May 7, 2009 Board of Director Meeting Minutes

BOARD OF DIRECTORS
MAY 7, 2009
CALL TO ORDER

Director Lee Humrich called the May 7, 2009 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:41 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Lee Humrich, Jeff Glenn and Ken Harrell. Jim Whitfield and Susan Miller were absent. Jim Whitfield arrived at 7:17 p.m. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.

ABSENCE EXCUSED

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

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

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

APPROVAL OF MINUTES OF APRIL 16, 2009
MOTION: Director Harrell moved for approval of the Minutes of April 16, 2009, as presented. Director Glenn seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. Eagle Scout Presentation – Kyle Tripp
Scout Kyle Tripp was not present.

2. District Personnel Policy
Mr. Miles stated that the board had requested tabling this issue and had asked staff to contact other districts to obtain copies of their employee drug policies. Three other districts responded to our request. The proposed policy, which includes regularly scheduled random testing, is more stringent than the other district’s policies. Random testing would require the District to spend $5,000-$10,000 per year and a program to randomly select employees. Mr. Miles stated that the District has a probable cause testing policy in place now and there have been no instances in the last several years that would have warranted such testing. Board discussion ensued concerning the elements that could be added to the existing policy such as mandatory testing for new hire full time employees. In response to questions from the board Mr. Miles stated that at the present time the District only runs background checks on all new hire employees. The District has 73 full time employees and 700 part time/seasonal employees. Mandatory testing of new hire part time/seasonal employees would be cost prohibitive. Board discussion continued on how strict the policy should be and if the random testing should be scheduled on a monthly or quarterly basis or left flexible. Board consensus was that testing should be done on all new hire full time employees. The board also suggested that the policy state very clear, concise consequences to positive results and also state strict guidelines for circumstances that would warrant probable cause testing. The board stated that current and new District employees need to understand that the District is implementing this policy for the benefit of the employees. Mr. Miles stated that he will discuss these suggestions with the District’s attorney and bring a proposal back to the board at the next meeting.

3. Ralston House Sponsorship
Mr. Miles explained that all proceeds from the Annual .5K Endurance Challenge will go to Ralston House which provides professional, comprehensive services for sexually, physically and/or emotionally abused children and their families in a safe place. Board discussion ensued concerning which level to approve with the monies coming out of the board’s contingency fund.

MOTION: Director Glenn moved for approval of the “Champion Sponsor” of $1000 for the Annual .5K Endurance Challenge Ralston House benefit. Director Harrell seconded. Motion passed unanimously.

4. 2010 Budget Schedule
Mr. Miles stated that at the June 4, 2009 board meeting, the board will receive the proposed 2010 fees for admissions, room rentals, and field use. The meeting will also include a public input session on the fees. At the June 18,, 2009 board meeting, the board will have the opportunity to review the capital maintenance projects and will approve fees for 2010. Then in July we will start the budget process. Mr. Miles stated that we will start with the original 2009 budget and consider fuel and energy costs that will need to be increased, but it should be very similar to the 2009 budget. Staff has been managing budgets very well and things look good for 2009. Golf is doing well, Apex is doing well and Indian Tree restaurant is doing better also. In response to questions from the board Mr. Miles stated that holding the fees another year is probably not going to be an option. Things are tight right now. Fees could be increased 3-5% across the board or would take market rates into consideration.

5. Master Plan
Mr. Miles stated that none of the public meetings were very well attended but the meeting attendees did have some good questions. We have also had a handful of comments about the proposed Master Plan on the website. Board discussion ensued concerning the website comments. Mr. Miles stated that the Arvada Middle School site is a much better site for facilities than the Garrison Street site and the board commented that maybe we should hold off on any decisions for Garrison to see what may happen with the school. Board discussion continued concerning the priority of projects in the Master Plan.

EXECUTIVE DIRECTOR REPORT
a) Jeremy Quattlebaum’s Caribbean Dinner – May 15, 6:30-10:00 at Indian Tree. $50 per couple. Call 303.463.4277 for reservations.
b) Arvada Chamber of Commerce First Annual Bad Pants Open Golf Tournament to benefit the Arvada Food Bank. There are three options of sponsorship levels. Board discussion ensued.

MOTION: Director Harrell moved to approve $750 Sponsorship for the Arvada Chamber of Commerce Golf Tournament to benefit the Arvada Food Bank. Director Glenn seconded. Motion passed unanimously.

BOARD MEMBER REPORTS

Director Humrich reported on the Midwest Regional conference, it was very informative and well attended.
President Whitfield stated that he would like a Memorandum of Understanding from the City concerning the Garrison Street deed.

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

President Whitfield adjourned the meeting at 7:43 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Lee Humrich, Secretary/Treasurer