Directors typically provides to community partners seeking support. The Board has a 2022 budget of $8000 for this purpose; $0 has been spent this year to date. Community Table is asking for sponsorship support of their upcoming golf tournament fundraiser. Various levels of sponsorship were discussed. Director Tomsula supported sponsorship at the $3000 level, which is in alignment with past sponsorship levels for this event.
MOTION: Director Tomsula moved to sponsor the upcoming Community Table Charity Golf Classic at the Birdie level. Director McNeal seconded, and the motion passed unanimously.
6. Golf Master Plan Project and Budget Update – Jeff Glenn
Mr. Glenn provided a brief history of Indian Tree Golf Club as well as a timeline of the golf master plan project from 2019 to date. The original vision for the project has been scaled back to a scope that will no longer require General Fund support for debt service for the renovations but can instead be paid for by the golf course’s Enterprise Fund status. The new scope of work will now encompass upgrades to the maintenance facility, replacement of greens, and upgrades/renovations to the club house. Options being considered include reconfiguration of the par 3 course, expansion of the parking lot, and upgrades to the maintenance facility at its current location. The Board will be presented at a future meeting with options for renovation, replacement, or relocation of the maintenance facility. Director Tomsula asked about the loss of the planned large event space the replacement of the clubhouse would have provided. Mr. Glenn affirmed the importance of replacement of the clubhouse in the future, but the need to delay that to prioritize the other work that needs to be done. Director Burns wondered about feedback that has been solicited or surveyed to date to inform the master plan process to date. Mr. Glenn reported that survey questions about the course will be addressed in the upcoming Master Plan survey scheduled for later this year. The proposed replacement of the greens will proceed as scheduled beginning this coming October. Director Pyne stated she appreciates the new approach.
There was none.
EXECUTIVE DIRECTOR REPORT
Mr. Glenn provided an update on the Cost Recovery and Master Plan work team projects. The cost recovery data has been provided to our contractor, PROS. The Master Plan process is beginning and will involve a virtual town hall hosted by PROS on June 21, an in-person meeting hosted by PROS, and then 3-5 additional community engagement meetings hosted by Apex staff. Statistically valid surveys will be conducted. PROS will provide education to Board members about the cost recovery process that staff is undertaking. Director Burns expressed her desire to ensure considerations for the community meetings to schedule different meeting times and locations to provide as much as access for community members as possible. Mr. Glenn provided an update on Lake Arbor pool, which is owned by the City of Arvada but operated by Apex. The outdoor pool is over 40 years old and is unfortunately suffering issues consistent with its advanced age. Currently, the pool is losing thousands of gallons of water a day and has significant structural and mechanical problems. The full scope of the damage is still being determined but repairs are expected to cost at least $100k. Per Apex’s IGA agreement with the city, is Apex is responsible for first $25k of any major mechanical repairs, then remaining amounts are to be negotiated with the city. He reported that even if cost of repairs were financially feasible, due to construction/repair and staffing issues, it is not possible to open this pool this summer. The guards originally assigned to this pool will be deployed to Fitzmorris pool, which will now be open 7 days a week. Mr. Glenn was highly complimentary of all the work the aquatics team has put into trying to diagnose and repair the facility and reported that the team will be working with the city on solutions or options for going forward. Director McNeal asked about options to recompense for the inconvenience to neighborhood members inconvenienced by the closure. Mr. Glenn reported that an RFP will be issuing next week for video surveillance systems for all facilities with a deadline of June 6 for submissions. An appointed team of Apex staff members will review and select a vendor for the work and Mr. Glenn is hopeful to have the project completed around the end of the year. Finally, he reported that IGA negotiations with the City continue and that there is an agreeable document that is in the hands of district legal counsel. Our Board will review and approve, hopefully during one of the June meetings, then it will need to go through two readings at city council before it can be approved and then finalized.
BOARD MEMBER REPORTS/INPUT
President Pyne asked for an update about RFPs for the archery range. Mr. Glenn reported that no bids were submitted so exploration of next steps is happening. She also welcomed the newly elected board members and expressed her excitement to serve with the new members.
Director Tomsula stated she is grateful and excited for the opportunity to serve another term.
Director Burns reported she is grateful for the opportunity to serve and have fun and learn.
Director McNeal reported she is happy to be on the board and contribute.
MOTION: Director Tomsula moved that the meeting be adjourned. Director Burns seconded, and the motion passed unanimously.
President Pyne adjourned the meeting at 7:41 p.m.
Rheana Rogers, Recording Secretary
Liz Tomsula, Secretary/Treasurer