January 15, 2009 Board of Director Meeting Minutes
BOARD OF DIRECTORS
January 15, 2009
CALL TO ORDER
Vice President Susan Miller called the January 15, 2009 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:30 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Susan Miller, Lee Humrich, Ken Harrell and Jeff Glenn. Jim Whitfield was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.
MOTION: Director Humrich moved for the absence of President Whitfield to be excused due to advance notice to the board. Director Glenn seconded. Motion passed unanimously.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Mike Miles, Executive Director, asked the board to consider the addition of an Executive Session after Board Member Reports to discuss a personnel matter pursuant to §24-6-402(4)(f), C.R.S.
MOTION: Director Humrich moved to add the Executive Session after Board Member Reports to discuss a personnel matter pursuant to §24-6-402(4)(f), C.R.S., with the remainder of the Agenda approved as posted. Director Glenn seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF DECEMBER 11, 2008
MOTION: Director Glenn moved for approval of the Minutes of December 11, 2008, as presented. Director Harrell seconded. Motion passed unanimously.
PUBLIC INPUT – There was no public input
1. Eckhardt Center Facility Update
Mr. Miles introduced Creg Hughes from the Christ Community Covenant Church to update the board on the status of the Church at 82nd and Simms. Mr. Hughes addressed the board and stated that he is the Church Council Chair and is in charge of the Church Council and Board. Mr. Hughes stated that at the end of 2007 they were in the 6th year of the project. They had purchased property in Westminster, plans were developed and they were working with the City of Westminster on permits. Costs were escalating rapidly in 2007 and the ability to gain debt to cover expenses was going to be difficult. They were in negotiations with 3 different lending institutions. Due to the economy and rising costs they determined that they would sell half the property to fund the development of the other half. The permitting process is so long and tedious that they did not want to start over. So they put half the property up for sale, had a contract and as the purchaser started their process in the beginning of 2008 the economy took a plunge and the buyer withdrew the contract. Mr. Hughes stated that the Church is in an incredible dilemma, with no future home at this point. They are currently in a state of reassessment. One option is to sell the entire property and rent store front property. Nothing has been decided but different options are being looked at. The ability for the Church to incur debt has been minimized greatly. Mr. Hughes stated that his purpose tonight is to bring the board up to speed on their situation and to propose that the board consider either extending the lease or create a new lease to go forward. Selling their property could take a minimum of 18 months so they are asking for at least a 2 year lease extension at this time. Mr. Hughes added that they are taking good care of the property while they are renting it. The current lease will expire the end of March, 2009 and the Church has no definite plans since the buyer of their property terminated their contract in early December. The board questioned Mr. Hughes on the other options that the Church has looked into. Mr. Hughes stated that their preference would be to move into a store front but funding that might be difficult because of the lending situation. He then stated that if they are not allowed to remain at 82nd and Simms they may not have anywhere else to go. The board thanked Mr. Hughes for attending the meeting.
2. Consideration of an Intergovernmental Agreement for Athletic Field Programming and Maintenance with City of Arvada
Mr. Miles stated that this is the final IGA to be approved. This IGA was discussed at a previous board meeting and there are no significant changes from the draft IGA. Mr. Miles added that both the District and the City are comfortable with this IGA and staff recommendation is to approve. Board discussion ensued concerning the term of this IGA and the verbal agreement that the District has been operating under with the City for the past several years.
MOTION: Director Harrell moved to approve the Intergovernmental Agreement for Athletic Field Programming and Maintenance with the City of Arvada. Director Humrich seconded. Motion passed unanimously.
3. Consideration of Resolution APRD2009-04 – Request and Certification of Expenditure of Monies Paid in Lieu of Dedication of Land for Park Sites
Mr. Miles stated this resolution supports the motion from the December 11, 2008 board meeting approving $100,000 from Park Fund monies to be used for the construction of permanent restrooms at Stenger Sports Complex, located at approximately West 58th Avenue and Miller Street, Arvada, Colorado. This resolution is required and will be submitted to the county to receive the funds.
MOTION: Director Harrell moved for approval of Resolution APRD2009-04 – Request and Certification of Expenditure of Monies Paid in Lieu of Dedication of Land for Park Sites for $100,000 to be used for the construction of permanent restrooms at Stenger Soccer Complex, located at approximately West 58th Avenue and Miller Street, Arvada, Colorado. Director Glenn seconded. Motion passed unanimously.
4. Terrace Park Water Shares
Mr. Miles explained that these are water shares that the District owns but does not use. Years ago when the park was deeded to the City the District kept the water rights. Mr. Miles stated that the problem is that the water cannot be diverted to any District facility, or stored, or traded for water the District can access. So the District pays the ditch fees on water that is not being used. The City is interested in buying the shares and we would sell them at market rates. Board discussion ensued.
MOTION: Director Glenn moved to sell the Terrace Park Water Shares to the City of Arvada at Market Rates. Director Humrich seconded. Motion passed unanimously.
5. Scholarship Proposal
Mr. Miles stated that throughout the District, over many years, each facility was handling their scholarship process differently. There were no guidelines or tracking of the scholarships. This proposal was created by staff and is an effort to make the process consistent across the District that all facilities will follow. In response to questions from the board Mr. Miles stated that the purpose of the scholarship is not to give money away but to allow a participant that could not pay the full price for a program to pay a discounted fee instead of being turned away. Mr. Miles stated that it is estimated that the District has been allowing between $8,000 and $10,000 in scholarships per year. A number of the requests are for the summer camps from families that have multiple kids in the program. Mr. Miles added that this proposed process will be a better method to track the scholarships. Board discussion continued concerning advertising the scholarships, the amount allowed for scholarships, how to ensure the program is not taken advantage of, and limiting, facilitating and tracking the scholarships. Mr. Miles explained that the scholarships will be approved by facility managers and tracked on Rec-Trac to monitor family usage. Director Harrell suggested that we reevaluate this program after one year to see the level of usage and the amount of scholarships that were approved.
MOTION: Director Harrell moved to approve the Scholarship Proposal as presented with guidelines for a period of one year. Director Glenn seconded. Motion passed unanimously.
6. Apex Center Friday Operational Hours
Terry Goldwater, Apex Center Manager, stated that the Apex had a teen center for the first year and a half after the Center opened which was very popular and at that time the Center was packed on Friday evenings. When the teen center closed due to participant problems the usage on Friday evenings dropped off. Over the past two years Friday night usage has been very light with only an average of 12 users on Fridays from 8:00-10:00 pm. Ms. Goldwater stated that basically, staff recommendation is to close at 9:00 pm on Fridays instead of 10:00 pm and the pool will close at 8:30 pm. The Apex already closes at 9:00 pm on Fridays during the summer months. Ms. Goldwater stated that this is one way to cut expenses with minimal impact to the members. Director Miller asked if there are people that are regulars at that time on Fridays that would be upset with the change. Ms. Goldwater stated she would look into that. Director Humrich suggested notifying users so they have plenty of time to adjust their schedules.
MOTION: Director Harrell moved to approve the proposed Friday night operating hours change at the Apex Center to 9:00 pm on Fridays, with the pool closing at 8:30 pm, year round beginning March 1, 2009. Director Humrich seconded. Motion passed unanimously.
7. North Jeffco Park Name Change
Mr. Miles stated that the board should consider changing the name of the North Jeffco Park because North Jeffco is no longer the name of the District. One possibility is to rename it Fisher Park in honor of the Fisher Pool. Board discussion ensued concerning different name options for the park.
MOTION: Director Harrell moved to table this agenda item to next month. Director Glenn seconded. Motion passed unanimously.
8. Consideration of Resolution APRD2009-01 for Designating Location to Post 24 Hour (Agenda) Notice
MOTION: Director Humrich moved for the approval of Resolution APRD2009 01, 24-Hour Agenda Notice Posting, designating the Apex Center at 13150 W. 72nd Avenue, Arvada, as the official location for posting 24-hour Agenda Notices. Director Glenn seconded. Motion passed unanimously.
9. Consideration of Resolution APRD2009-02 for Posting Locations of Notice of Board Meetings for 2009
MOTION: Director Humrich moved for the approval of Resolution APRD2009 02, setting forth the Posting Locations of Notices of Board Meetings to be the Jefferson County Clerk and Recorder’s Office, Indian Tree Golf Course, Apex Community Recreation Center, and Apex Center. Director Glenn seconded. Motion passed unanimously.
10. Consideration of Resolution APRD2009-03 to Set Day of Month, Time and Location of 2009 Regular Board Meetings
MOTION: Director Humrich moved for the approval of Resolution APRD2009 03 setting the days, time and location of the 2009 regular board meetings to be the first and third Thursday of each month at 6:30 p.m., at the Apex Center. Director Glenn seconded. Motion passed unanimously.
EXECUTIVE DIRECTOR REPORT
a) Garrison Street – Corp of Engineers have increased the flood way areaat Garrison Street. Once we get the new boundaries we will go back to Barker Rinker Seacat to revise the plans. Marshall Masek and I will be finalizing the process with GOCO over the next 6 weeks. We have a deadline in March for GOCO.
b) Sports Digital Network – When we received the final contract they had added a piece concerning onsite product demonstrations and giveaways. Mr. Miles stated that we will not do this so they dropped it from the contract. We will have 2 monitors here at the Apex and one at Indian Tree probably in 40-60 days. Apex will receive $1,000 per year and Indian Tree will receive $1,000.
c) Recreation Roundup Newsletters – Newsletters will be mailed to all households in the spring. The fall mailing will be by e-mail only with newsletters available in all facilities. This will be a pretty significant savings on mailing and printing.
d) 15 Year Master Plan – The Arvada Parks Advisory Committee would like to discuss our 15 year Master Plan. This will need to be done in February because the 15 Year Master Plan must be submitted in the packet to GOCO in March.
BOARD MEMBER REPORTS
Director Humrich addressed the Director’s attendance at the Arvada Parks Advisory Committee meetings and made a recommendation that we schedule directors to attend on a monthly basis. The initial plan was to have the Directors rotate attendance. Director Miller stated that she has it on her calendar to attend in February. Director Humrich suggested that the Directors bring their calendars to the next board meeting so Directors can schedule the meetings.
Director Glenn announced that North Jefferson Junior baseball has a new president, Scott Winter.
Director Humrich stated that the after prom events at the Apex Center are great.
BREAK – At 7:37 p.m., Vice President Miller called for a 5-minute break prior to resuming the board meeting in executive session.
MOTION: Director Glenn moved to go into executive session pursuant to §24-6-402(4)(f), C.R.S., to discuss personnel matters. Director Harrell seconded. Motion passed unanimously.
The meeting resumed in executive session at 7:45 p.m.
MOTION: Director Glenn moved to go out of executive session. Director Harrell seconded. Motion passed unanimously.
The open meeting resumed at 8:00 p.m.
MOTION: Director Humrich moved that the meeting be adjourned. Director Glenn seconded. Motion passed unanimously.
Vice President Miller adjourned the meeting at 8:02 p.m.
Luann Levine, Recording Secretary
Lee Humrich, Secretary/Treasurer