April 16, 2009 Board of Director Meeting Minutes

BOARD OF DIRECTORS
APRIL 16, 2009
CALL TO ORDER

President Jim Whitfield called the April 16, 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.

ABSENCE EXCUSED

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

APPROVAL OF MINUTES OF MARCH 19, 2009
MOTION: Director Miller moved for approval of the Minutes of March 19, 2009, as presented. Director Glenn seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. Consideration of Resolution APRD2009-10 – For Budgetary Transfers
Gary Higbee, Chief Financial Officer, stated that last year the District refunded some obligation bonds that will save the District money. This budgetary transfer will be used to pay down the bonds.

MOTION: Director Humrich moved for approval of Resolution APRD2009-10 for Budgetary Transfers for Fiscal Year 2008 amending the 2008 appropriation for the Debt Fund for the purposes of increasing Bond payments of $9,517,350. Director Glenn seconded. Motion passed unanimously.

2. Consideration of Resolution APRD2009-11 – For Budgetary Transfers
Mr. Higbee stated that this amends the golf course budget primarily because the restaurant and pro shop had more expenses and brought in more revenue in 2008 than projected. These are regular housekeeping adjustments that are done to balance the 2008 Budget.

MOTION: Director Glenn moved for approval of Resolution APRD2009-11 for Budgetary Transfers for Fiscal Year 2008 amending the 2008 appropriation for the Golf Fund for the purposes of increasing operating expenses of $151,832. Director Miller seconded. Motion passed unanimously.

3. Golf Revenue Bond Discussion
Mr. Higbee stated that this is to inform the board that the balance on the Golf Revenue Bonds right now is about $615,000 with an interest rate of 7%. One option is to pay them off, the other option is to refinance at a rate of 3.35% at the same term. If the District refinances, the District would have a net savings of approximately $48,000 over what could be made on the interest earnings. Mr. Higbee stated that we need to look at our finances and the economy to determine if we should pay them off or not. If we pay off the bonds and do not refinance, the cost savings will be approximately $137,968 and the net savings will be approximately $100,000 over what the District would earn in interest over the next five years. In response to questions from the board Mr. Higbee stated that the excess revenues from 2008 may cover the pay off amount and that staff’s preference is to pay them off if the final numbers look good. Board discussion continued. Mr. Miles stated that the board would need to make a decision on this in May. Board consensus was to pay the bonds off.

4. Consideration of Resolution APRD2009-09 – Support of the Regional Transportation District to Proceed with the EAGLE P3 Project
Mr. Miles stated that this item is related to a request from the City or Arvada to support this issue with a resolution from our board of directors. This states that we support RTD to proceed with the EAGLE P3 Project. Board discussion ensued.
MOTION: Director Humrich moved for approval of Resolution APRD2009-09, stating the complete support of the Board of Directors of Apex Park and Recreation District of the Regional Transportation District to Proceed with the EAGLE P3 Project. Director Miller seconded. Motion passed unanimously.

5. Review of District Personnel Policy
Mr. Miles stated that this item is a recommendation as a change to our existing personnel policy to add a drug testing policy. This includes a probable cause and a random testing. Mr. Miles added that this policy recommends that on a quarterly basis 5-10 employees will be chosen randomly to submit to testing at a cost of about $3000-$5000 a year. New hires will also be tested. This will help ensure a drug free workplace. Board discussion ensued. In response to questions from the board Mr. Miles stated that positive results will subject the employee to disciplinary action, up to and including discharge from employment. Just the fact that we inform new hires that they may be drug tested will deter drug abusers from applying. Board consensus was to table this decision until the next board meeting. President Whitfield asked for information on how this compares to other Park and Recreation District’s policies.

MOTION: Director Glenn moved to table the decision on the District’s Drug Policy to the next board meeting. Director Miller seconded. Motion passed unanimously.

6. Draft Master Plan Presentation Preview
Mr. Miles stated that in the board packet is an outline of the Master Plan Presentation. Mr. Miles then showed the power point presentation to the board. Board discussion ensued concerning the presentation.

EXECUTIVE DIRECTOR REPORT
a) US Army Promotional Issue – the Army is interested in purchasing dasher board space. Board consensus was that this is acceptable as long as they are not recruiting.
b) Long Lake Ranch Closure 5/11-5/13 – Closing for resurfacing of the entryway road. The city will be doing the work.
c) Garrison Site Tree – On the corner next to the Cattleman’s building is a very large half dead elm tree that will be removed.
d) Apex Roof Update – Still not fixed. The heat tape did not work. Things are improved but it is still not sealed. Removing the skylights will cost about $80,000. We have spent about $18,000 trying to fix them.
e) Energy update – We are moving forward with the DOE on this project. We have 3 other entities that are joining us and will review the process with the DOE. Justin Howe, Apex Building Engineer, is doing a great job with this.
f) Ralston House – Board discussion ensued concerning a donation to the fundraising event. The board asked for more information on the levels of sponsorship.
g) District Audit – The 2008 Audit is complete. There was an inventory control issue based on the computer change but all operations are doing just fine.
h) Making a Difference article – This is a program that collects sports equipment, new and used, to distribute to kids in Africa. Justin Maillet, Apex Center Assistant Manager, volunteered to organize the collection of equipment. This will be similar to the food drive.

BOARD MEMBER REPORTS

Director Miller informed the board that she will not be at the May 7 meeting.

Director Humrich asked for clarification on board members attending public meetings and whether or not it has to be posted.

Director Humrich reported that the Arvada Food Bank has raised $266,000 of the $300,000 goal. They have a Golf Tournament and other fundraisers planned to raise money.

Director Humrich attended the coffee at the Community Center and commented on the Foundation brochure.

President Whitfield reported on the Roundtable Breakfast and stated that they talked about making the Harvest Festival Parade bigger and including a band competition. Some concerns were raised about the congestion in the neighborhoods on that day.

President Whitfield reported on the Ralston Fields meeting.

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

President Whitfield adjourned the meeting at 8:28 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Lee Humrich, Secretary/Treasurer