RECORD OF PROCEEDINGS
EVERGREEN PARK & RECREATION DISTRICT
REGULAR MEETING
February 25, 2014
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CALL TO ORDER / ROLL CALL
President Andrew Adamowski called the regular monthly meeting of the Board of Directors (Board) of
the Evergreen Park & Recreation District (EPRD/District) to order at 6:05 p.m. at the Wulf Recreation Center
(WRC) located at 5300 S Olive Road in Evergreen, Colorado. Present for the Board were President Andrew
Adamowski, First Vice President Peter Lindquist, Second Vice President Janet Heck Doyle, and Treasurer
Mark Footer – a quorum was present. Secretary Kit Darrow arrived during the Athletics Program Highlight.
Staff attending were Executive Director (ED) Scott Robson, Financial Controller (FC) Karen Messler,
Recreation Manager (RM) Ellen O’Connor, Athletics Coordinator (AC) Jeff Sweet, and Executive Assistant
(EA) Ann Marie Edwards. Public in attendance were Bill May, Bud Weare, Tim Kimber, Ginny Leitz, and
Sandy Barnes. Prior notice of the meeting was given.
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ANNOUNCEMENTS & CHANGES TO THE AGENDA
ED Scott Robson requested, and the Board agreed, to add Resolution #2014-003 to the agenda (after
item 8) regarding displaying campaigning materials.
DISTRICT PROGRAM HIGHLIGHT – Athletics
AC Jeff Sweet presented the Board with a review of the Athletics program areas including adult sports,
youth sports, youth camps, and youth sports associations. One of the recent improvements mentioned was
the new basketball goals and bleachers at WRC. Areas of improvement included maximizing scheduling
opportunities, additional coach training, and increasing girls and middle school participation numbers.
When discussing the youth sports associations, there was discussion on issues related to user groups
cleaning up trash after field use. ED Robson noted that the field user agreements signed with the various
sports associations clarifies that the field user groups must clean up after themselves or they could lose the
right to use the fields. He also commented on staff’s focus over the last year to establish better
communication with the coaches and the added trash/recycling receptacles at the District-managed fields. It
was also noted that special events such as the sports associations’ tournaments will be permitted through the
park permit process in 2014. When discussing the field user fees based on hourly rates versus per player
rates, ED Robson explained that EPRD has a long history of using a per player fee structure and that the
various sports associations build their budgets around the expectation. It was noted that moving to a flat
hourly fee would potentially create a situation where smaller sports leagues could no longer afford to rent
the EPRD fields. Staff planned to move to an hourly structure sometime in the future, but they were not
ready to implement the change for 2014. Director Heck Doyle suggested a combination of per player and
hourly fees. She also mentioned the possibility of not having the same hourly fee for the various user groups
since the fields tend to get more wear and tear based on the number of participants at a practice/game. Over
the Spring 2014 season, AC Sweet planned to collect more accurate information on the number of hours that
the sports associations use the fields.
There was also discussion on the need for additional gym space for programming, and the Evergreen
High School’s use of the WRC tennis courts. With regard to the tennis courts, staff explained that it was
recently suggested by Evergreen High School that they have priority use of the courts, even though EPRD
pays to maintain and improve them. Staff planned to further discussion the issue with the School District
and report back to the Board.
PUBLIC COMMENT
Director Adamowski opened the meeting to public comment.
Tim Kimber introduced himself as a candidate for the 2014 EPRD Board of Directors election. He
briefly mentioned is his experience in the fitness industry.
Bud Weare, District resident living near Marshdale Park, thanked the Board and staff for discussing
trash issues related to sports associations’ field use. He also spoke about the Weed Awareness Group that
works with the Evergreen Audubon to provide weed education in the Evergreen area. Further, he suggested
that EPRD ask Evergreen Audubon members to assist in the restoration of the Evergreen Lake Park’s
wetlands following the 2013 flood. Mr. Weare and Bill May also commented on a recent incident that
occurred one evening at Marshdale Park. They requested that EPRD post park regulations in the park to
help reduce the likelihood of similar the issues in the future. ED Robson noted that the District’s park sign
fabrication is expected to happen in March.
On behalf of the bridge players at BPRC, Ginny Leitz requested the Board’s support in efforts to
reduce the bridge participation fee at BPRC. She requested a modest fee increase rather than the $2.50
increase that was implemented in January 2014. RM Ellen O’Connor explained that in 2013 the bridge fee
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RECORD OF PROCEEDINGS
EVERGREEN PARK & RECREATION DISTRICT
REGULAR MEETING
February 25, 2014
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was $1, but it was increased to $3.50 in 2014 in an effort to mirror the fee paid by the SilverSneaker
participants and to cover the operational expenses with using the amenity. She proposed that any bridge
participants who may need financial assistance could apply for the EPRD scholarship program. The Board
thanked Ms. Leitz for bringing the concern to their attention and requested that staff review Ms. Leitz’s
request and decide on the best way to handle it moving forward.
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APPROVAL OF MINUTES – January 28, 2014 Regular Monthly Meeting Minutes
Director Heck Doyle provided EA Ann Marie Edwards with minor edits to the January 28th minutes.
MOTION
I (Director Heck Doyle), move to approve the minutes of the January 28, 2014 meeting as amended.
Director Lindquist seconded, and it passed by Directors Adamowski, Darrow, Heck Doyle, and Lindquist.
Director Footer abstained from the vote due to his absence at the January 28, 2014 meeting.
NEIGHBORHOOD MEETINGS TO DISCUSS PARK EVENTS & UPDATES
ED Robson presented the Board with staff’s plan of action to hold four community meetings at various
locations throughout the District focusing on providing the community with information related to District
parks. The meetings would include time for community input, concerns, and questions, as well as review of
the new park rules and regulations, overview of upcoming permitted events, updates on the park ranger
program and park maintenance standards, and roles of EPRD staff and other governments agencies (i.e.
Jefferson County Sheriff Department) at EPRD parks. ED Robson explained staff’s reasoning for holding
four meetings, and specifically focusing on certain parks for each of the meetings. The Board requested that
staff address regularly scheduled programming at the meetings and specific items related to each of the
parks, as well as the public’s interest in participating in volunteer groups for specific parks like Buchanan
Park.
When discussing the list of 2014 permitted events, the Board inquired about the Big Chili Cook-off
being held at the Lake Park rather than Buchanan Park. ED Robson explained that staff met with the Big
Chili event organizers and have discussed the primary issues related to transportation, shuttle logistics,
event layout, etc. The Big Chili organizers expressed great concern with moving the 2014 event location and
were willing to make significant changes to make it a viable event at the Lake Park for one more year. When
discussing the need to move the event to Buchanan Park, ED Robson pointed out that staff are tasked with
finding a balance with the park’s regularly scheduled recreation programming, the number of park
permitted events being transferred to the Buchanan Park site, and the community’s response to the added
use at Buchanan Park. Directors Heck Doyle, Lindquist, and Darrow suggested that the District take control
of the permitted site locations and apply the recently developed park policies and regulations. The Board
requested that the park permit for the 2014 Big Chili event specify that in 2015 and moving forward, EPRD
reserves the right to determine where the event is held on District property. As requested, staff planned to
provide a copy of the 2014 Big Chili park permit to Directors Heck Doyle and Lindquist for review. The
Board also recommended that staff add the youth sports associations’ tournaments at Marshdale Park to the
list of 2014 permitted events that will be presented at the community meetings. Staff expected to report back
to the Board on the community meetings at the April or May Board meeting.
DRAFT ALCOHOL & MARIJUANA POLICY
MOTION
I (Director Heck Doyle), move that we (the Board) adopt the Evergreen Park & Recreation District
Alcohol and Marijuana Policy as presented to the Board at this meeting. Director Lindquist seconded, and it
passed unanimously.
PROPERTY MERGER AGREEMENT FOR BUCHANAN PARK PARCELS
ED Robson noted that the Buchanan Park property merger agreement is required by Jefferson County
to properly connect the multiple parcels owned by EPRD.
MOTION
I (Director Heck Doyle), move that we (the Board) approve the property merger agreement for the
Buchanan Park parcels in the form presented to the Board tonight. Director Lindquist seconded, and it
passed unanimously.
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RECORD OF PROCEEDINGS
EVERGREEN PARK & RECREATION DISTRICT
REGULAR MEETING
February 25, 2014
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RESOLUTION 2014-003: Resolution Regarding Displaying Campaign Materials
In response to a question posed by an EPRD Board election candidate, staff presented the Board with a
proposed campaigning resolution. ED Robson noted that staff was not able to find record of a past District
policy or resolution related to campaigning on District property. The proposed resolution parallels
resolutions that the District’s legal counsel Collins, Cockrel & Cole has drafted for other districts in
Colorado. The resolution would prohibit the display of campaign signs on District property and would
specify where to display campaigning materials in the recreation centers, the maximum size of the materials,
etc.
Director Heck Doyle was in favor of a resolution that was equitable and transparent to everyone and
that expanded to include all District parks and parking lots. Director Darrow had concerns with allowing
verbal campaigning and distribution of promotional materials on District property. She preferred only
allowing informational sheets with standard information on each candidate (education, work experience,
reason for running, etc.). Director Lindquist proposed using a neutral format, such as the Canyon Courier
candidate profiles, that is provided by a third party. Director Adamowski suggested that the District
advertise for the election and provide unbiased information to the public. Director Footer preferred not to
adopt the resolution reasoning that a resolution would in some way suggest that candidates have to provide
some level of campaigning materials at the recreation centers. There was also discussion on how to handle
campaigning requests for other elections (i.e. local special districts, congressional, etc.) and the possibility of
a conflict between the Fair Campaigning Practices Act and the ability for candidate forums and town hall
meetings to be held at EPRD facilities (even though EPRD does not organize or sponsor the events).
The Board proposed a campaigning policy that stated that no campaigning or distribution of
campaigning material on District owned or managed property shall be permitted, except for on the day of
the election of the EPRD Board of Directors, and then only in accordance with applicable laws. Staff planned
to follow-up with the District’s legal counsel on the proposed campaigning policy and to verify whether
there is issue with holding candidate forums and town hall meetings at EPRD facilities. Director Darrow
noted that her past experience the forums held at the Lake House were purely educational in nature, not a
situation where candidates provided campaigning materials.
JANUARY 2014 MONTHLY FINANCIALS
The Board discussed the balance sheet line item, Unredeemed Coupon Liability, related to the Lake
House Groupon passes (ice skating and boating) that have been purchased but not used. FC Karen Messler
planned to follow up with the Board on the total number of Groupons sold and the questions related to
when the Unredeemed Coupon Liability account would no longer be needed on the balance sheet. Staff also
planned to provide the Board with an analysis of skating revenue using Groupon deals versus not offering
Groupon.
There was also discussion on the loss of revenue from the poor ice skating season and the lack of
operations for the 2013/2014 Winter Sports Center season, and staff’s plan of action to make up for the lost
revenue. It was noted that the only recent expense paid for the Winter Sports Center was the capital
purchase of sledding tubes. ED Robson expected that the agreement between EPRD and the City and
County of Denver for EPRD’s management of the Winter Sports Center would be reviewed by Denver’s
Council in the coming months.
Director Lindquist also recommended that staff perform analysis on the declining admission and
membership pass sales to see if there are any clues to the decreases. Director Footer suggested that staff
contact other local park and recreation districts to see if they saw similar trends in lost revenue for passes.
The Board also commented on the constantly changing method of allocating the facility revenue at the
recreation centers. They requested a consistent method to measure revenue and to compare annual figures.
Director Lindquist planned to meet with FC Messler in the coming days to discuss the best format to be able
to compare the current year’s figures to previous years. ED Robson commented on staff’s focus for
marketing pushes more related to the recreation centers and ways to draw new customers. With regard to
advertisements, the Board suggested marketing the unique programs offered by EPRD and using personal
testaments about the benefits of using the recreation centers. RM O’Connor noted that the number of annual
pass purchases is down, but that staff are seeing patrons use their passes more regularly.
MOTION
I (Director Heck Doyle), move that we (the Board) approve the financials for January 2014. Director
Darrow seconded, and it passed unanimously.
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RECORD OF PROCEEDINGS
EVERGREEN PARK & RECREATION DISTRICT
REGULAR MEETING
February 25, 2014
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EXECUTIVE DIRECTOR UPDATES & OPERATIONAL REPORT
ED Robson noted that the RFP for Audit Services was issued on February 12th. It was decided that
Directors Lindquist and Footer would be part of the RFP review committee.
The Board thanked staff for providing a follow-up report on park permitting and applications for nonprofit organizations and for-profit organizations that was discussed at the January Board meeting. ED
Robson noted that staff has not found an entity that prohibits competing events or events held by for-profit
organizations.
BOARD OF DIRECTOR COMMENTS
The Board planned to hold a Special Meeting/Executive Session on March 10th for ED Robson’s annual
performance review.
Director Lindquist stated that he still receives positive comments from patrons who appreciate that
BPRC’s opening hours have returned to 5:00 a.m. during the week.
The Board agreed to move the March monthly meeting to March 18th.
INITIAL DRAFT OF THE MARCH 2014 BOARD MEETING AGENDA
The Board requested that at an upcoming meeting (March or April) McKinstry Construction present a
report on the measurements and verifications following the energy efficiency upgrade project. Review of
the Alderfer Lease Agreement was added to the March meeting agenda. Review of the Feasibility Study
Contract was added to the April meeting agenda. There Board also talked about the discussion on the
Affordable Healthcare Act and when the best time would be to hold the discussion. Staff planned to talk
with Denman, EPRD’s Healthcare Broker, and report back to the Board on possible meeting dates.
EXECUTIVE SESSION
MOTION
I (Director Darrow), move that we (the Board) go into executive session for discussion of a personnel
matter regarding Board discussion on the Executive Director’s annual performance review under C.R.S.
Section 24-6-402(4)(f)(I)&(II) and not involving: any specific employees who have requested discussion of the
matter in open session; any member of this body or any elected official; the appointment of any person to fill
an office of this body or of an elected official; or personnel policies that do not require the discussion of
matters personal to particular employee. Director Heck Doyle seconded, and it passed unanimously at 10:04
p.m.
RETURN TO REGULAR SESSION
The meeting returned to regular session at 10:58 p.m.
ADJOURNMENT
MOTION
I (Director Footer), move to adjourn (the regular board meeting). Director Heck Doyle seconded, and
it passed unanimously at 10:58 p.m.
Respectfully Submitted,
Ann Marie Edwards
Executive Assistant
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RECORD OF PROCEEDINGS
EVERGREEN PARK & RECREATION DISTRICT
REGULAR MEETING
February 25, 2014
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MOTIONS VOTED ON AT THE February 25, 2014 BOARD MEETING
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January 28, 2014 Regular Monthly Meeting Minutes
I (Director Heck Doyle), move to approve the minutes of the January 28, 2014 meeting as amended.
Director Lindquist seconded, and it passed by Directors Adamowski, Darrow, Heck Doyle, and Lindquist.
Director Footer abstained from the vote due to his absence at the January 28, 2014 meeting.
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Alcohol & Marijuana Policy
I (Director Heck Doyle), move that we (the Board) adopt the Evergreen Park & Recreation District
Alcohol and Marijuana Policy as presented to the Board at this meeting. Director Lindquist seconded, and it
passed unanimously.
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Property Merger Agreement for Buchanan Park Parcels
I (Director Heck Doyle), move that we (the Board) approve the property merger agreement for the
Buchanan Park parcels in the form presented to the Board tonight. Director Lindquist seconded, and it
passed unanimously.
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January 2014 Monthly Financials
I (Director Heck Doyle), move that we (the Board) approve the financials for January 2014. Director
Darrow seconded, and it passed unanimously.
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Executive Session
I (Director Darrow), move that we (the Board) go into executive session for discussion of a personnel
matter regarding Board discussion on the Executive Director’s annual performance review under C.R.S.
Section 24-6-402(4)(f)(I)&(II) and not involving: any specific employees who have requested discussion of the
matter in open session; any member of this body or any elected official; the appointment of any person to fill
an office of this body or of an elected official; or personnel policies that do not require the discussion of
matters personal to particular employee. Director Heck Doyle seconded, and it passed unanimously at 10:04
p.m.
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