Recreation Board Meeting Minutes January 16 th, :30pm Rec Lobby Meeting Room

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1 Recreation Board Meeting Minutes January 16 th, :30pm Rec Lobby Meeting Room I. Call to Order: 5:35pm Rafe Let s go ahead and get started. Welcome everyone Nicole I d like to introduce Nat with Team Sport and Alex with Outdoor Program which are two current interns for Programs. II. Roll Call Roll Call: Lee Silbert, Ryder Scheifele, Gabirel Ezcurra, Alek Joga, Ryan Coval, Jessica Adkisson, Alec Stamper, Nattapat Sovikul, Dan Rummel, Nan Lu, Diba Mani, Annie Mulvany, Nicole LaRocque, Anthony Price, Rex Laceby, Rafe Kossak, Troy Fossett, Patty McConnell. III. Changes/Approval of Agenda Items: Rafe Are there any changes to the agenda? No changes. Lee- Motion to accept the agenda for Gabriel Second Ryder Discussion Alec Call to Question Rafe Acclamation IV. Reading & Approval of the 12/12/17 Minutes: 5:37pm Rafe Are there any changes to the 12/12/17 minutes? No changes Nan-Motion to accept the minutes from 12/12/18 Ryder Second Gabirel Discussion Alek Call to Question Rafe Acclamation V. Public Forum: (15 minutes) None VI. Old Business: 5:42pm Patty Steve Maguire presented during the Public Forum back on December 12 th asking for the Rec to consider adding up to 150 lb. dumbbells. I talked to Catie Gibson about this request and she reported that 16 different university recreation centers were contacted and only 2 went up to 150 lbs. and 2 only went to 100 lbs. When you average this weight it is 123 lbs. and CU is right in the middle at 120 lbs. The school population ranged from 11,800 to 69,000 with the average of 36,500. At present Catie would need to move current dumbbells to most likely the Annex to make room for a new rack in the main weight room. The approximate cost is $6,800 which consists of a rack and logos for the dumbbells. Rafe I think we should survey the students by having weight room staff use a tablet and ask members to complete the survey. Tony There is a concern that students may try to fill a comment card box with repetitive remarks multiple times, so it would be good if the survey would allow for a student to complete the survey only once.

2 Patty The NIRSA national conference is in Denver March 4-8 and anyone can attend the expo for free. Catie will be taking student coordinators to look at new weight and cardio equipment. Nicole Annie and I are working on the development and cost for the Sport Clubs banner that will be ready in the next few weeks to release. Champions from the last few years will be recognized. Sport Club coordinators will speak to the team officers and ask for dates. They will also put it in newsletters and spread by word of mouth. February is the deadline to respond and then will move forward. VII. New Business: Ryan I met with Nan and trained to present the Rec Budget 101 for FY The breakdown of student fees has increased by $14 but the Rec Center portion has decreased. The 3 main categories of Student Fees for the Rec are Pre-Expansion operations, Expansion, and Fields. $13,636,615 is the total budget and does not include Sport Clubs fundraising. Where does the money come from? 86% from student fees and rest from self-generated revenue, but the total has been dipping. The largest revenue generated is from memberships and Outdoor Program, Fitness Wellness, facility rentals, Intramurals and locker rentals. Lee Why the decrease in self-generated revenues? Nan Debt services has increased because of the rec expansion, money borrowed. Revenue is going up. Debt services is debt being paid for the building, renewal and replacement. Rec Board is charged with reviewing and approving the budget annually. Budget scenarios include 1.0% + unduckables + enhancement requests. 0% + unduckables + enhancement and -1% + unduckables. What are unduckables? Non-discretionary spending mandated by law. Examples are debt services, salary and benefits, utilities, insurance premiums, GAR/GAIR. GAR is 6.29% currently and GIR 0.51%. Budget proposal will be submitted for VCSA review (2 nd week of January). Rafe - Why are salaries included? Nan There is an annual salary increase percentage. Tony - What I understand with my time at CU about GAIR, the percentage we pay for expenses is incurred. Nan An example is, I live in Broomfield and have to pay property tax even though I don t have children attending school. Lee This is the cost auxiliaries pay the University. Nan (handed out budget) The pages that are missing--these come from a budget workbook and are not relevant. First is the fund balance page for current operating. Does the negative confuse anyone? We started the year with $1.2 million and will end with 1 million dollars. The difference this year is because some fund balance spending is eating into this year. Tony - Typically we like to put money into the fund balance and it s taken several years to increase the fund balance. In years that there is more revenue, we add to the fund balance and some years we don t. If you have any questions about specific areas we are ready to answer. Nan - Page 3 is a summary and in the first column you see the approved budget and the field budget is at the end of the packet. For base budget scenario of 0 + unduckable we are asking for $11,244,689 in Student Fee support, a net increase of 1.4% and it includes unduckables plus enhancement request. We are only asking for 2 enhancements and in the spirit of it, it s not a true enhancement, just maintaining and asking to meet minimum wage requirement. Patty Minimum wage will be going up to $11.10 per/hour January 1, You will see in the notes section the dollar amount listed that is required for each area to absorb the increase. Nicole-The enhancement for hockey officials is to ensure safety by having professional referees for IM hockey. There have been no ejections or fights this year and we d like to continue offering next year. Tony This is an opportunity to train students to become certified officials who work IM games. Nan Go to page 9, budgeted for $1,500 and $712,337 includes earmarks. Tony - Is this pre or post expansion? Nan Post expansion. See page 10 that shows debt services and R&R (renewal and replacement) of 0.5% of the project cost to set aside. We took a loan when the building was delayed opening.

3 Lee - Did we borrow money from the University? Nan Yes, but not from the Treasurer s office. It was a campus loan. Administrator s salary (SLT) is the central administration within the Rec. Accounting staff, HR and Payroll also come from here. Troy - Why are you asking for $16,000 for the pool? Lee This is an area of money. Nicole - Not a pool, but pot of money. Tony FY heading correction. Are numbers correct? Nan - Yes Annie Marketing budget includes social media, students, projected to generate more $ in sponsorship. Kind bar is doing some sampling soon and they paid for a year-long sponsorship. There is a greater opportunity to generate money to cover staff. Annie and graphic designer salaries and 8-10 students that work with communications, photographer and graphic designs are included. Operating goes to promotional items such as, t-shirts, water bottles, paper and other materials. We purchase swag for large events on campus. Nan Currently reviewing needs for IT as the position is vacant due to retirement and currently a temp is working. Projected year end salary savings, but expenses high for the temp and comes out of operating. This pays for supplies and IT peripherals. There is a separate capital budget to purchase IT hardware. Dan The maintenance budget includes custodial of about 20 full time staff to clean the building. Students help repair the building. Very little revenue from insurance recoveries and claims from broken glass. Utilities in the building include steam heat, electricity, gas, water, chilled water to maintain appropriate temperature in the pools. Projecting to spend more because of the number of people using the rec and a lot of things break. There is preventative maintenance done consistently, but some unforeseen items need repair that you can t predict. The heat wheel is being replaced, locker rooms need to be repainted and ice rink repair cost are so high they can t come from R&R, so we will look at the end of the year to move expenses if able. Nan - Capital is the budget that allows us to purchase large-ticket items that operating budgets can t support on their own. Dan The ice rink budget covers professional staff and students who maintain the ice rink. Operating expenses are right in line with budget and include smaller repairs, ice skates, sharpening equipment, etc. Larger items come from R&R and Dan - Pool is currently empty and waiting to be repaired this spring. This budget covers professional staff and students such as, lifeguards for the dive well, Clare, Carlson and outdoor pools. Operating is used for chemicals, basic maintenance, repairs, and preventative maintenance with outside vendors to maintain the pools. The bid pack for Comp pool is ready to go out for repair of the main drain. Contractors conducted on-sites last week to view the project which included a previous contractor who completed the tile project. The hope is to complete the project in May. Patty Building services is the first budget with revenue generated from confiscated ID s. The projected hourly wages is higher than budgeted due to a risk management intern hired for spring semester. The second budget is for equipment services which includes all the weight and fitness equipment in the Rec Center and all the staffing throughout the building. There are about 50 students working in this area and operating consists of purchasing parts and supplies to maintain the equipment in working order. Next is the training room budget which consists of the 10 month athletic trainer, student assistants and operating that includes supplies such as, tape, bandages, etc. Hourly is coming in less because one of the student assistants has work study. Check-out services includes revenue generated from outdoor equipment rental and damaged equipment fees. Student hourly has been removed because a racquet stringer positon no longer exists. The locker services budget includes a $6,000 increase in revenue because we will be ending this fiscal year with an increase and we predict we can maintain this revenue next year. Operating supplies consists of ties, lock cutters, sign, etc. Membership services includes faculty/staff and alumni membership sales and guest passes. We are projecting an increased year-end balance this year and we predict we can maintain this increase next year. On-line and in-person credit card fees have increased due to the increase in sales. Events and facility revenue is anticipated to be higher than projected this year, but not projecting to maintain this revenue next year because of the loss of Carlson gym and pool. The Rec will no longer have authority, rather it will become academic space. Expenses

4 appear to be much higher than budgeted, but due to the large UW event, we had to rent tables and chairs which was extremely expensive, but UW paid the Rec for these expenses. The vending/pro shop budget is projected to end the year with increased revenue and we anticipate generating this increase next year. Bear Creek is projected to increase revenue slightly with selling summer conference passes. Student hourly will be over at the end of this fiscal year because the building hours were changed in April after the budget had been approved and hourly wages increased. Nicole The Fitness Wellness operating does not change but grows in revenue. Intramurals has no change in operating. Outdoor Program as a slight change as revenue grows. Challenge course has 14% of the pie which has more expenses such as, back packs. OP is budgeting for the purchase of auto belays. Sport Clubs does not generate revenue. Rafe - Sport Clubs don t generate revenue? Nan - Sport Clubs dues and fundraising go to clubs and not the general budget. They are allocated $108,000 directly to determine how to spend the money since the category may change for example, crew club receives $3,000 to pay coaches but can decide to change that amount. Budget pool adjustments are budget neutral adjustments. Lee - Do clubs spend money through CU? Nan - Yes. Rex - Who covers the liability for clubs? Nan - the University covers clubs but some student organizations are not considered affiliated with the University and do not receive benefits from Legal Counsel. Tony The department purchases catastrophic insurance for clubs? Nicole - Yes it s about $17,000. Rafe Why a 50% increase in operating? Nicole - Nan can explain. Nan This a budget pool adjustment. Dan - Outdoor facilities generates revenue through the field project established years ago. Classified salaries are paid partially to maintain fields. Student wages help with the sports dome and field maintenance. Operating includes operation of the sports dome: set up, tear down, storage fee, and additional staffing twice a year for set up and take down for 3-4 days. Athletics and Facility Management maintain and plow the fields. Utilities for the sports dome include heat and electricity, and water for the natural grass fields. Nan The $10.75 fee is paid by students and no enhancement and no cuts; everybody pays and every year this is the fixed dollar amount and no change will be made and is included in our budget proposal. Rex Why is there a significant difference, page 9 enhancements? Rafe - Rec Board requested the cost for pool repair $500,000 and additional money for Monster Vac, security cameras and ADA door for the ice rink Dan We have already completed installing fans in the weight room. Thank you. Alek The $10.75 flat fee doesn t change? Is this the cost to walk into the gate? Tony - This is the money for field projects. Nan The referendum passed at $10.75 for the outdoor fields project at $5.7 million dollars to pay back the bonds and support outdoor facility operations. Lee Do we have the money for major repairs and replacement? Nan Yes, Kittredge middle and south will be replaced this summer. We are in a good place and set aside $317,500 each year into the savings account so when we need major repairs we don t need to go to CUSG. Lee - Money is coming from the students annually so you can do business moving forward. Nan - We need a motion for the main budget and one for the fields. Nan Motion to approve the 0+ unduckable budget scenario at $13,075,340 for Recreation Services Gabirel Second Ryder Discussion Alek Call to question Rafe Acclamation motion Nan - Motion to approve $823,388 budget for outdoor fields passes

5 Gabirel Second Discussion Alek Ryder Call to questions Rafe Acclamation motion passes passes Nan - There are 3 readings of the budget and if you have any questions ask anyone on staff. Rafe - Will we present the other budget scenarios next week? Nan - It is up to you. Nicole - Isn t the retreat next week. Tony - We d like to meet from 3:30-7:30pm. Rafe - Looking at a 4 hour meeting on January 23rd so an additional meeting will not be needed. That being said, I could send an out asking the Board. Tony is confident that over this time span we can have another budget reading and review the SLT retreat accomplishments. We will be looking at long term, 10 year planning. Recruiting is critical to gaining more Board members. Plan on meeting the next three weeks. VIII. Chair s Report: Rafe - Main goal is recruitment. Most people want to keep Tuesday night for meetings. Need a new voting member to replace Scott and market to new students to receive a wider variety of views and gain diverse students for different points of views. Nicole will send a list of ideas to the Board. The student involvement fair is January 24th in UMC Ballroom. I will send an to request staffing from 11am- 1pm. Are we tabling at Winterfest? Annie - Levi will be representing the Rec Center. Rafe I can be present too. Nicole - Feel free to drop by and consider Rec Fest as another opportunity to recruit. Rafe I m happy to drop by since it includes the climbing competition. Nan - How many vacant voting member positions are there? Rafe - Members please stay after the meeting to take a vote to replace George with Rex. Next it will go to Leg Council for him to be ratified. The sooner we can move on this the better. Do we have an exofficio voting member? Troy - Yes Lee I think George wanted to do this. IX. Director s Report: Tony The retreat will consist of sharing the vision statement developed by Rec senior leadership team and Mike Murray as well as long and short term goals. X. Executive Team Reports: Dan - A contractor will be selected soon to repair the pool. Tony - Nicole please plug the Inclusive Sports Summit. Nicole will Rafe an announcement to send out. Annie - Free fitness classes, bouldering and skate rental this week. Kind bar will be giving out free bars on Wednesday. Rafe - Do we have a finance board meeting 2/6/18 XI. CUSG Report: Ryder - Finance board did not meet. More information coming. Troy - I m the new Betsy. XII. None XIII. 7:22pm Announcements: Adjournment:

6 Nan - Motion to adjourn Troy - Second Ryder - Call to question Rafe - Acclamation

Recreation Board Meeting Agenda January 30 th, :30pm Rec Lobby Meeting Room

Recreation Board Meeting Agenda January 30 th, 2018 5:30pm Rec Lobby Meeting Room I. Call to Order 5:36pm Rafe-Let s get started with the meeting. Welcome everyone. II. Roll Call Patty McConnell, Alex