September 18, 2008 Board of Director Meeting Minutes

Board of Directors Wide

13150 West 72nd Avenue, Arvada, Colorado 80005, 303.424.2739

September 18, 2008

President Jim Whitfield called the September 18, 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 and Lee Humrich. Jeff Glenn and Ken Harrell were absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.


MOTION: Director Miller moved for the absence of Director Glenn and Director Harrell to be excused due to advance notice to the board. Director Humrich seconded. Motion passed unanimously.


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

MOTION: Director Humrich moved for approval of the Minutes of August 21, 2008, as presented. Director Miller seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. Outreach Position
Mike Miles, Executive Director introduced Rachel VanWinkle who has taken the Community Outreach position and also stated that Faith Gregor, Marketing Director will be responsible as supervisor for that position. Ms. VanWinkle addressed the board and explained that she has been in this Outreach position for three weeks and has been meeting with District division heads discussing their needs and expectations. She stated that she has also met with some external organizations and associations. Ms. VanWinkle has joined the Kiwanis and will attend meetings regularly. Her focus right now is on corporate memberships and she has a meeting scheduled with the City concerning their Wellness Program. Ms. VanWinkle stated that she plans to meet with the Fire District and Jefferson County Government about their Wellness Programs also. Ms. VanWinkle stated that she is creating a sponsorship package and has collected information on everything that the District offers, specific to all the District facilities. She plans to present this as an option to businesses that are looking for sponsorships, medical partnerships, etc. Ms. VanWinkle reported that she also has met with a Middle School principal and has put together a marketing plan to distribute to PTA organizations, parents, etc. Her hope is to make an impact on that segment of the community. Ms. VanWinkle also plans to compile all the District facility rental options to send out to sports organizations in an e-mail format. The District has over 6000 addresses in Rec-Trac which is a good start for e-mail marketing. In an effort to reach out to the community, e-mails could also be used to notify residents of registration dates, new programs, events, etc. In response to questions from the board, Ms. VanWinkle replied that the reaction from the community has been very positive. Board discussion continued concerning the District’s master plan and Ms.VanWinkle’s efforts in the community to support that plan.

2. Apex Bond Refinance Status
Mr. Miles introduced David Bell, Senior Vice President with Stifel, Nicolaus & Company, Inc., the District’s bond broker and financial advisor. Mr. Bell addressed the board and stated that the securities were sold last week and the savings generated $850,000 present day dollars which is a savings of 9.2%. One of the board’s requirement for refinancing was a minimum savings of 4% so this worked out much better than expected. Mr. Bell congratulated the board on making a great deal.

3. Report on Bank Services
Mr. Miles introduced Terri Fabrizio, Assistant Finance Officer. Ms. Fabrizio explained that the District received proposals from six different banks. The proposals were evaluated based on an average transaction, fees, mandatory and optional services. Our current bank, Bank of Choice, and US Bank were the closest in comparison. A deciding factor was that US Bank owns the credit card processor so our deposits will go in a day earlier than our current bank. Our current bank takes two days to process the transactions. US Bank also offers an Interchange Plus pricing system with rates that are guaranteed for 5 years. Ms. Fabrizio stated that US Bank’s proposal included a $10,000 credit which equates to almost a year of banking fees. Ms. Fabrizio answered questions from the board concerning credit card rates and stated that US Bank will offer an employee plan to all District employees. President Whitfield asked if sports organizations could partner with the District to receive the lower processing rates. Ms. Fabrizio stated that they can look into that possibility.
MOTION: Director Humrich moved for approval of the Depository Services Resolution for Governmental Entities with US Bank designating US Bank as a depository of the Apex Park and Recreation District. Director Miller seconded. Motion passed unanimously.

4. Sign Project Update
Mr. Miles updated the board on the District signage change due to the name change. Faith Gregor, Marketing Director has put together a notebook detailing all District signs that need replaced or updated. Mr. Miles stated that he will begin meeting with sign companies next week to get proposals on what this will cost. Several signs are City signs so we will talk to them about updating those. Board discussion ensued concerning all the different signs and how this process will proceed. Mr. Miles stated that once we get the cost then we can prioritize and determine how to proceed with the project.

a) Garrison Street Deed update. Mr. Miles stated that Craig Kocian, City Manager is going to direct their attorney to draft their position on this issue. Mr. Miles stated that he expects to see a long term lease also addressing the water rights.
b) Mr. Miles stated that he spoke to Gordon Reusink, City Director of Parks, Golf and Hospitality Services and the City is working on a timeline for the flood project which will give us an idea of how soon we need to move on the Garrison Street project. Mr. Miles added that we need to create some additional funding to make up for the 1 million that AURA cannot fund and if we consider the possibility of adding another turf field that would increase the cost another 1.8 million so total funding needed would be about 2.8 million. Director Humrich asked questions concerning the IGA and how that applies to the Garrison Street project. Mr. Miles explained the IGA maintenance issues and charges.
c) Mr. Miles stated that the 4C’s Church has not made a definite decision to buy back the church. Their current lease expires at the end of March 2009 so we are just waiting for the church to make a decision on what their plans are. Jefferson County owns the property and would be willing to sell the building back to the church and allow the District Maintenance facility to remain on the land. Mr. Miles then stated that the remaining property could be some type of low maintenance park site. Board discussion continued concerning what type of park area would work in that area
d) Mr. Miles reported that the stuffed animal drive was a huge success for Ralston House. Staff did a great job collecting stuffed animals.
e) Mr. Miles addressed the letter from AURA concerning the Gun Club property. AURA is conducting a study to identify slum or blighted areas and we will receive a notice of their determination. In response to questions from the board Mr. Miles stated that the District owns the property and the Gun Club has a 99 year lease for $1 per year. The Gun Club is a very viable program but we don’t know what will happen with the renewal going on in that area.


President Whitfield reported that he had lunch with City Council member Lorraine Anderson and that the essence of their discussion was that the District and the City need to work together, that we would all like to have a pool near the Fisher Pool area and that to do it right it should be an indoor pool. Ms. Anderson acknowledged how profitable the Garrison Street facility is and that a pool is a deficit center. President Whitfield then stated that Ms. Anderson would like us to work together with the City, AURA and the task force to put a facility together that services the region and the local community. President Whitfield also stated that a facility with two turf fields would be a big draw if there was a hotel in that area. President Whitfield added that Ms. Anderson suggested that given the results of the task force and if all parties agree to it the City may be willing to put it on the ballot in 2009. President Whitfield stated that it was a very favorable meeting. Mr. Miles stated that there was some concern about the canvas covered buildings as opposed to brick and mortar. Board discussion ensued concerning the possibility of adding a second turf field to the plan.

Director Miller reported that the North Jeffco Foundation Golf Tournament is Friday, 9/19.

President Whitfield stated that the Harvest Festival Parade was a success and the board had a good time riding their bikes in the parade.

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

President Whitfield adjourned the meeting at 8:20 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Lee Humrich, Secretary/Treasurer