2582900.2

REGULAR BUSINESS MEETING

KEN-CARYL RANCH METROPOLITAN DISTRICT BOARD OF DIRECTORS TUESDAY, MARCH 28, 2017

THE KEN-CARYL RANCH HOUSE 7676 SOUTH CONTINENTAL DIVIDE ROAD, LITTLETON, COLORADO 80127

BUSINESS MEETING BEGINS AT 6:00 p.m. AGENDA

I. CALL TO ORDER II. APPROVAL OF AGENDA III. CONFLICT OF INTEREST IV. APPROVAL OF MINUTES OF FEBRUARY 28 BOARD MEETING

V. COMMUNICATION ITEMS

A. February Status Report B. February Check Register / Vendor Purchase History C. January & February 2017 Financial Reports D. Board of Director Meeting Minutes from Foothills Park & Recreation District & Plains Metro. District E. February 2017 Foothills Invoices F. Ken-Caryl Ranch Open Space Committee Reports

VI. STAFF COMMENTS AND REPORTS VII. DISCUSSION ITEMS

A. Proposed ballfield development at Bradford K-8 North – Melissa Daruna B. Potential Foothills Bike Park Project – Lauri Lehan-Milano C. Elevation Contract Update – Melissa Daruna D. Median remodel update – Melissa Daruna E. Memorandum Regarding Community Communications Guidelines – Melissa Daruna

VIII. AUDIENCE PARTICIPATION

The Board asks that the audience members, who would like to speak please sign in at the meeting Individuals who require special accommodation to attend and/or participate in this meeting should call 303-979-4070, ext. 136 to advise the ADA Compliance Officer of their specific need(s) 48 hours prior to the meeting.

IX. ACTION ITEMS-OPERATIONS

A. Resolutions

B. Motions A MOTION TO APPROVE/DISAPPROVE THE RELOCATION OF ADDITIONAL PRAIRIE DOGS FROM TWO PARCELS OF LAND IN THE FOOTHILLS PARK AND RECREATION DISTRICT TO EMPTY BOROUGHS ON THE KEN-CARYL RANCH METROPOLITAN DISTRICT RELOCATION SITE. A MOTION TO APPROVE MEMORANDUM REGARDING COMMUNITY COMMUNICATIONS GUIDELINES ALTERNATIVE #1: A MOTION TO PURSUE OTHER OPTIONS FOR BALLFIELD DEVELOPMENT TO SATISFY THE JUDGMENT IN THE PLAINS METROPOLITAN DISTRICT LAWSUIT. ALTERNATIVE #2: A MOTION TO CONTINUE PURSUING POSSIBLE BALLFIELD DEVELOPMENT AT BRADFORD K-8 NORTH TO SATISFY THE JUDGMENT IN THE PLAINS METROPOLITAN DISTRICT LAWSUIT.

IX. BOARD COMMENTS

X. MOTION TO GO INTO EXECUTIVE SESSION TO RECEIVE ADVICE OF LEGAL COUNSEL REGARDING GALLAGHER ISSUES PURSUANT TO C.R.S. 24-6-402(4)(b).

XI. MOTION TO COME OUT OF EXECUTIVE SESSION

XI. ADJOURN

2582900.2

2 This is a proposed agenda and may change at the discretion of the Board

The next regular monthly business meeting is scheduled for Tuesday, April 25, 2017 at

6:00 P.M. at the Ranch House

BUSINESS MEETING ill b i 6 00

MINUTES BOARD OF DIRECTORS REGULAR MEETING

KEN-CARYL RANCH METROPOLITAN DISTRICT

A regular meeting of the Ken-Caryl Ranch Metropolitan Board of Directors was held on Tuesday, February 28, 2017 at the Ranch House, 7676 South Continental Divide Road, Littleton, CO 80127. ATTENDANCE Board: Lauri Lehan-Milano, President Robert Generoli, Vice President Jeff Esbenshade, Assistant Secretary Jami Jensen, Treasurer Board Member Absent: David Banning, Secretary Others: Melissa Daruna, District Manager Allen Rogers, Parks Director Judy Anderson, Recreation Supervisor Dino Ross, KCRMD General Council Residents: Ruth Sundberg John Fosholt Carol Grape Mike D’Innocente Andrew Albanelle Rich Lauria Cathy Lauria Cathy Packard Dave DiFulvio Robin Scott Seth Murphy Gina Ritz Karen Olson Jan Rousselot Jim Friewald Barb Campbell Julie McCoy Marlene Holmes Wayne Campbell Sarah Helmes I. CALL TO ORDER Director Lehan-Milano called the meeting to order at 6:07 p.m. II. APPROVAL OF AGENDA

Director Generoli made a motion to excuse Director Banning from the meeting. Director Esbenshade seconded. The motion passed unanimously. Director Lehan-Milano moved to amend the agenda to include an update on the prairie dog relocation under Discussion Items VII (A) and add a motion to schedule a special meeting of the Board for March 9th under Action Items IX (B).

Director Esbenshade made a motion to approve the agenda, as amended. Director Generoli seconded. The motion passed unanimously.

III. CONFLICT OF INTEREST There were no new conflicts. IV. APPROVAL OF MINUTES OF JANUARY 24, 2017

Director Generoli made a motion to approve the minutes of January 24, 2017. Director Jensen seconded. The motion passed unanimously.

V. COMMUNICATION ITEMS

A. JANUARY STATUS REPORT Director Jensen inquired about fixing the Community Garden Wall. Parks

Director, Allen Rogers, stated that staff are working on locating the materials to complete it.

Director Lehan-Milano inquired about the need/usefulness of the nursery at the Fitness Center. District Manager, Melissa Daruna, stated that staff were reviewing it but would likely discontinue offering nursery services due to low usage.

B. January Check Register / Vendor Purchase History There were no comments.

C. December 2016 / January 2017 Financial Reports There were no comments.

D. Board of Directors Meeting Minutes from Foothills Park & Recreation District & Plains Metropolitan District District Manager Daruna informed the Board that minutes from Foothills Park & Recreation District’s January meeting were not available yet. She was able to find minutes from all regular business meetings of the Plains Metropolitan District in 2016.

E. January 2017 Foothills Invoices There were no comments.

F. Ken-Caryl Ranch Open Space Committee Reports There were no comments.

VI. STAFF COMMENTS AND REPORTS

Parks Director Rogers updated the Board of prep for the spring season. Special projects will begin to wrap up as staff resources are focused back on their maintenance season schedules.

District Manager Daruna updated the Board that the Dakota Lodge playground demolition and installation will begin next week. The new Recreation Director is beginning to meet remotely with staff and connect on summer planning. She is scheduled to be in Colorado and begin working onsite the first week of April. Summer planning and seasonal hiring will begin in March.

VII. DISCUSSION ITEMS

A. Prairie Dog Relocation Update Gina Ritz, with the prairie dog relocation group, came to provide an update to the Board and make a request. There are unused, empty boroughs at the relocation site. Gina is working with two other properties in the Foothills District that need a home for their prairie dogs. She would like the MD to consider allowing her team to move the dogs to the unused boroughs on the MD property. A developer for one of the Foothills properties is willing to contribute $5,000 to the MD for the relocation. The MD Board will discuss this more at a future meeting.

B. Pickle Ball Update District Manager Daruna and Recreation Supervisor, Judy Anderson, provided an update on the pickle ball programming. Staff provided statistics on lesson and mixer attendance and made suggestions on programming and scheduling for the future. The Board asked staff to see how programming attendance goes through spring and into summer before making a decision on dedicating courts more permanently to pickle ball.

C. Elevation Fitness Contract Update District Manger Daruna and Recreation Supervisor Anderson provided an update on the fitness center and the contract for fitness center coordination with Elevation Fitness. Staff provided statistics on fitness center usage for 2014-2016 and reported on the growth in membership and class attendance. The Board discussed whether or not to retain Fitness Elevation to coordinate the fitness center. Director Generoli made a motion to allow staff to move toward terminating the contract with Elevation Fitness once more information is available on staffing the coordinator role in the future. Director Lehan-Milano seconded. The motion passed unanimously.

D. Rental Space Policy and Fees Update District Manager Daruna presented an updated rental fee schedule for the Board’s consideration. Director Lehan-Milano made a motion to adopt the updated rental fee schedule. Director Esbenshade seconded. The motion passed unanimously.

E. Community Center Tennis Court Construction Update District Manager Daruna updated the Board on the construction of courts 1 & 2 at the Community Center. The courts have been demolished, the post-tension lines have been laid and concrete work is scheduled for this week. The surfacing and lining will be conducted later this spring when the weather is warmer. The courts are expected to be playable in June.

F. Veterans Monument Director Esbenshade provided an update on the Veterans Monument. Volunteers hope to have a plaque finalized thanking and acknowledging the volunteers who worked on the monument and installed in the coming months.

VIII. AUDIENCE PARTICIPATION John Fosholt asked questions and provided feedback on the Board’s compliance

with Colorado’s Sunshine Law. District General Council, Dino Ross, provided some clarification on the requirements of the Board.

Robin Scott provided feedback on the concept of developing ballfields at Bradford K-8 North.

Dave DiFulvio inquired about the ability to provide feedback on the potential ballfield development at the March 9th meeting and provided his feedback on the situation.

Karen Olson provided comments on the concept of developing ballfields at Bradford K-8 North.

IX. ACTION ITEMS - OPERATIONS

A. Resolutions None

B. Motions Director Lehan-Milano made a motion to schedule a special meeting of the Board on March 9th to present and receive feedback on a proposed plan to develop ballfields at Bradford K-8 North. Director Generoli seconded. The motion passed unanimously.

X. BOARD COMMENTS Director Jensen asked that staff get quotes for a new sign at the Community Center. XI. A MOTION TO GO INTO EXECUTIVE SESSION FOR LEGAL ADVICE

Director Generoli made a motion to go into Executive Session to receive legal advice. Director Lehan-Milano seconded. The motion passed unanimously.

The Board went into Executive Session at 8:48 p.m.

XII. A MOTION TO COME OUT OF EXECUTIVE SESSION Director Jensen made a motion to come out of Executive Session and resume the regular meeting. Director Generoli seconded. The motion passed unanimously. The regular meeting resumed at 9:07 p.m.

XIII. A MOTION TO GO INTO EXECUTIVE SESSION TO DISCUSS A LEGAL

MATTER Director Generoli made a motion to go into Executive Session to discuss a legal

matter. Director Lehan-Milano seconded. The motion passed unanimously. The Board went into Executive Session at 9:07 p.m.

XIV. A MOTION TO COME OUT OF EXECUTIVE SESSION Director Lehan-Milano made a motion to come out of Executive Session and resume

the regular meeting. Director Generoli seconded. The motion passed unanimously. The Board came out of Executive Session at 10:25 p.m.

XV. ADJOURN Director Lehan-Milano made a motion to adjourn the meeting. Director Generoli

seconded. The motion passed unanimously. The meeting adjourned at 10:25 p.m.

These are the correct minutes for the meeting held on the above date and were approved by the Board on this ______day of ___________________2017. ______________________________

Dave Banning, Secretary

KEN-CARYL RANCH METROPOLITAN DISTRICT STATUS REPORT FOR THE MONTH OF FEBRUARY 2017

I. ADMINISTRATION/FINANCE/GENERAL OPERATIONS/HUMAN RESOURCES

• Melissa Daruna is working on a 90-day report on District operations for the Board. The report and an

update will be provided at the April Board meeting.

• Courts 1 & 2 at the Community Center have been poured and tensioned. Surfacing will take place

closer to summer.

• The old playground at Dakota Lodge has been removed and site prep has begun for the new

playground.

• Darrell Windes is working on updating financial reports and documents for the Board and staff.

• The District was notified that it will be awarded a Local Park and Recreation Grant from Jefferson

County Open Space to make improvements to the splash pad at the Community Center.

• The District Dimensions catalog was drafted by staff. Program planning, facility preparation, and

staffing for summer has begun.

STATUS REPORT Page 2

A. Ranch House and Dakota Lodge Rentals Through February

*Facilities are provided at no charge for community functions.

B. Facilities Maintenance

Ranch House

• Replaced several burned out bulbs throughout building.

• Purchased homasote material to make map board in large conference room. Cut, installed, primed

and painted the trim to match the wall.

• Hung a coat rack in the laundry room.

NON-RESIDENT

HOURS EVENTS HOURS EVENTS EVENTSCommunity* 157 57 36 16 0Private 32 8 19 4 1Community* 109 45 48 18 0Private 27 7 18 5 4Community*PrivateCommunity*PrivateCommunity*PrivateCommunity*PrivateCommunity*PrivateCommunity*PrivateCommunity*PrivateCommunity*PrivateCommunity*PrivateCommunity*PrivateCommunity* 266 102 84 34 0Private 59 15 37 9 5

FEBRUARY

2017 FUNCTIONRANCH HOUSE DAKOTA LODGE

JANUARY

MARCH

APRIL

MAY

JUNE

JULY

AUGUST

SEPTEMBER

OCTOBER

NOVEMBER

DECEMBER

2017 TOTALS

STATUS REPORT Page 3

• Used left over cork from conference room bulletin board to make a bulletin board inside a hutch in the

Recreation Office.

• Adjusted the toilets in the outside bathrooms as they were filling up the tanks too much and toilets

kept running.

• Rewired light in Men’s bathroom on the Admin side so the ballast could be removed and LED lamps

installed.

• Cut boards to anchor support brackets for a shelf in the MA supply closet. Brackets were installed

and shelf reinstalled.

• Installed 5 baby changing stations; 1 in each Admin bathroom, one upstairs in the Shaffer Room and

1 in each outside bathroom.

• Met with Morning Star Elevator on Monday when offices were closed so they could do their annual

maintenance inspection and test of the lobby lift.

• Assembled and hung 2 cabinets in back office on Admin side.

• Removed all the incandescent light bulbs in the Bradford Room pendent lighting and replaced with

LEDs.

• Assembled 2 coat racks in the Bradford Room. Both were modified so they would support weight

properly.

• Cleaned several areas in the basement where there was left over construction debris.

• Performed daily walk-through inspections of facility. Made necessary repairs or scheduled repairs for

future date.

Community Center

• Replaced several burned out lights bulbs throughout the building.

• Delivered 25 chairs from Dakota Lodge for meeting in Mastodon Room.

• Disconnected the light fixture in the kitchen and removed it from the ceiling tile grid so Foothills HVAC

could replace the burned out fan coil motor, clean the clogged coil unit, and replace the belt. They

also relocated the thermostat into the Mastodon Room for proper heat and air conditioning control for

this room. After they were done the ceiling was put back together and the light fixture was reinstalled.

STATUS REPORT Page 4

• Performed daily walk-through inspections of facility. Made necessary repairs or scheduled repairs for

future date.

Dakota Lodge

• Installed 24 sound panels on the ceiling in the Lodge Room.

Youth

• Built a second base cabinet and attached to the first one. Built a base with a toe kick from 2 x 4’s we

had downstairs to install cabinets on. Cut and installed the countertop that was purchased to install

on top of the base cabinets in the Rainbow Room.

Pools

• Checked pool slide pit at Community Center Pool weekly to see how dehumidifier was working.

Bumped the slide motor to check for seizing.

Bradford Park

• Did weekly checks of building to make sure no vandalism had taken place.

• Waiting for approval from MA to replace the exterior light fixtures on the building.

Tennis Building

• Inspected and scheduled repairs for future date.

Equestrian Center

• Performed walk-through inspections of facility.

• After receiving a phone call from Gary Norton, MA Ranger, that there seemed to be a power

fluctuation in the Ranger’s Office. We found a dead leg or power line going to their circuit panel.

Century Electric was called and they sent out the locator who found a break in the line underground.

When we dug it up where he marked we found the power lines going to the Ranger’s office and the

power lines going to the south half of the Equestrian Center were damaged during construction and

improperly repaired. Century replaced three, six foot sections of #8 wire and three, six foot sections of

1 awg. Power was reconnected and tested. The surge had burned out 4 ballasts in the Ranger’s

office. The 4 fixtures were rewired by removing the ballasts and installing LED lamps.

• Inspected building daily for proper cleaning and function.

STATUS REPORT Page 5

• Rewired three T8 fixtures that had bad ballasts to accept LED lamps and replaced six eight foot T12

lamps that were burned out.

Community Park

• Did a weekly inspection of the flag, pole and operation of such.

Other

• Set up for several meetings throughout the month in Bradford and Shaffer Rooms.

• Cleaned gutters at all locations.

• Did inspections of Community Center and Ranch House to ensure proper cleaning is being done by

contractor. Met with operations manager for City Wide Maintenance every Thursday to inspect the 3

locations.

• Changed information on all marquee signs as needed.

• Refilled supplies in Employee Kitchen and Adult Lounge on Admin side at Ranch House.

• Ordered supplies, coffee, paper products, trash bags, etc. for the Ranch House, Dakota Lodge and

Equestrian Center.

• Brought supplies (toilet tissue, multifold towels, soap, coffee, etc.) to the Dakota Lodge, Bradford Park

and the Equestrian Center.

• Brought boxes, papers and other items to Community Center from Ranch House and vice versa.

• Responded to alarm and service calls.

• Lowered and raised flags at all 4 flag pole locations in accordance with National and State authorized

requests.

II. PARKS DEPARTMENT

A. Fleet Maintenance

Vehicles

• Completed the 3000-mile services/90-day inspections on the following vehicles: #3, 27, 28, 31, 33,

34, 40, 86, 87 and 90.

• Updated vehicle registrations and tags.

• Replaced the driver’s side latch/switch assembly on Truck #38.

STATUS REPORT Page 6

• Removed loose paint from the hoods of Buses #86 and #87. The hoods were then cleaned, primed,

painted and a clear coat was applied.

• Repaired a “bullseye” chip in the windshield of Bus #87.

• Fabricated a front license plate mount and installed the plate on Truck #35.

• Rotated the tires on Truck #35.

• Replaced the broken stop and turn lamps on the ATV trailer and repaired wiring.

• Replaced front brake pads and rotors, and rear brake pads on Truck #38.

• Replaced the tires on Truck #32.

• Rotated and replaced two tires on Truck #28. Replaced the front and rear brakes and replaced a

leaking pinion gear seal.

• Replaced the battery on Truck #3 that was under warranty.

• Replaced the battery on Bus #90.

Equipment

• Completed the annual services/winter rebuilds of the four Exmark walk-behind mowers, line trimmers,

hand-held and backpack blowers, brush cutters, the power pole saw, two 21-inch walk-behind

mowers and the two fertilizer spreaders.

• Installed an auxiliary electronic in-line fuel pump on the stump grinder.

• Welded two wrought iron fence pickets to the fence at the Community Center’s Tennis Building.

• Replaced the plow scraper edge on the John Deere 1445 Tractor #206.

• Inspected and serviced, as required, all snow removal equipment between storms.

• Attended the Pro Green Expo.

• Repaired flat tires and bent rims.

• Recycled 110 gallons of used motor oil.

• Shop personnel performed snow removal as required.

B. Turf/Horticulture/Forestry

• Horticulture and Turf Crews began cleaning gardens and medians.

• Cleaned the drain pan and culvert at Heirloom Park.

STATUS REPORT Page 7

• Forestry Crew began grinding stumps and prepping areas for spring sodding.

• Forestry and Turf Crews began pruning to allow mower clearance.

• Winter watering of trees was done for the second time this season.

• Tree stakes were removed from 2 to 3 year old trees.

• Began pruning crabapple trees throughout the Ranch.

• Cleaned out upper drainage of Greenbelt ‘W’ by removing and treating seed Ash trees, removing

trash and thinning out Willows.

• Removed large cottonwood on Greenbelt ‘W’ above Sawatch accommodating a resident’s request.

• Dawn Harrell accepted the full-time Horticulturist position.

• Horticulture Crew removed junipers and rebuilt the nose of the North Ranch Entrance median.

• Rebuilding of the rock walls on the Long Spur and Dawn Heath medians was completed.

C. Preventive Maintenance

Trash

• Inspected all trash can and dog bag locations twice a week and replaced bags as needed.

• Daily litter pick up at:

• The Ranch House parking lots and the Frisbee Golf Course

• The Community Center parking lots

• The Community Park

• Simms St. from Gore Range Rd. to Chatfield High School

• The Prairie Meadow Park parking lot

• Picked up litter on Continental Divide and on Valley Parkway.

Playground

• Performed the monthly equipment inspections on all of the playgrounds and made all the necessary

repairs.

• Raked the engineered wood fiber in all of the playgrounds.

Athletic Fields

• Maintained ballfields as weather allowed.

STATUS REPORT Page 8

• Cleaned leaves and pine needles off of the baseball field at the Ranch House.

• Reset home plate and tamped in new clay on the Community Park West baseball field.

Fence Repair

• Replaced a post and a full section of privacy fence along Continental Divide Rd.

Lighting Repairs

• Performed the monthly light inspection.

• Replaced bulbs on greenbelt light G-18, the Shaffer Hill and Stratford Farms signs and 4 fluorescent

bulbs in the Shop.

Miscellaneous

• Cleaned out the Preventive Maintenance vehicles.

• Removed graffiti from areas throughout the Ranch.

• Relocated the Ken-Caryl Ranch bus parking signs at the Community Center.

• Replaced and realigned parking blocks at the Ranch House.

• Replaced the wood decking on the bed of Truck #28.

• Updated the Parks inventory file.

• Replaced the exhaust fan in the men’s bathroom at the Shop.

• Repaired wind-damaged shingles on the shed at the Community Park.

• Removed sand from the sidewalks and parking lots of the Ranch House and the Community Center.

• Performed snow removal activities as needed.

D. Irrigation

• Installed 13 new G3 communication cartridges in the central control controllers.

• Created an irrigation parts inventory and sent out 2017 spring parts order soliciting bids. Parts were

ordered and received from the low bidder, CPS.

• Swept parking lot sand at facilities.

• Irrigation staff attended the annual Pro Green Expo.

• Capped a mainline tee on Greenbelt ‘I-4’ that crossed the creek to south side.

STATUS REPORT Page 9

• Finished replacing rain sensors and developing a replacement log.

• Installed new controller on Greenbelt ‘W-2.’

• Painted pedestals at Irrigation Controllers ‘W-2’ and ‘W-5’.

• Reworked lateral line and heads on the North Ranch Entrance median to accommodate new

plantings.

• Performed 2017 domestic backflow tests at the facilities.

• Re-installed 10 rotor heads at Amaranth Park that were removed during 2016 turfgrass reduction

effort.

• Attended Rainbird product showcase.

• Performed snow removal as needed.

• Crews spent a total of 3 days during the month on snow removal.

• On the 6th, crews cleaned sand from the parking lots at the Ranch House and Community Center.

STATUS REPORT Page 10 III. RECREATION

A. Van Usage:

GROUP MILEAGEBefore & After Care 435Camp 223TeensPreschool 25Environmental Education B&ASpecial Events 200Month Total 883

B. Fitness Center:

Feb. 2016 PARTICIPANTS

Feb. 2017 PARTICIPANTS

NURSERY SERVICES

Community Center 4 children 13 children

FITNESS CENTER Cardio / Weight Room Community Center 566 2037 Yoga Community Center 162 388

Fitness Classes Community Center 459 608

TOTAL CHECK-INS 1187 3033 Membership Passes Sold

Yearly 0 9

3 Month 0 6

1 Month 0 32

Punch Pass 0 14

Corporate Pass 0 0

Silver Sneakers 4 0

Renovation Pass 37 N/A

Drop In Usage 51 individuals 103 individuals

Adult Personal Training Community Center 0 14

C. General Recreation Programs:

PARTICIPANTS

Watercolor Art Class – RH 23

Acrylic Art Class – RH 11

Jr. Weight Room Certification 0

STATUS REPORT Page 11

Babysitting Clinic – RH – None offered 0

Dream Interpretation Class – RH 4

Bradford Middle School Sports: Basketball 20

Fencing – DL 13

Taekwon-Do – DL 5

Hip Hop Dance Class – CC 10

D. Tennis Programs:

PARTICIPANTS

INDOOR TENNIS PROGRAM (COMMUNITY CENTER)

Indoor Available 1536

Pickleball Mixer 56

Pickleball Lessons 10

Indoor Open 128

Indoor Leagues 48

Indoor Lessons 571

PCT 494

TENNIS PROGRAM

Cardio Tennis 177

Private / Group Lessons 354

Adult Tennis Lessons 35

Adult Tennis Leagues 23

Junior Tennis Lessons 217

OUTDOOR COURT USAGE (COMMUNITY CENTER) Outdoor Available 0

Open 0

Leagues 0

Lessons 0

OUTDOOR COURT USAGE (BRADFORD) Open 0

OUTDOOR COURT USAGE (RANCH HOUSE) Open 0

Leagues 0

Tournaments 0

Lessons 0

STATUS REPORT Page 12

E. Before and After School:

Location Total Registered

Registered Daily Average

Number of Days

Community Center

1088 57 19

Ranch House 649 34 19

Full Day Camp 31 31 1

DL - Young Explorers 562 30 19

F. Preschool Programs:

Class Location Total Attendance Rainbow Room Community Center 306 Sunshine Room Community Center 243 Before Care Community Center 131 After Care Community Center 188 Columbine Room Ranch House 118 Baby Time Ranch House 29 Adults / 32 Kids Story Time Ranch House 26 Adults / 46 Kids

G. KC Nature Programs:

Location Total Registered

Registered Daily Average

Number of Days

Adult Hikes 0 0 0 Outdoor Discovery 44 4 11 Family Program 44 44 1

FOOTHILLS PARK & RECREATION DISTRICT REGULAR BOARD OF DIRECTORS MEETING

January 24, 2017

The regular meeting of Foothills Park & Recreation District was held at Peak Community & Wellness Center, 6612 South Ward Street, Littleton, Colorado 80127. I. CALL TO ORDER: Director James called the regular meeting to order at 6pm. II. PLEDGE OF ALLEGIANCE: Director James led those in attendance in the Pledge of Allegiance

to the Flag of the United States of America. III. ROLL CALL: Director Bosanko: Present Director Farrar: Present Director Esolen: Present Director Meyer: Present via conference call for Executive Session Director James: Present ALSO IN ATTENDANCE: Paul Rufien, District Counsel; Ronald Hopp, Executive Director; Colin Insley, Director of Parks, Planning and Construction; Derek Eberhardt, Director of Operations; Barb Butler, Director of Recreation Programs; Tom Woodard, Director of Golf; Dennis Weiner, Director of Administrative Services; 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). IV. APPROVAL OF AGENDA: MOTION: Director Bosanko moved that the Foothills Board of Directors approve the January

24, 2017 agenda as submitted. Director Esolen seconded the motion. Poll of the Board: Director Bosanko, aye; Director Farrar, aye; Director Esolen, aye; Director James, aye. The motion was approved.

V. APPROVAL OF DECEMBER 13, 2016 MINUTES: APPROVAL OF JANUARY 19, 2016 SPECIAL MEETING MINUTES: APPROVAL OF JANUARY 10, 2017 SPECIAL MEETING MINUTES: MOTION: Director Farrar moved that the Foothills Board of Directors approve the minutes of

the December 13, 2016 board meeting; January 19, 2016 special meeting; January 10, 2017 special meeting as submitted. Director Bosanko seconded the motion. Poll of the Board: Director Bosanko, aye; Director Farrar, aye; Director Esolen, aye; Director James, aye. The motion was approved.

VI. COMMUNITY COMMENTS:

A. Staff Introduction – Children’s Programs

Amber Stowe introduced Michael Peppel, who was promoted to School Age Specialist. Michael has been running the Before & After School program at Dutch Creek and Summer All Star Sports Camp at Foothills Sports Arena.

VII. OLD BUSINESS: VIII. NEW BUSINESS: IX. EXECUTIVE DIRECTOR’S REPORT:

Adding to the report provided, Ronald Hopp indicated the Intergovernmental Agreement with TrailMark is now active. The Planning Commission will be hearing testimony related to de-zoning of the Columbine and Wadsworth parcel on February 22nd; the Board of County Commissioners will listen to that on March 14th.

January 24, 2017 Page 2

Mr. Hopp mentioned the Foothills Foundation had a poor financial event with Summerset Festival last fall which has caused them to reevaluate things. As a result of that, Mr. Hopp suggested staff can provide them names of people who potentially could be foundation board members. In addition, the Foothills Foundation has chosen to no longer do a golf tournament. Mr. Hopp suggested the District could run the foundation event for them. Regarding the Clement Park project, Mr. Hopp elaborated on a meeting that he, Terry Green, Colin Insley, Sean Kitners, and Tim Sanchez had with Grant Water & Sanitation, Southwest Water, and Platte Canyon Water & Sanitation. Mr. Hopp explained it was discovered that Grant Water & Sanitation has a relationship with Southwest Water and Platte Canyon Water & Sanitation for the use of their sewer lines, and the financial impact that will have on the project. Mr. Hopp discussed how the cost could be mitigated somewhat and recognized it will still be more expensive than staff initially thought. Mr. Hopp indicated $400,000 in capital dollars have been held back to cover this as well as any other unexpected expenses. He said there is $150,000 of contingency that hasn’t been dipped into as of yet. Sean Kitners talked about a potential discount from Denver Water through a program that they are running. Mr. Hopp updated that the BMX agreement was executed with the change related to sound. Mr. Hopp elaborated on the meeting he had with Sheila MacDonald and Lori Weigel regarding potential mill levy election messaging.

X. DISCUSSION ITEMS:

A. Finance Update

Dennis Weiner provided year-to-date operating revenues and expenditures as well as non-operating revenues and expenditures through December 31, 2016 as compared to budget, and highlighted items according to the report provided. He concluded the year finished better than planned.

B. Year-End Departmental Quarterly Reports Administrative Services

For the fourth quarter 2016, Mr. Weiner outlined the financial performance for Administrative Services. He provided highlights for the Finance Department, Human Resources, and Information Technology as detailed in the report.

Leisure Services

For the fourth quarter 2016, Barb Butler outlined the financial performance for Leisure Services overall. She provided highlights for Recreation Programs including Arts and Special Events, Children’s Programs, District Athletics, Fitness and Wellness as detailed in the report. Derek Eberhardt provided highlights for Facility Operations including Aquatics, Edge Ice Arena, Facility Maintenance, and Facility Operations which include recreation facilities and babysitting, as detailed in the report.

Golf

For the fourth quarter 2016, Tom Woodard outlined the financial performance for the Golf department. He provided highlights for Foothills and Meadows golf courses, as well as summarized the Golf Development and Improvement Fund as detailed in the report.

Parks, Planning and Construction

For the fourth quarter 2016, Colin Insley outlined the financial performance for Parks, Planning and Construction. He provided highlights for Parks Administration and Planning, Fleet Services, Urban Parks, Kipling Villas, Regional Parks, and Clement Park as detailed in the report.

Marketing and Community Outreach

Mr. Hopp indicated there was nothing to add to the Marketing and Community Outreach report provided. He asked if the Board liked the format of the quarterly reports; thoughts were expressed and it was determined to continue with them as presented.

January 24, 2017 Page 3

C. Board Policy Manual Update

Mr. Hopp indicated that over the course of August 11, 2009 to July 13, 2010, staff and the Board went through all of the policies in the Board Policy Manual. Now, being six to seven years ago, staff thought it would be time to refresh it. A process to systematically update the manual was described by Mr. Hopp. Director Esolen proposed a policy relating to park credits.

D. Clement Park Dedication Discussion

According to the memo provided, Mr. Hopp discussed history of Clement Park. Jefferson County leased the park for Foothills to operate in February, 1988. It was a 25 year agreement with three 25 year renewable options. In absence of a long term lease, it goes month to month. Mr. Hopp discussed the Open Space policy for deeding related to special districts. He indicated he has been talking with them for several years now about whether it makes sense to do a long term lease or a potential deed. Mr. Hopp outlined reasons that a dedication would make some sense, and talked about what the process would be. There was discussion and questions were answered. The Board was in support and Mr. Hopp said staff can bring a resolution for the Board’s consideration at the February meeting.

E. Gallagher Amendment

According to the memo provided, Mr. Hopp described the Gallagher Amendment, a constitutional amendment passed by the voters in 1982. He explained that it potentially has a negative effect on our ability to capture property taxes in the future. Referring to additional information and spreadsheet included in the packet, Mr. Hopp summarized that when the voters passed the amendment, the desire was to have a balance of 55% of property taxes collected come from business sources and 45% come from residential sources. As residential values go up and down and business values go up and go down, the ratio can change, Mr. Hopp explained. Starting in 1983 to 1986, the assessed value for residences was 21%; it has been 7.96% since 2003. He talked about this amendment in relation to TABOR; the only way to raise taxes is through a vote of the people, yet this amendment allows it to be ratcheted down. He reiterated the only way, because of the Gallagher Amendment, if the ratio gets out of whack, the assessment value on residential property is lowered. Mr. Hopp outlined the attached spreadsheet pointing out that it is projected to go down next year from 7.96% to 6.56%, and discussed how it could impact the District. There was discussion and questions answered. Mr. Hopp clarified it won’t impact the 2017 budget.

XI. EXECUTIVE SESSION

A. Personnel Matters per 24-6-402(4)(f), C.R.S.

MOTION: Director James moved that the Foothills Board of Directors move into Executive Session to discuss Personnel Matters pursuant to Colorado Revised Statute 24-6-402(4)(f). Director Farrar seconded the motion. Poll of the Board: Director Bosanko, aye; Director Farrar, aye; Director Esolen, aye; Director James, aye. The motion was approved.

The regular meeting adjourned at 8:15pm. Executive Session started at 8:20pm and ended at 9:26pm. The regular meeting reconvened at 9:26pm.

XII. ADJOURNMENT: The regular meeting was adjourned at 9:27pm. The next regular board meeting will be held at

6pm on Tuesday, February 28, 2017, at Peak Community & Wellness Center, 6612 South Ward Street, Littleton.

Submitted by: Richelle Riley, Recording Secretary

2566933.2

MEMORANDUM TO: [Senior Management]

FROM: Melissa Daruna, District Manager

DATE: [Date]

RE: Guidelines for Communicating District Information to the Community The Ken-Caryl Ranch Metropolitan District strives to keep the community informed of new or changed District policies, programs, or services that may materially affect individuals or the community. The District has a number of tools available to help facilitate appropriate communication, including:

• District website • District Facebook page • District Twitter Feed • Life at Ken-Caryl Newspaper • Ken-Caryl Ranch e-News • Email notifications through the VMS system • Letter notification to neighborhood residents

This memorandum outlines guidelines for the District's senior management to consider in determining how best to communicate relevant information to the community. Because it is not possible to anticipate every issue appropriate for community-wide dissemination or the circumstances surrounding them, the District's senior management is responsible for determining, on a case-by-case basis, when a new or changed District policy, program, or service is likely to materially impact the community, and how best to communicate the information. Any senior manager with questions regarding whether a particular communication or communication tool is appropriate should contact the District Manager for discussion. Communicating District Information Anticipated to Affect the Community as a Whole Senior management should strive for broad dissemination of information about new or changed District policies, programs, or services likely to materially affect the community as a whole. For example, this type of information could include the hours of operation of District facilities; the construction or renovation of District facilities; changes to landscape watering, mowing, or planting procedures; or conditions affecting parking or road closures at or near District facilities. In order to achieve broad dissemination of information regarding the new or changed policy, program, or service, senior management should strive to begin communications as soon as practicable before the policy, program, or service becomes effective. Additionally, senior management should consider using methods of mass communication likely to reach the greatest

2566933.2

number of community members. When feasible and appropriate, senior management is encouraged to post relevant information on the District's website and Facebook page, and to use at least two other of the communication tools listed above. Communicating District Information Anticipated to Affect a Particular Neighborhood Senior management should strive for both community-wide and neighborhood-specific dissemination of information about new or changed District policies, programs, or services likely to materially affect a particular neighborhood or other isolated area within the District. For example, this type of information could include the construction or renovation of a neighborhood park or other improvements; changes to median maintenance programs; establishment of new programs or services within the neighborhood; or conditions affecting neighborhood parking or road closures. In order to achieve both community-wide and neighborhood-specific dissemination of information regarding the new or changed policy, program, or service, senior management should strive to begin communications as soon as practicable before the policy, program, or service becomes effective. Additionally, senior management should consider using methods of communication targeted to reach neighborhood residents. When feasible and appropriate, senior management is encouraged to send email notifications through the VMS system, as well as posting relevant information on the District's website and Facebook page. When information is determined by the District to be particularly consequential, senior management also should consider whether letter notification to the neighborhood residents would be beneficial. Communicating District Information Anticipated to Affect a Defined Group of Individuals In appropriate circumstances, senior management may need to communicate material information about new or changed District policies, programs, or services directly to those individuals who regularly participate in the affected program or service, or who may be specifically affected by a policy change. For example, this type of information could include expansion or discontinuance of a program or service; change in hours or location of a program or service; changes to fees; or establishment of program or service minimum ages or other prerequisites. In order to achieve communication directly with program and service participants regarding the new or changed policies, programs, or services, senior management is encouraged to work with the specific program or service staff members to begin communications as soon as practicable before the new or changed policy, program, or service becomes effective. Additionally, senior management is encouraged to post relevant information on the District's website and Facebook page, and to consider other methods of communication targeted to reach the program or service participants. This may include using one or more of the other communication tools listed above, or more informal, targeted communications, such as distribution leaflets to program participants or service recipients, or posting information at the facility hosting the program or service.