November 6, 2008 Board of Director Meeting Minutes

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

BOARD OF DIRECTORS
November 6, 2008
CALL TO ORDER

President Jim Whitfield called the November 6, 2008 meeting of the Board of Directors of Apex Park and Recreation District to order at 7:01 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Lee Humrich and Susan Miller. Jeff Glenn and Ken Harrell were absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.

ABSENCE EXCUSED

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

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

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

APPROVAL OF MINUTES OF OCTOBER 16, 2008
MOTION: Director Humrich moved for approval of the Minutes of October 16, 2008, as presented. Director Miller seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. 2009 Budget Public Hearing
At 7:02 p.m., President Whitfield opened the public hearing on the 2009 Proposed Budget. A notice of the budget public hearing was published in the Golden Transcript on October 30, 2008, pursuant to §29-1-106 of the Colorado Revised Statutes.
Overview of 2009 Budget: Mike Miles, Executive Director, stated that this is an annual procedure and is a required public hearing based on state statutes. Mr. Miles asked the board if there were any questions or any changes they would like to make concerning the budget. The board did not have any concerns or questions at this time. The board will approve the final budget at the next board meeting on December 11, 2008.
A) Public Input on Proposed 2009 Budget – There was no public input.

President Whitfield closed the public hearing at 7:03 p.m.

2. 2008 Accomplishments
Mr. Miles stated that he would like to share with the board the many different District achievements and projects that the divisions have added or increased in 2008 and the significant effort that was involved. Mr. Miles added that given the state of the economy more people will stay and recreate with us instead of traveling which was evident at our Halloween parties where attendance was up. People are staying close to home and taking advantage of opportunities in the community. Our Pilates and Cycle classes are growing along with other programs. Board discussion continued concerning the new programming areas and minimum requirements for new programs.

3. Apex All Facility Access Pass
Mr. Miles stated that the Apex District All Facility Access Pass is a new concept that is being considered because there have been several requests from guests for this type of pass. This pass would allow the pass holder access to specific District facilities and programs. Staff has put together a proposal for the board’s approval. Mr. Miles asked the board for feedback and in response to questions from the board Mr. Miles stated that staff anticipates selling 50 or less such passes. Board discussion ensued concerning the allocation of the fees and the option of charging fees in full or monthly automatic payments. Discussion continued concerning the pass discount.

MOTION: Director Humrich moved to approve the Apex District All Facility Access Pass as presented. Director Miller seconded. Motion passed unanimously.

4. IGA Drafts
Mr. Miles stated that the District is working with the City of Arvada on 4 Intergovernmental Agreements. Athletic Field Programming and Maintenance, Lease of Properties, Park Maintenance and Facility Landscaping Services, and Stormwater Discharges. Mr. Miles explained that the Athletic Field Programming and Maintenance IGA has not been finalized but the other three are ready to be approved. Board discussion ensued. President Whitfield stated that he would like to postpone approving so the board has more time to look at these IGAs and until all four are ready for approval. Mr. Miles stated that the IGAs should all be ready for approval at the December 11th meeting.

5. Sports Display Network Advertising Proposal
Mr. Miles stated that this proposal from Sports Display Network Advertising offers a 42 inch flat screen monitor that is divided into two sections. One section will display facility events, promotions and any other information that is beneficial to the facility and its members. The other section will display pre-screened local advertising sold by Sports Display Digital. Mr. Miles stated that this system has been placed at Foothills Park and Recreation and they are very happy with it. Board discussion ensued concerning the decision to start advertising in our facilities and the effectiveness of this concept. Board consensus was to table this decision.

6. Apex Fish Video
The board watched the Fish video presentation that focused on customer service.

7. Cancellation of the November 20, 2008 Board Meeting
Mr. Miles recommended that the board cancel the November 20, 2008 board meeting since there are currently no items for the agenda. Board discussion ensued.

MOTION: Director Miller moved for cancellation of the November 20, 2008 board meeting. Director Humrich seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT
a) Jeremy Quattlebaum will have his certified chef’s license in about 3 weeks.
b) The OSAC grant cycle is coming up and right now the District is looking to apply for this grant to assist with paying for dugout covers at the Lutz Complex. This is approximately a $60,000 project and we could fund our portion with Park Fund dollars, not money out of our operating budget.
c) There have been some parking issues at Long Lake Ranch on Saturdays. People are parking in the roadway and all over causing major problems. We met with City Park staff a couple weeks ago and have come up with a plan to put about 200 additional parking spaces on the north side of the turf fields. We hope to get tailings from the 72nd Street project for this parking lot. The cost will be about $3-5 thousand and we will utilize money from the Park Fund for this project also.
d) Status of 82nd and Simms – We have not heard back from them yet.
e) At next Mondays City Council meeting, City Manager Craig Kocian will propose that the City include the $1 million funding for the Garrison Street project. The City expects to hear in April the timeline for the bridge project.
f) The City of Arvada has approved $700,000 for restrooms at Stenger. $700,000 would cover the central bathroom and they would like to put in 2 outlying bathrooms at $150,000 each. They have asked AURA and Apex PRD for additional cash support. The District has earmarked $500,000 of our Park Fund for the Garrison Street project so there is enough money left to contribute about $100,000 to this project. If we contribute $100,000 and AURA contributes $100,000 it would still be $100,000 short. Board discussion ensued concerning the cost of irrigation improvements at Stenger.
g) Report on Cycling – will take about 2-2.5 years to recover initial expenses which ties in to our pass sales because pass holders get to cycle free. Pilates is doing better, we are about $3,000 from paying that area off and should be able to do that in the next 2-3 months.

BOARD MEMBER REPORTS

Director Miller reported that the North Jeffco Foundation breakfast is next month. Their annual Golf Tournament raised about $29,000.
Director Humrich reported on the Issues Breakfast.
President Whitfield reported on the Ralston Fields meeting. Discussion at the meeting included the need to serve the local area, no height limits to buildings, improvements at Stenger and Lutz, and the need to include two turf fields at Garrison Street to be a draw for major tournaments. President Whitfield continued to discuss the different possible scenarios for the Garrison Street project.

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

President Whitfield adjourned the meeting at 8:17 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Lee Humrich, Secretary/Treasurer