October 16, 2008 Board of Director Meeting Minutes

Board of Directors Wide

13150 West 72nd Avenue Arvada, Colorado 80005 303.424.2739

October 16, 2008

President Jim Whitfield called the October 16, 2008 meeting of the Board of Directors of Apex Park and Recreation District to order at 7:02 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Lee Humrich, Jeff Glenn and Ken Harrell. Susan Miller was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.


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


MOTION: Director Harrell 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 September 18, 2008, as presented. Director Glenn seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. 2009 Budget Schedule
Mike Miles, Executive Director, explained to the board the timeline for the budget process. The budget books were delivered to the board members by October 15, the Budget Public Hearing should be November 6, and then the board will approve the budget on either Tuesday, December 9 or Thursday December 11.

2. 2009 Budget Public Hearing Date

MOTION: Director Harrell moved to schedule the Budget Public Hearing for November 6, 2008. Director Glenn seconded. Motion passed unanimously.

3. December Board Meeting Date
Mr. Miles recommended rescheduling the December 4, 2008 board meeting to either Tuesday, December 9 or Thursday, December 11, 2008 due to the timing of information the District receives from Jefferson County to finalize the budget and the budget approval deadline requirements. After a brief discussion board consensus was to reschedule the December 4th board meeting to Thursday, December 11, 2008.

MOTION: Director Harrell moved to reschedule the December 4, 2008 board meeting to Thursday, December 11, 2008, due to budgetary deadline requirements. Director Glenn seconded. Motion passed unanimously.
Board discussion ensued concerning the annual Youth Sports Banquet on December 2, the annual North Jeffco Foundation Breakfast on December 4th and the annual Board Dinner also on December 4th.

4. Update on Apex Roof
Mr. Miles stated that we have consulted with an engineer specialist that may be able to help us with the Apex roof issues. Justin Howe, Apex Building Engineer, met with him, went over all the problems and the specialist has given us his first draft of repairs. We will meet with him again in the next month and then proceed with his recommendations and do the work ourselves. The District purchased an infrared camera that is used to diagnose these roof problems due to the expense of hiring outside companies. A lot of the issues seem to be in the air handling system and we also have some moisture barrier issues. We are moving forward and are on track with solving it this time for about $20,000.

5. Update on 82nd and Simms Status
Mr. Miles reported that he met with the chair of the church construction group and they are down to three options for their church site. They were to meet last week and make a decision but we have not heard from them yet. If their decision is to remain in the current building they may need to construct another building on the site as well. Mr. Miles stated that we are waiting for their decision.

6. Update on Sign Project
Mr. Miles stated that all District facilities that have typical North Jeffco signs have now been changed over to Apex signs. The cost was approximately $100.00 for 6 signs. Now we are working on the larger signs and the signs that we share with the City. We are currently waiting for estimates from sign companies for the remainder of the signs.

7. Update on Solar Power Contract

Mr. Miles stated that legal counsel has completed reviewing the contract and it has been sent back to Namaste Solar this week. The access from the Federal Government for solar energy credits has been extended for 8 years. Namaste Solar is working on additional bids and we should hear back from them in a couple weeks.

8. After School Program Proposal
Mr. Miles stated that the District has offered after school programs with some of the area middle schools where we go onsite and do some athletic programs. We are trying to get our program into some of the lower income schools but funding is a problem. The schools are looking at grants or scholarship funding to cover our services. Mr. Miles stated that one idea may be to use the funds raised by the Fun Run at the Car show to support this program. The North Jeffco Foundation will also be asked to consider donating to this program. In Spring of 2009 this program will be offered one day per month and if it is successful then Fall of 2009 we would like to expand to 2-3 days a week. This would meet our objective of creating services for this age group. There is a possibility that when we expand in the fall it may become a deficit program. One day a month is what is currently being done and we are proposing to go in 2-3 days a week to provide more opportunities for these kids. There will be some kids that cannot afford to pay the daily rate and then we will need a subsidy. Board discussion ensued concerning the need for this program and the best way to work with the schools. The potential for a deficit center does exist but it is worth it and in that case we can look at fundraising or sponsors.

a) Colorado Section PGA – Mr. Miles announced that Alan Abrams, Indian Tree Golf Pro, received the Colorado Section PGA Pro of the Year Award for the second year in a row.
b) Ice Arena Sponsor Proposal – Mr. Miles stated that the District has received a proposal to place an ad in the floor pads in the ice arena entry area for $1800. This type of sponsorship will be considered.
c) Pool safety – Mr. Miles stated that the NRPA has recently informed us of the federally mandated Virginia Graham Baker Act regarding pool drain issues. This act is a result of the death of Mr. Baker’s niece who was killed due to the suction from a pool drain. The notification states that we must comply by the end of 2008 but there is an issue with obtaining the necessary equipment to be compliant. The District is aware that this can be an issue in some pools but Apex aquatic staff feels that this is not an issue with our pools. Our first concern is the safety issue and the Apex staff is investigating the issue. Until we have the detailed information on what exactly needs to be done to comply we will continue to do everything we can to make sure the pools are safe.
d) Computer breach – Mr. Miles stated that Foothills Park and Recreation’s computer system was hacked earlier this month and credit card information and other personal data was accessed. Foothills P&R uses a different system then we do and we do not feel that there is an imminent threat to us but we are reviewing our security system. The District’s system already has several security measures in place and our database support company is working on another layer of security. One option the District is considering is offsite credit card information storage. When we upgrade we may implement that system. Don Tuchband, the District’s MIS Director, is very diligent and he will keep us on top of things.
e) Current levels of golf play in the country – Mr. Miles handed out information detailing comparisons of golf rounds played across the nation. Overall the industry is struggling. The Denver area overall is down 6% while Indian Tree is down only 2%. One reason for the decrease may be the number of courses that are being built.
f) Year-to-date budget summary – Mr. Miles stated that the year-to-date budget summary shows nothing out of the ordinary. Due to staff efforts we are right on track with the budget.

Director Humrich reported that the City’s Capital Improvement Project Committee has made their report to City Council. Board discussion ensued concerning city projects such as Stenger restrooms and irrigation system.

President Whitfield reported on the AURA meeting. Committee meeting discussions concerning the Urban Renewal Area included traffic, Red Rocks location of an OSHA training center, local residents idea of what the area should look like, and whether or not the Garrison facility should have a pool. These initial discussions will assist in formulating a plan for the area. President Whitfield asked for input from the board concerning this area.

Director Humrich reported on his experience at the CPRA Conference. He commented that it was worthwhile and he came away from the conference with many good ideas.

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

President Whitfield adjourned the meeting at 8:03 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Lee Humrich, Secretary/Treasurer