May 21, 2009 Board of Director Meeting Minutes

Board of Directors Wide

MAY 21, 2009

President Jim Whitfield called the May 21, 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, Susan Miller and Ken Harrell. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.


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

MOTION: Director Humrich moved for approval of the Minutes of May 7, 2009, as presented. Director Harrell seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. Eagle Scout Presentation – Andrew Tyus
Marshall Masek, Director of District Services, introduced Scout Andrew Tyus. Mr. Masek briefly addressed Scout Tyus’s project, goals and accomplishments. Scout Andrew Tyus of Troup 506, presented a power point presentation of his Eagle Scout Project to the board, which consisted of laying 9,000 square feet of Colorado Bluegrass sod at the Pioneer Park Playground and Shelter Project. In response to questions from the board Scout Tyus stated the volunteers worked well together and the project was completed quickly after rescheduling many times due to weather. President Whitfield and the board expressed their appreciation and commended Scout Tyus for his hard work and contribution to the District and community.

2. Master Plan
Mike Miles, Executive Director, stated that the 2009-2023 Master Plan incorporates items discussed at the various community meetings and agreed upon by the board. Mr. Miles stressed that the implementation of the Master Plan components was contingent upon obtaining funding.
MOTION: Director Glenn moved to approve the 2009-2023 Master Plan as presented. Director Harrell seconded. Motion passed unanimously.

3. Consideration of Resolution APRD2009-12 – For Budgetary Transfers
Gary Higbee, Chief Financial Officer, stated that the total amount due to pay off the bonds will be $622,290. The money to do this will come from the funds already budgeted to pay the principal, the interest and the paying agent fees. These funds plus the bond reserve will total $238,019. The remainder of the funds needed will be transferred from the General Operating Fund of $384,500. Overall, paying off the bonds will save the District about $130,000 over a four year period.

MOTION: Director Harrell moved for approval of Resolution APRD2009-12 for Budgetary Transfers for Fiscal Year 2009 amending the 2009 appropriation for the General Fund for the purposes of increasing the Golf Fund of $384,500. Director Humrich seconded. Motion passed unanimously.

4. Consideration of Resolution APRD2009-13 – For Budgetary Transfers
Mr. Higbee stated that this resolution has 3 sections, authorizing Mr. Miles to call the bond, authorizing the transfer to the bank and increasing the Golf Fund by $515,731.

MOTION: Director Glenn moved for approval of Resolution APRD2009-13 for Budgetary Transfers for Fiscal Year 2009 amending the 2009 appropriation for the Golf Fund Budget for the purposes of increasing appropriation to defease the 1994 Golf Revenue Bonds of $515,731. Director Miller seconded. Motion passed unanimously.

5. Pepsi Contract Report
Mr. Miles stated that he met with the new Pepsi representative to discuss our contract. The contract is in the 10th and final year but will be automatically extended until the sales volume has reached the agreed upon amounts. It could take another 5 years to reach the contracted level. Board discussion ensued concerning the actual accounting of the amount of product sold. Mr. Miles noted that Pepsi indicated they will be more involved in the promotion of the vending sales and they also expressed an interest in discussing a new contract when the original obligations are met.

6. District Personnel Policy
Mr. Miles stated that this policy incorporates all the elements that the board had discussed at a previous meeting. This policy requires that all new full-time employees to undergo a drug test upon hire, only new part-time employees that are required to drive District vehicles to undergo a drug test upon hire and also states that the District reserves the right to test an employee for reasonable cause.

MOTION: Director Humrich moved to approve the Personnel Alcohol/Drug/Controlled Substance Use and Testing Policy as presented. Director Glenn seconded. Motion passed unanimously.

a) Coal Creek Canyon Park and Recreation District was approved in May. There is a small group of citizens that have worked for 7 years to create this district. They will have a mill levy election in November.
b) Stenger – An architect has been selected and a design has been completed. They are attempting to find the additional funds to complete the main restroom and the satellite restrooms. Construction is planned to begin in August.
c) Jefferson County Open Space has completed the survey of the 80th and Simms property. There should be a resolution of the value of the property by September. The property adjacent to our Service Center will be sold.

President Whitfield excused himself from the meeting at 7:20.

Director Miller reported that there are only 40 registrations turned in for the Fun Run and Channel 4 will be covering it.

Director Miller will not be able to attend Foundation meetings after June.

Director Humrich reported on Open Space information and will provide the other directors with copies.
There will be a fundraiser held at the Elks Club on Friday May 29 for the Arvada Food Bank.

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

Vice President Miller adjourned the meeting at 7:30 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Lee Humrich, Secretary/Treasurer