June 19, 2008 Board of Director Meeting Minutes

APEX PARK AND RECREATION DISTRICT
13150 West 72nd Avenue – Arvada, Colorado 80005 – 303.424.2739

BOARD OF DIRECTORS
June 19, 2008
CALL TO ORDER

President Jim Whitfield called the June 19, 2008 meeting of the Board of Directors of Apex Park and Recreation District to order at 7:00 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Susan Miller, Lee Humrich, Ken Harrell and Jeff Glenn. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Mike Miles, Executive Director, asked the board to consider the addition of two agenda items, Agenda Item 5, Jefferson County Open Space 2006 Joint Venture Grant Fund Request for Reimbursement and Agenda Item 6, Cancellation of the July 3, 2008 board meeting.
MOTION: Director Miller moved for the addition of two items, Agenda Item 5, Jefferson County Open Space 2006 Joint Venture Grant Fund Request for Reimbursement and Agenda Item 6, Cancellation of the July 3, 2008 board meeting, with the remainder of the Agenda approved as posted. Director Glenn seconded. Motion passed unanimously.

APPROVAL OF MINUTES OF JUNE 5, 2008
MOTION: Director Glenn moved for approval of the Minutes of June 5, 2008, as presented. Director Miller seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. Eagle Scout Project Presentation – Scout Evan Gutzait
Marshall Masek, Director of District Services, handed out a list of completed Eagle Scout projects to the board and then introduced Scout Evan Gutzait. Mr. Masek briefly addressed his project, goals and accomplishments. Scout Evan Gutzait presented his project to the board, which consisted of installing two picnic table pads and a sidewalk at the Apex Center. Scout Gutzait first contacted Mr. Masek approximately 2 years ago about doing his Eagle Scout project for the district and stated that it was a great learning experience and taught him leadership skills. The project cost was between $1500-$2000 but he was able to obtain donations from various businesses to cover all the costs. In response to questions from the board, Scout Gutzait stated that choosing this project turned out to be a good decision even though it ended up being more difficult than he thought it would be and he is glad he chose it. He stated that he had several volunteers including family members and scouts that put in a total of 143 hours. Scout Gutzait also stated that his biggest challenge was not doing everything himself and letting people help him. President Whitfield and the board expressed their appreciation and commended Scout Gutzait for his hard work and contribution to the district and community.

2. 2009 District Admission and Rental Fees Approval
Mr. Miles stated that a couple associations have contacted us about fees and were very happy to find out that fees would not be going up.

MOTION: Director Humrich moved to not increase rental, facility admissions, or field use fees for 2009 but to adjust program fees as recommended. Director Glenn seconded. Motion passed unanimously.

3. Sponsorship Policy
Mr. Miles explained that about 3 months ago we received a letter from a Ralston Valley HS baseball team requesting a sponsorship donation. The board at the time decided that the district should have a formal sponsorship policy. Mr. Miles stated that the directors received a staff recommendation in their board packet that in part states that the district will not sponsor agencies, teams, individuals or any other organized group for the purpose of providing funding or lending our District name to their respective cause. Board discussion continued concerning what types of donations we have done in the past such as donations for special events for various organizations as a contribution to their fundraising efforts and board consensus was to continue those types of donations.
MOTION: Director Miller moved to accept the recommended sponsorship policy as presented. Director Glenn seconded. Motion passed unanimously.

4. Capital Maintenance and Improvement Plan
Mr. Miles stated that this item is an initial phase of the budget preparation process. Mr. Miles asked the board to refer to the list of Conservation Trust Project Funds received from Colorado Lottery and the 2009 Capital Projects Funds in their board packet. The Capital Projects Funds are from the funds received from the half-mil mill levy increase and the expenses are estimates and projects are subject to change. These items may change due to immediate needs that surface unexpectedly. Ultimately these will be in the final budget approval. In response to questions from the board Mr. Miles explained that the mill levy covers about $600,000 of funding that is designated for capital projects. Mr. Miles asked the board to look over the list and give him feedback, as this is information that can be changed for the final budget.

5. Jefferson County Open Space 2006 Joint Venture Grant Fund Request for Reimbursement
Mr. Miles explained that when this grant was originally submitted in 2006 the amount requested was $61,000 for the Arvada Tennis Center ADA renovation. Jefferson County approved $75,000 for the project so this motion is needed to finalize the request for reimbursement of the amount that was approved.

MOTION: Director Harrell moved to approve the request of $75,000 from Jefferson County Open Space 2006 Joint Venture Grant Fund, in association with Resolution NJR2006-16, for the Arvada Tennis Center ADA Renovation, which was completed June 15, 2008, for a total project cost of $153,310.08; and to direct the Executive Director to sign the grant reimbursement application. Director Miller seconded. Motion passed unanimously.

6. Cancellation of the July 3, 2008 Board Meeting
Mr. Miles recommended canceling the July 3, 2008 board meeting since there are currently no items on the agenda.
MOTION: Director Glenn moved for cancellation of the July 3, 2008 board meeting. Director Humrich seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT
a) Update on Fisher Pool – things should be wrapping up with the contractor next week. Met with the city about irrigation for the landscaping. Right now the entire park is irrigated with creek water and we hope to tap into that. That would be the least expensive way to do it. We will probably lay sod and the fence would come down shortly after the sod is put in.
b) Arvada Police have requested to borrow our vans to transport officers on the 4th of July and for the DNC. We have previously loaned vehicles to the city and have never had any issues before. If the board does not have any problems we will move forward with that. Board consensus was to allow the Arvada Police to borrow the vans.

BOARD MEMBER REPORTS
Director Miller reported the Hub printed an article and pictures about the Father’s Day Car Show and Run. September 19 is the Golf tournament and discount registration deadline is August 1.
President Whitfield mentioned that the SDA Golf Outing is Friday, June 20. Lunch is at noon and tee off is at 1:00.
Director Humrich stated that he will be at the issues breakfast Friday morning and will mention some highlights of the district such as the fees, Car Show and the synthetic turf field planned at A-West HS.
President Whitfield suggested that a huge attraction for the Apex pool would be a wave machine.

ADJOURNMENT
MOTION: Director Miller moved that the meeting be adjourned. Director Glenn seconded. Motion passed unanimously.

President Whitfield adjourned the meeting at 7:34 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Lee Humrich, Secretary/Treasurer