February 19, 2009 Board of Director Meeting Minutes

Board of Directors Wide

February 19, 2009

President Jim Whitfield called the February 19, 2009 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:33 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 Susan Miller. Ken Harrell was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.


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


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

MOTION: Director Miller moved for approval of the Minutes of February 5, 2009, as presented. Director Humrich seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. Master Plan Review and Discussion
Mike Miles, Executive Director stated that we need to proceed with approval of our Master Plan in the next few months because it is included in our CAFR plan. Mr. Miles noted that the proposed Master Plan was shared with the Arvada Park Advisory Committee and they did not suggest any changes. Mr. Miles then stated that after conversations with District staff and City staff it has been established that our priority project is Garrison Street. Mr. Miles handed out a revised 15 year Master Plan to the board. Garrison Street and Lutz remain in the first 5-year phase, 2009-2013. The second 5-year phase, 2014-2018, includes the East Side Rec Center as a priority, the second phase of the Garrison Street project, Apex upgrades and North Table Mountain Park rehabilitation. The third 5-year phase, 2019-2023, includes the O’Kane site projects, Tennis Center courts project, Long Lake Ranch master plan implementation and Meyers Pool replacement. Board discussion ensued concerning the planned Tennis Center improvements. Mr. Miles stated that a decision tonight should include which projects should be in which phase. In the coming months we will do community meetings for community input. Board discussion continued regarding the estimated cost of each project and the need to go to the voters to fund some of these projects. Mr. Miles asked the board for their input regarding the sequence, priority and timing of the projects on the revised list. Director Miller expressed her concern about having both Garrison and Lutz in the first 5 year period and if that would be too much to accomplish at the same time. Board discussion continued concerning the details of Stenger improvements, North Table Mountain Park rehabilitation and the Long Lake Ranch Master Plan. Board consensus was to move forward with the revised Master Plan as presented.

2. Consideration of Resolution APRD2009-08 – Supporting a Great Outdoors Colorado Planning Grant Request
Mr. Miles stated that this resolution supports a Great Outdoors Colorado grant request for the North Jeffco Park site plan. Marshall Masek, Director of District Services, has put this grant together after meeting with City engineers and learning that we do not need any development funds so we will apply for this GOCO planning grant. Mr. Miles stated that this will allow us to hire someone to do the master plan for the park site. Barker Rinker Seacat has given us an overall footprint of the site but we need a more detailed plan. We are asking GOCO for $26,417 with a total project cost of $67,652.

MOTION: Director Humrich moved for approval of Resolution APRD2009-08, stating the complete support of the Board of Directors of Apex Park and Recreation District for a Great Outdoors Colorado Spring 2009 Planning Grant Request for the North Jeffco Park Site Plan. Director Glenn seconded. Motion passed unanimously.

3. North Jeffco Finance Corporation Dissolution
Mr. Miles stated that this corporation was formed in 1989 prior to hiring our current legal counsel. One possible reason this corporation was formed was to acquire property that the District would then lease from the corporation. We think the corporation was never used and will probably not be used in the future. Mr. Miles noted that the District pays a minimal yearly fee to keep this entity alive.

MOTION: Director Glenn moved to dissolve the North Jeffco Finance Corporation. Director Miller seconded. Motion passed unanimously.

a) The Apex roof is finished but there is still moisture penetration in the roof. We suspect it is condensation but are not sure. The problem is the condensation will rust the roof. President Whitfield suggested a procedure with heat tape and Mr. Miles said they would try it.
b) Barker Rinker Seacat hosted an energy seminar this past week which Justin Howe attended and toured a number of facilities.
c) The January 2009 budget comparison to January of 2008 showed that expenses were up by 12% and revenue was down 42%. Staff has been instructed to make 5% budget cuts by March. The golf course revenue is up because there has not been much snow this winter.
d) The indoor turf at Garrison Street needs to be replaced. We have held off replacing the turf for the past 2 years because of the plans for the new facility. Unfortunately it is to a point that we cannot put it off any longer. The problem is if we replace it now we will then have to move it to the new facility which will be an added expense. We will be making that decision in the next couple weeks.

President Whitfield commented on Mr. Loveridge’s letter in the Arvada Press.

BREAK – At 7:22 p.m., President Whitfield called for a 5-minute break prior to resuming the board meeting in executive session.

MOTION: Director Humrich moved to go into executive session pursuant to §24-6-402(4)(e), C.R.S., to determine positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators. Director Miller seconded. Motion passed unanimously.

The meeting resumed in executive session at 7:27 p.m.

MOTION: Director Miller moved to go out of executive session. Director Glenn seconded. Motion passed unanimously.

The open meeting resumed at 7:37 p.m.

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

President Whitfield adjourned the meeting at 7:38 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Lee Humrich, Secretary/Treasurer