December 11, 2008 Board of Director Meeting Minutes

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

BOARD OF DIRECTORS
December 11, 2008
CALL TO ORDER

President Jim Whitfield called the December 11, 2008 meeting of the Board of Directors of Apex Park and Recreation District to order at 7:03 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Susan Miller, Jeff Glenn and Ken Harrell. Lee Humrich arrived at 7:22 p.m. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.

APPROVAL OF MINUTES OF NOVEMBER 6, 2008
MOTION: Director Harrell moved for approval of the Minutes of November 6, 2008, as presented. Director Miller seconded. Motion passed unanimously.

APPROVAL OF MINUTES OF DECEMBER 4, 2008
MOTION: Director Glenn moved for approval of the Minutes of December 4, 2008, as presented. Director Miller seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. Consideration of Resolutions APRD2008-11, APRD2008-12, APRD2008-13 and APRD2008-14 for Budgetary Transfers for 2008
Gary Higbee, Chief Finance Officer of the District, reviewed the Resolutions with the board. Mr. Higbee noted the various reasons these resolutions were prepared. APRD2008-11 authorizes the transfer of $229,310 from the General Operating Fund to the Golf Fund.

MOTION: Director Glenn moved for approval of Resolution APRD2008-11 for Budgetary Transfers for Fiscal Year 2008 authorizing the increase of the 2008 appropriation for the General Operating Fund budget by $211,757 for the purposes of reducing miscellaneous operating expenditures by $17,553 and authorizing the transfer from the General Operating Fund to the Golf Fund of $229,310 for a total budget of $6,169,470. Director Harrell seconded. Motion passed unanimously.

Mr. Higbee stated that APRD2008-12 authorizes the increase in Capital Projects Fund for Capital Purchases and Replacements by $737,317. This is due to some projects that were carried over from 2007 combined with some grants that were not anticipated so the district had the opportunity to do more projects than originally planned.

MOTION: Director Miller moved for approval of Resolution APRD2008-12 for Budgetary Transfers for Fiscal Year 2008 authorizing the increase of the 2008 appropriation for the Capital Projects Fund by $737,317 for the purpose of capital purchases and replacements including grants for a total budget of 1,312,468. Director Glenn seconded. Motion passed unanimously.
Mr. Higbee stated that APRD2008-13 increases the Apex Fund budget for operating expenditures by $106,205. This is due to the increase of costs of operating the Apex Center, primarily energy costs.

MOTION: Director Harrell moved for approval of Resolution APRD2008-13 for Budgetary Transfers for Fiscal Year 2008 authorizing the increase of the 2008 appropriation for the Apex Fund by $106,205 for the purposes of operating expenditures for a total budget of $3,684,434. Director Miller seconded. Motion passed unanimously.
Mr. Higbee stated that APRD2008-14 increases the Golf Fund budget for operating expenditures by $70,590. This increase is due to the rise in utility and gasoline costs.

MOTION: Director Glenn moved for approval of Resolution APRD2008-14 for Budgetary Transfers for Fiscal Year 2008 authorizing the increase of the 2008 appropriation for the Golf Fund by $70,590 for the purposes of operating expenditures for a total budget of $2,002,218. Director Harrell seconded. Motion passed unanimously.

2. Consideration of Resolution APRD2008-15 to Adopt 2009 Budget:
Mr. Higbee reviewed the Resolution and Certifications of Tax Levies with the board. Mr. Higbee noted that the 2009 budget reflects general fund revenues up $6,000 and operating costs up $180,000. Mr. Miles stated that due to the economy Finance will do month to month monitoring of division budgets and there may be some minor budget cuts on a monthly basis. The trend we are starting to see is revenue is down and costs are up. Board discussion ensued concerning the economy and the affect on the Park and Recreation business. Mr. Miles stated that the District is not faced with cutting positions or services yet but if things continue with a down turn we will have to look at service cuts. Mr. Higbee stated that the mill levy is flat so there is not much growth going on within the District.

MOTION: Director Humrich moved for approval of Resolution APRD2008-15 to adopt the 2009 budget to a sum of $15,778,239; to certify setting the 2009 refund/abatement mill levy at 0.226 and setting the 2009 debt service mill levy at 1.647 mills for assessment of all taxable property within the area of the City and County of Broomfield encompassed by the district; to certify setting the 2009 operating mill levy at 3.644 mills, with 0.054 mills for refund/abatement purposes, and setting the 2009 debt service mill levy at 1.647 mills for assessment of all taxable property within the area of Jefferson County encompassed by the district; to adopt appropriate sums of money to a sum of $15,778,239. Director Harrell seconded. Motion passed unanimously.

3. Proposal for Stenger Restroom Funding
Mike Miles, Executive Director, stated that the City of Arvada has approved $700,000 in funding for restrooms at Stenger Sports Complex but needs another $300,000 to complete a central facility and two outlying facilities. Mr. Miles recommended that the District allocate $100,000 from the Park Fund to contribute to the $300,000 that is still needed at this time. Gordon Reusink, Director of Parks, Golf and Hospitality Services for the City of Arvada, was present in the audience and answered questions from the board concerning the facilities and amenities. Mr. Reusink stated that the central facility will include a concession stand and the timing of the project is to begin as soon as the funding is set. The board asked Mr. Reusink if there were other options for the additional funding. Mr. Reusink stated that there will be a funding request from AURA. Director Harrell suggested that the Arvada/Edge Soccer Association should also be contacted about contributing funds. Board discussion continued concerning the number of people that visit the Stenger Sports Complex each year and the need for permanent restrooms. Director Harrell commended the City for approving funds for this project that is long overdue.

MOTION: Director Harrell moved to allocate $100,000 from the District’s Park Fund to contribute to the restroom project at Stenger Sports Complex. Director Glenn seconded. Motion passed unanimously.

4. Consideration of Intergovernmental Agreements with City of Arvada
Mr. Miles stated that we have two Intergovernmental Agreements with the City of Arvada to consider. The first is the lease of City owned properties that the District operates and maintains for recreational purposes. The properties include the Arvada Tennis Center, George Meyers Pool and Lake Arbor Community Center. Mr. Miles stated that there is no lease cost to the District under this agreement other than operational and maintenance expenses.

MOTION: Director Humrich moved to approve the Intergovernmental Agreement providing for lease of properties for recreational purposes from the City of Arvada to the Apex Park and Recreation District. Director Miller seconded. Motion passed unanimously.
Mr. Miles stated that this Intergovernmental Agreement provides for park maintenance and facility landscaping services by the City for District owned parks and facilities not subject to full use leases such as North Table Mountain Park and Apple Meadows Park to name a couple. The District will reimburse the City for maintenance services.

MOTION: Director Miller moved to approve the Intergovernmental Agreement providing for park maintenance and facility landscaping services by and between the City of Arvada and the Apex Park and Recreation District. Director Glenn seconded. Motion passed unanimously.

5. Consideration of Resolution APRD2008-16 – Request and Certification of Expenditure of Monies Paid in Lieu of Dedication of Land for Park
Mr. Miles stated that the requests for expenditures of monies paid in lieu of dedication of park land are for the following purposes to supplement capital maintenance dollars and grant money received from OSAC: 1) $7,000 to be used for the development of a parking lot at Long Lake Ranch Regional Park, Located at 17850 W 64th Avenue, Arvada, Colorado; and 2) $25,000 for the addition of covers to the existing sixteen dugouts at Harold D. Lutz Sports Complex, located at approximately West 58th Avenue and Miller Street, Arvada, Colorado.

MOTION: Director Harrell moved for the approval of Resolution APRD2008 16, Request and Certification of Expenditure of Monies Paid in Lieu of Dedication of Land for Park Sites for a total of $25,000 for use at Long Lake Ranch Regional Park and Harold D. Lutz Sports Complex. Director Glenn seconded. Motion passed unanimously.

6. 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. We also have the option of placing this system at Indian Tree and the Community Center but there is an issue at the Community Center because they do not have a DSL line. Board discussion ensued concerning the type and control of advertising and the option of selling our own advertising. Mr. Miles stated that this is an option to advertise our programs along with other businesses and that we would have limited approval over the outside advertising. Mr. Miles also stated that Foothills Park and Recreation has had this system for awhile and is happy with it. Board consensus was that this is a good idea and we should give it a try for a year.

MOTION: Director Harrell moved to install the Sports Display Information Center at the Apex for a period of one year. Director Glenn seconded. Director Humrich opposed. Motion passed by a vote of four in favor, with one opposed.

7. Set 2009 Board Meeting Schedule
Mr. Miles asked the board if they wanted to continue with the first and third Thursdays through 2009 for the regularly scheduled board meetings. Board Discussion ensued concerning schedules. Board consensus was to go with the first and third Thursdays at 6:30.

8. Discussion on January 1, 2009 Board Meeting
Mr. Miles recommended that the board cancel the January 1, 2009 board meeting since it is a holiday and there are currently no items for the agenda.

MOTION: Director Humrich moved for cancellation of the January 1, 2009 board meeting. Director Miller seconded. Motion passed unanimously.

9. Cancellation of the December 18, 2008 Board Meeting
Mr. Miles recommended canceling the December 18, 2008 board meeting since there are currently no items for the agenda.

MOTION: Director Glenn moved for cancellation of the December 18, 2008 board meeting. Director Miller seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT
a) Foundation Coffee Mornings – The North Jeffco Foundation has approved coffee mornings at three facilities, the Community Center, Indian Tree and Apex, one morning a month. The Foundation will provide the coffee and members will drop by to visit with residents and guests. Mr. Miles will provide the board with a schedule.
b) APAC – APRD Master Plan – The City of Arvada would like to proceed with a meeting with the Arvada Parks Advisory Committee concerning Apex Park and Recreation Districts Master Plan.
c) Foothills Pool Roof Problem – Foothills is also having roof problems similar to ours but they do have a different contractor and architect. Our latest fix seems to be holding but we still have an air pressure issue. If we change the air pressure it changes the pressure in the entire building causing the building to get cold. It will cost $12,000 to repair all the sky lights and if this doesn’t work we may have to replace all of them.
d) GOCO Grant – The Great Outdoor Colorado grant will be used for Garrison Street. We don’t know what the limit is yet but we will apply in the spring. In the fall we will apply to OSAC for additional grant funds.
e) The Virginia Graham Baker Act goes into effect on 12/19/08. Pools that have single drains must have a special drain cover installed by 12/19/08. None of the Districts pools have single drains. We have done our due diligence but the drain covers are just not available yet.
f) Terrace Park water rights – The District owns water rights at Terrace Park. This park was deeded to the City of Arvada several years ago but the District retained the water rights. Staff recommendation is to sell the water rights which are worth around $30,000.
g) Next Tuesday, December 16, City Council member Lorraine Anderson is hosting an open house at the old Arvada Library concerning urban renewal projects and the Garrison Street project.
h) The Community Awareness Committee met this week and discussed utilizing electronic methods such as the internet, You Tube, My Space, etc. to market District programs.

BOARD MEMBER REPORTS

Director Humrich stated that some District employees have recently achieved various awards and should be recognized in some way. Mr. Miles stated that achievements and awards will be posted on the Districts website. Board discussion ensued concerning how to best recognize these individuals.
Director Glenn asked the board to consider renaming the Indian Tree Restaurant and marketing it as a destination restaurant, not just a golf course restaurant. Board discussion ensued concerning the pros and cons of achieving and maintaining an upscale restaurant. Board consensus was that Indian Tree has an excellent golf course grill and efforts should go towards improving on the golf course grill aspect.
Director Humrich stated that there is a tremendous need at the Arvada Food Bank this year. The Food Bank is trying to raise $350,000 to move to the old Arvada Library. Director Humrich proposed that employees be given an opportunity to donate to this fund. Mr. Miles stated that the District could include that option with the two annual food drives that the District sponsors every year.

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

President Whitfield adjourned the meeting at 8:30 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Lee Humrich, Secretary/Treasurer