Recreation Board Meeting Minutes August 30 th, :30pm OP Trip Classroom I. Call to Order a. 5:33 pm Roll Call a. Lee Silbert, Eric Laufer, Scott

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1 Recreation Board Meeting Minutes August 30 th, :30pm OP Trip Classroom I. Call to Order II. III. IV. a. 5:33 pm Roll Call a. Lee Silbert, Eric Laufer, Scott Schubert, Spencer Murphy, Gary Chadwick, John Lurquin, Colton Lyons, Allen Dehoff, Diba Mani, Molly Dignan, Patty McConnell, Dan Rummel, Nicole LaRocque, Nan Lu, George Hoey, Quyncc Johnson Public Forum (15 minutes) a. None. Reading & Approval of Minutes a. John Lurquin: Should we move the reading and approval of April 26, 2016 meeting minutes to the end of the meeting agenda b. Colton Lyons: Motion to move reading of the minutes to the end of today s agenda. c. Scott Schubert: Second. d. Spencer Murphy: Discussion. e. John Lurquin: Call to question? f. Colton Lyons: Acclamation. g. John Lurquin: Motion carries. V. Changes/Approval of Agenda Items VI. Meeting procedures a. John Lurquin: General conduct of board meetings

2 VII. i. John Lurquin: Review the Rec Board Policy Manual and Bylaws, specifically Voting Members section and Quorum section in Bylaws. The General Conduct of Board Meetings section explains about how our meetings can be open meetings. We want to try to have meetings be as open as possible. We also need to edit the Bylaws, per the Bylaw to update Rec Board Bylaws every 2 years. If you want to be on the Bylaw revision committee let me know. We will be getting together. Look at CUSG updates if you would like. b. Voting c. Robert s Rules i. John Lurquin: I will explain the terms: motion, second, discussion, call to question, acclamation, and motion carries sequence. Old Business a. Nan Lu: Rec Center SOR request i. Nan Lu: The Rec requested from Finance Board a supplemental insurance premium increase because a 5% budget increase was factored in based upon last year s premium, but the 5% didn t cover the actual total. The outcome was 33% higher, which is $13,000. This totaled $1.5 million at the end of the fiscal year. We asked for $394, to be ear marked and the Finance Board already approved this amount. ii. Eric Laufer: Why did the insurance premium go up? iii. Nan Lu: It wasn t anything the Rec did; it was just an increase in the insurance rate. iv. John Lurquin: Does the University determine the insurance premium rate? v. Nan Lu: Yes, Risk Management determines it. The Rec is good with the property insurance, which is based upon

3 VIII. square footage and liability insurance is different than last year. Liability insurance is determined by headcount. However old square footage numbers, pre renovation are being use, so this number will probably go up too in the future. vi. Eric Laufer: What about outdoor spaces? Are those spaces included in the numbers? vii. Nan Lu: No, it is just indoor buildings. viii. Nan Lu: The July quote for the repurpose project is $723, so we are asking for an additional $223,481 for $9,589 for electrical work lower gym basketball hoops, which was not completed by June 30, 2016; $6,925 for heavy bag truck system installation which was not completed by June 30, These will roll over to the fund balance which is the cumulative result of money that the Rec keeps after years and years of bringing in revenue that is not spent. SOR balance is money collected, but not distributed out to various cost centers. It is money collected by CUSG from various centers. If Cost Centers have left over money at year end another 30% of the fund balance goes back to SOR as a contribution to student government. New Business a. Patty McConnell: Facility reservation requests i. John Lurquin: If any of the following conditions are present, the special use request will require approval of the Recreation board: Involves 40 or more participants, group is requesting a reduced rate or fee waiver, group is requesting exclusive use of any facility during prime time hours. ii. Patty McConnell: Reservation requests are basically requests for facility use that take away from open Rec

4 space. There is a request for Friday, October 7, 2016, 8:30am 1:30pm from the School of Education and they would like to hold the Future Teachers Expo in the lower gyms. This would include all three courts. It is a tabling event. The is not during the weekend and not during prime time, which is 3pm 8pm. The three upper courts will still be available during this time for open rec use. iii. Diba Mani: Does this date fall during homecoming or family week? iv. Patty McConnell: No. v. Quyncc Johnson: Motion to approve School of Education use of the lower three courts on Friday, October 7, 2016 from 8:30am 1:30pm. vi. Eric Laufer: Second. vii. Spencer Murphy: Discussion. viii. Quyncc Johnson: Call to question? ix. Eric Laufer: Acclamation. x. John Lurquin: The motion passes. xi. Patty McConnell: The next reservation request is for Tuesday, October 25, 2016 from 10am 2pm. The reservation would be for the two lower courts, the east and middle courts, and the lower gym meeting room. The event is for the Administration Deans Office for the Engineering Opportunities Fair. The 3 rd lower court will still be available. xii. Scott Schubert: Motion to approve Administration Deans Office use of two lower courts and lower gym meeting room for Tuesday, October 25, 2016 from 10am 2pm. xiii. Colton Lyons: Second. xiv. Spencer Murphy: Discussion. xv. Colton Lyons: Call to question.

5 IX. xvi. Spencer Murphy: Acclamation. xvii. John Lurquin: Motion passes. xviii. Patty McConnell: The next reservation request just came in. It is for the Women s Club Volleyball team for Saturday, November 12 th from 7am 5pm. They are requesting the three lower gym courts. xix. Spencer Murphy: Have they done this before? xx. Patty McConnell: Yes, but because of the policy change, we have to bring this request to Rec Board because we are taking away open Rec space and because the event falls on a weekend. xxi. Quyncc Johnson: I move to approve the use of the three lower gym courts by the Women s Club Volleyball team on Saturday, November 12, 2016 from 8am 5pm. xxii. Eric Laufer: Second. xxiii. Quyncc Johnson: Discussion. xxiv. Spencer Murphy: Call to question? xxv. Colton Lyons: Acclamation. xxvi. John Lurquin: The motion passes. b. John Lurquin: Rec Board By Laws and Policy Manual Committee i. John Lurquin: A committee is forming to review the By Laws and Policy Manual. We will be getting together soon. If you would like to be a part of the committee, let me know. CUSG Report a. Colton Lyons: We are going to be sponsoring rides to the CSU game. Buses will leave at 2pm and return after game. It is free with Buff One ID. Transportation buses are paid for through Athletics but CUSG sponsors it. b. Lee Silbert: How do you know how many people are going to be doing this?

6 c. Colton Lyons: We are not sure but there will be a limit. It is first come first served. X. Chair s Report a. John Lurquin: We have meal cards for discounted dinners at Alfred Packer Grill and C4C at 65% off total for up to $10. Please don t share with friends that are not on Rec Board. b. Colton Lyons: Make sure to tell them that you are a part of Student Government because they may get confused. c. Gary Chadwick: These meal cards are only good on the day of the meeting. Another clarification, student fees do not subsidize this, this is raw food cost. XI. Director s Report a. Gary Chadwick: The update on this summers progress: repurpose project used part of the fund balance and part of contingency, but we ran into a problem with the heating and chilled water system (ice rink/pools) so Rec asked for a 3 rd party review. The 3 rd party review will audit the entire system and make sure all compressors in the ice rink and all other systems are working properly as designed. This issue has been costing the Rec $50,000 $60,000 per year. We have been band aiding it, but now we need to fix it. $330,000 from the contingency fund for the repurpose project might need to be moved to address this issue. So the repurpose project is on hold until the middle of December. We need to do a mechanical review of the facilities. We also have been having dry wall issues in the ice rink and the pool due to moisture and dehumidification issues. The Ice Rink overlook glass is fogging because single pane glass was installed instead of double pane glass, so we might have to do something about that. With $645,000 in the fund balance, we may come back and ask Rec and Finance Board for some of that money for the repurpose when we get started again. As far as repurposing goes, Dan has all the drawings,

7 the philosophy, the approach, the town hall meetings, etc. All this information can be reviewed with Dan and the Repurpose Committee that involves CUSG, staff and Rec Board. b. John Lurquin: What is the intention behind the cooling system? c. Dan Rummel: The ice rink has two compressors that keep coolers cold. The heat generated from the ice loops around the ice rink, heats the pool, then hits set point and goes back to heat the building. Once it heats the building it hits another set point and goes back to the ice rink. The problem was that the water temperature going back to the compressor at the ice rink was too hot, around 90 degrees when the ideal temperature should be around 78 degrees. So we have been band aiding it, adjusting set points, using chilled water, but that s the basic heat recovery loop description. d. John Lurquin: So who is coming in to look at it? e. Dan Rummel: AllStar Arena and they are not affiliated with previous contractors used. The systems works but some things were probably installed improperly so we want their input to make corrections. f. Lee Silbert: What if they do find that the original contractor installed it improperly? g. Gary Chadwick: Then this issue would go to a new level. The original engineers were CU engineers. I wanted to stay away from connected people and parties so we are bringing AllStar Arena in for a true audit. h. Lee Silbert: Does that include legal action? i. Gary Chadwick: RMH might have malpractice insurance and hopefully, if we do have to take legal action, it won t be on the backs of the students. The first step is getting the system working, getting the audit done, and then legal action if needed.

8 XII. j. Quyncc Johnson: What about our team of lawyers? What about lawyer fees? k. Gary Chadwick: This possible legal action could result in an increase in lawyer fees because sometimes our legal team hires outside legal representation so it could result in a fee increase. This all depends on complications surrounding the issue. Executive Team Reports a. Nicole LaRocque: None. b. Nan Lu: None. c. Dan Rummel: All the lighting in the pool including wiring needs to be replaced. After only three years we barely had enough lights and power to light the pools this summer. This is because we got the cheapest option at the time. We did install some temporary lighting to hold us over. We are looking at purchasing $75,000 custom built lights for the pool, but the Rec will only pay $25,000 with $50,000 rebate. This will be happening during winter break December. We have completed installing netting in turf gym ceiling, so hopefully no more sprinkler heads will be broken. d. Patty McConnell: So here is a 1 st week comparison from the year to (present) st week, which includes first 7 days only. It can be broken down into the Main Rec, Bear Creek, and total. We broke all records; 6,554 swipes at the Main Rec, 539 swipes at Bear Creek, and a total 7,093 swipes. This can be compared to as seen in the handout and on the handout bar graph. e. Gary Chadwick: Do these numbers include Connect at the Rec? f. Patty McConnell: No, this data begins on August 22 nd, which does not include Connect at the Rec. g. Quyncc Johnson: Does the general population have access to Bear Creek?

9 XIII. XIV. XV. h. Patty McConnell: Everyone has access. The only difference is the BeFit pass for Bear Creek and the Main Rec BeFit pass which has different pricing. i. John Lurquin: With swipes, can we get any other information or demographics? Who is using our rec? Who isn t? With this information we could implement targeted advertising for increased usage of the Rec. j. Gary Chadwick: I will discuss the budget package later. Announcements Reading and approval of last years minutes a. Colton Lyons: I move to complete the reading of last years minutes from April 26, 2016 to the next meeting. b. Spencer Murphy: Second. c. John Lurquin: Discussion. d. Scott Schubert: Call to question? e. Colton Lyons: Acclamation. f. John Lurquin: The motion carries. Adjournment a. Diba Mani: Motion to adjourn. b. Scott Schubert: Second. c. John Lurquin: Call to question? d. Colton Lyons: Acclamation. e. John Lurquin: Motion carries. 6:35 pm.