February 21, 2008 Board of Director Meeting Minutes

Board of Directors Wide

(Formerly North Jeffco Park and Recreation District)
13150 West 72nd Avenue – Arvada, Colorado 80005 – 303.424.2739

February 21, 2008

President Bob Loveridge called the February 21, 2008 meeting of the Board of Directors of Apex Park and Recreation District to order at 7:08 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Bob Loveridge, John McKibbon, Susan Miller and Ken Harrell. Jim Whitfield was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.


MOTION: Director McKibbon moved for the absence of Director Whitfield to be excused due to advance notice to the board. Director Miller seconded. Motion passed unanimously.


MOTION: Director Miller moved for the approval of the Agenda as posted. Director McKibbon seconded. Motion passed unanimously.

MOTION: Director Harrell moved for approval of the Minutes of February 7, 2008, as presented. Director McKibbon seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. Staff Introduction – Gabe Hale, Assistant MIS Director and Brook-Lyn Kuhnle, Intern from Florida State
Don Tuchband, MIS Director introduced Gabe Hale, the new Assistant MIS Director. Mr. Tuchband called upon the assistance of Ali Mortensen, Gymnastics, Dance and Cheerleading Coordinator and her outstanding group of Midget Cheerleaders to welcome Mr. Hale. Mr. Hale addressed the board and stated that his primary position at this time is the RecTrac administrator. He came to Colorado from Vermont where he worked for RecTrac. Mr. Hale spoke about his experience and his passion for computers. He also stated that as his job progresses he will assist with more aspects of the District’s technology such as the phone system and golf systems. He feels very welcome at Apex and loves coming to work every day.
Scott Melin, Apex Facility Assistant, introduced Brook-Lyn Kuhnle. Brook-Lynn is here on her internship from Florida State University. She started on January 14 and will be with us through April 4. Scott stated that it has been a pleasure having her here and she is working with all the district facilities to get a well-rounded experience with our district. Brook-Lyn addressed the board and stated that she was born in Wheatridge but moved away when she was three. That was why she decided to come back to Colorado to do her internship. The board welcomed both Gabe and Brook-Lyn to the district.

2. Apex Center Solar Power Report
Mike Miles, Executive Director, introduced Mr. Kent James from EyeOn Energy. Mr. James addressed the board and explained that EyeOn is a third party company that will own and operate solar panels for the duration of the 20-year agreement that is dictated by legislature. EyeOn is a large group of institutional investors that will receive the solar rebate, energy credits and investment tax credit benefits. Basically the agreement is to purchase the power from EyeOn and give them access to the Apex roof area for the solar panels. This solar energy would provide about 10% of the energy for this building. The board asked when would construction begin. Steve Irvin, co-owner of Namaste Solar Electric Contract replied that EyeOn would submit the bid application in April and if Xcel awards the bid in May, the agreement would be signed on June 6. Then construction would begin with an estimated completion of mid August. The board asked Mr. James about the purchase option after 7 years and Mr. James replied that there is a buyout option after year 6. Board discussion continued concerning energy prices and if there would be a need to upgrade the panels during the 20-year period. Mr. Miles stated that this would promote our “green program” along with the districts recycling plan. Mr. Miles also stated that the estimated savings to the district would be approximately $3000 per month.
MOTION: Director Harrell moved to request Legal Counsel to review the submitted Solar Services Agreement from EyeOn and proceed with the approved agreement. Director McKibbon seconded. Motion passed unanimously.

3. Update on Lightning Detection Systems
Mr. Miles stated that he has looked into lightning detection systems at the request of the board. He has met with 2 different companies. Looking at systems for the golf course that would be controlled by staff at the site. One service is out of castle rock and would have manned operators that would watch the weather and would call to issue a lightning warning. This service would include an installation fee plus a monthly fee. The system would include speakers, horns and lights as options. The second option offers an on site weather watch that has a radius of up to 12 miles, reads the atmosphere and goes off if the atmosphere detects lightening. This has a cost of $15,000 for the installation. The live monitoring has a $4000 installation fee for the golf course only. The athletic facilities would use a Thorguard system and we are still waiting from an estimate from one company. The other company also has Thorguard which measures charged electrons in the air and goes off on its on. Mr. Miles stated that there really is no way to measure the success of these systems. The first company also offers a live monitor and when an alert comes up the system is set off with a pager. With these systems there are very little mechanical issues and a cleaning process would be done periodically. It comes down to spending a minimum 8-10 thousand a year for one site. In the 50 years of district history we have not had one death related to lightning and there is no way to judge how well this works. Randy Snyder of ASA was present and spoke to the board about the soccer association’s use of a device like a pager that detects lightning. The soccer association has also tried to get a grant for a lightning detection system for the soccer fields. Board discussion continued about liability and legal advice. Mr. Miles stated that the city is talking to their legal counsel about this issue also. Director Harrell pointed out that if we do it at one place we would have to do it at all fields in the district. Mr. Miles stated that if you are going to be consistent then you need the manned response, it is a little more expensive but it would be more consistent. Discussion continued about the best location that would cover all complexes. Mr. Snyder stated that the referee programs will have a recommendation concerning lightning and will share information they receive. Mr. Miles stated that we need to wait for the city’s recommendation also. Further research should be done in the next week or so.

4. Ratification of Resolution NJR2008-06 – SCFD Grant Request
Mr. Miles stated that this is a request to ratify the resolution that was approved by the Board of Directors on February 19, 2008 electronically, which is allowed by state law.
MOTION: Director Miller moved for ratification of the electronic approval of Resolution NJR2008-06 stating the complete support of the Board of Directors of Apex Park and Recreation District for a Scientific and Cultural Facilities District grant request for funding of $5,300 for the Cultural Entertainment and Arts Series. Director Harrell seconded. Motion passed unanimously.

a) The Skatepark that was planned to be built on the land next to the Apex has been pulled off the OSAC agenda and tabled at this time.
b) We will start taking bid proposals for the Fisher Pool Demolition in the next few weeks.
c) Indian Tree renovation of the driving range is in progress. Sod will be laid in about 3 weeks. Should be finished soon after that.
d) The Arvada Press has failed to publish our “Call for Nomination” legal notice for the second week in a row. We requested it to be published on February 14 and February 21. Also they have not published our press release concerning the election. This is the third time that the Arvada Press has failed to publish a legal notice for us. Last November our Budget Hearing notice was not published as requested.

Director Harrell notified the board that he would not be able to attend the next board meeting.

BREAK – At 7:54 p.m., President Loveridge called for a 10-minute break prior to resuming the board meeting in executive session.

MOTION: Director Harrell moved to go into executive session pursuant to §24-6-402(4)(e), C.R.S., to determine positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators. Director McKibbon seconded. Motion passed unanimously.

The meeting resumed in executive session at 8:06 p.m. with Director Whitfield joining the meeting by telephone.
MOTION: Director Miller moved to go out of executive session. Director Harrell seconded. Motion passed unanimously.

The open meeting resumed at 8:39

MOTION: Director Harrell moved that the meeting be adjourned. Director McKibbon seconded. Motion passed unanimously.

The meeting was adjourned by President Loveridge at 8:39 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Jim Whitfield, Secretary/Treasurer