Record of Proceedings
Foothills Park & Recreation District Regular Board of Directors meeting
December 12, 2023
A virtual attendance option was made available through Microsoft Teams.
Call to Order
Director Trimble called the regular meeting to order at 6:00 p.m.
Pledge of Allegiance
Director Trimble led those in attendance in the Pledge of Allegiance to the Flag of the United States of America.
Roll Call
Director Hanson: Present, Director Lodice: Present, Director Daughtrey: Present, Director Writz: Present, Director Trimble: Present
Also in Attendance: Paul Rufien, District Counsel; Ronald Hopp, Executive Director; Becky Richmond, Director of Recreation; Dennis Weiner, Director of Finance and Administrative Services (virtual); Colin Insley, Director of Parks, Planning and Construction; Richelle Riley, Recording Secretary; other Foothills staff and members of the public.
Potential conflicts of interest were disclosed pursuant to Colorado Revised Statutes 18-8-308(2), 24-18-109(3)(a), 24-18-110, and 32-1-902(3).
Approval of Agenda
Motion: Director Lodice moved that the Foothills Board of Directors approve the December 12, 2023 agenda as submitted. Director Writz seconded the motion. Poll of the Board: Director Hanson, yes; Director Lodice, yes; Director Daughtrey, yes; Director Writz, yes; Director Trimble, yes. The motion was approved.
Approval of Previous Meeting Minutes
Motion: Director Daughtrey moved that the Foothills Board of Directors approve the minutes of the November 14, 2023 board meeting as submitted. Director Lodice seconded the motion. Poll of the Board: Director Hanson, yes; Director Lodice, yes; Director Daughtrey, yes; Director Writz, yes; Director Trimble, yes. The motion was approved.
Community Comments
Colin Insley introduced representatives from Highlands Ranch Metro District; Stephanie Stanley, Renee Anderson, and Dirk Ambrose. They came before the Board to make a presentation to the District’s Parks department. On June 22, 2023, the tornado that hit their community did a lot of devastation, creating a lot of challenges for their residents and the Highlands Ranch Metro District, Ms. Stanley discussed. They were grateful for the Tornado Team that got created that included staff from Foothills Park & Recreation District. Ms. Stanley presented a plaque thanking Foothills and the Parks staff for their hard work and participation in helping them get their community back in good order. Mr. Insley accepted the plaque and staff were acknowledged by the Board.
Kerry Schaper, from the Church of Jesus Christ of Latter-day Saints, wished the Board a happy holiday season. She said they were privileged to work with Sean Kitners and Sarah McAfee this September at Eagle Meadows Park to build a playground and do some park clean-up. Ms. Schaper recognized this is the eighth playground that their church members have built with Foothills, and they enjoy being part of Foothills’ volunteer core.
Director Trimble announced that the final budget hearing for the 2024 Budget that was scheduled for tonight has been postponed until January 9, 2024. The failure of the amendment during the election and the special session of the State Legislature passed some changes that affected our budget, and it will be presented at the January 9th meeting.
Decision Items
Item 1: Board Meeting Schedule/Posting Locations
Referring to the memo provided, Ronald Hopp discussed the board meeting schedule and posting locations. Board meetings are typically held on the fourth Tuesday of the month with the exception of November and December when they are held on the second Tuesday. Mr. Hopp pointed out that added for 2024 is the extra meeting for January 9th which will be the budget hearing date because of the State Legislature that Director Trimble had referenced. There will be 13 meetings in 2024 unless there are any other special meetings that need to be called. Mr. Hopp confirmed the District’s posting location is the website.
Motion: Director Writz moved that the Foothills Board of Directors approve the recommended meeting dates for 2024, and approve Resolution No. 23-004 to establish posting locations for the year 2024 as discussed. Director Hanson seconded the motion. Poll of the Board: Director Hanson, yes; Director Lodice, yes; Director Daughtrey, yes; Director Writz, yes; Director Trimble, yes. The motion was approved.
Item 2: Board Policy Manual Review/Update
Mr. Hopp recognized that in the process of reviewing the Board Policy Manual, the Board up until now has reviewed and approved policies at the September, October and November board meetings. There are three policies for December which would complete the Administration policies.
Referring to the memo provided, Mr. Hopp pointed out the Colorado Open Records Act (CORA). Per the redlined policy attached, staff recommends changes that comply with current state statute. He explained the amount the District can charge for retrieval of records goes up in accordance with CPI so the language in the new, revised resolution adheres to what the state statute says which allows the District to change it on a regular basis. The District’s policy has said it was $30 an hour and .25 cents per page, and now it says pursuant to CORA which is a state law.
Mr. Hopp discussed that the Park Credit Land policy has to do with developments that happen within Jefferson County, the District is entitled to get either land dedication or park credits. He talked about a situation in 2017 when there was a developer that was requesting a different formula for providing park credits which Jefferson County honored. Mr. Hopp said this policy was something that the Board had stated, if there are any changes to any of the land development regulation park credits that the Board needs to approve that.
The Open Carry of Firearms policy was enacted in 2021 and staff does not recommend any changes to that policy, Mr. Hopp said.
Motion: Director Lodice moved that in the effort to update the Board Policy Manual, the Foothills Board of Directors approve the attached policy recommendations as discussed, and approve Resolution No. 23-005 revising the Colorado Open Records Act (CORA) Policy as discussed. Director Hanson seconded the motion. Poll of the Board: Director Hanson, yes; Director Lodice, yes; Director Daughtrey, yes; Director Writz, yes; Director Trimble, yes. The motion was approved.
Executive Director’s Report
Highlighting the report provided in the packet, Mr. Hopp discussed that there was a special session called by the Governor that did affect the District’s tax revenue, and he provided the details. He explained there was a change in the timeline for budget approvals. As a result, the District’s budget hearing will be on January 9, 2024. We believe it will result in a reduction in property tax revenue from what we originally thought, versus the first draft of the budget. Mr. Hopp said staff will make those adjustments accordingly and will present the final numbers at the January 9th meeting.
Following the passage of SB23B-001, Mr. Hopp made the Board aware that the Governor has requested that local governments consider reducing their mill levies for the budget year 2024, and cited the letter. Referring to the report provided, Mr. Hopp gave detailed information to the Board and recommended we do not consider a mill levy decrease. He observed the costs that we are experiencing in operations are outpacing the additional revenues that we are collecting, and discussed. Mr. Hopp explained there is a backfill provision as part of SB23B-001 that states there could be some districts that would be eligible for a backfill provision if they do lose revenues, by the time prioritized districts get backfilled we believe there would be zero backfill funds for our District. Mr. Hopp reiterated the Governor did make that request and wanted the Board to be aware of that, staff are recommending we do not reduce our mill levy.
Mr. Hopp noted the District Staff Holiday Brunch was last week and employees who had increments of five years were honored with service awards, one employee was honored for 40 years. Mr. Hopp recognized that Colin Insley and Derek Eberhardt received 35-year service awards. Mr. Hopp expressed thanks to Director Hanson for attending that function.
Mr. Hopp pointed out that the Golf department is in the process of changing over from GolfNow Point of Sale and Tee-time booking to a new platform called Member Sports.
Discussion Items
Capital Equipment – Golf Cart Replacement
Mr. Hopp informed that in January or February, staff will provide a recommended capital list for the 2024 capital projects which would be capital improvements to facilities, parks, etc., as well as equipment purchases.
Mr. Hopp explained one of the things staff would like to accomplish in 2024 is to replace all of the golf carts at both golf courses. The lead times for ordering them is fairly substantial and staff would like to get started. Referring to the memo in the packet, Mr. Hopp provided background information. It would be 108 carts at Foothills Golf Course and 77 carts at Meadows. With tradeins, etc., staff believe it would be less than $700,000. In an effort to start the process and get the golf carts as quickly as possible, Mr. Hopp wanted to gain concurrence from the Board on moving forward with those purchases. There was discussion and questions were answered. There were no objections to moving forward with that.
Executive Session
Director Trimble announced the Board will go into Executive Session and come back after Executive Session to close the meeting, there will be no order of business to take place.
Legal Matters per 24-6-402(4)(b), C.R.S.
Motion: Director Daughtrey moved that the Foothills Board of Directors move into Executive Session pursuant to Colorado Revised Statute 24-6-402(4)(b). Director Hanson seconded the motion. Poll of the Board: Director Hanson, yes; Director Lodice, yes; Director Daughtrey, yes; Director Writz, yes; Director Trimble, yes. The motion was approved.
The regular meeting adjourned at 6:29pm. Executive Session started at 6:30pm and ended at 6:52pm. The regular meeting reconvened at 6:52pm.
Adjournment
The regular meeting adjourned at 6:53pm. The next regular board meeting will be held at 6pm on Tuesday, January 9, 2024.
Submitted by: Richelle Riley, Recording Secretary