August 6, 2009 Board of Director Meeting Minutes

Board of Directors Wide

AUGUST 6, 2009

President Jim Whitfield called the August 6, 2009 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:32 p.m. at the Indian Tree Clubhouse, 7555 Wadsworth Boulevard, 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.

Mike Miles, Executive Director, asked the board to add Agenda item #8 to discuss the cancellation of the August 20, 2009 board meeting.

MOTION: Director Humrich moved for the addition of Agenda Item #8 to discuss the cancellation of the August 20, 2009 board meeting and to approve the remainder of the agenda as posted. Director Miller seconded. Motion passed unanimously.

MOTION: Director Harrell moved for approval of the Minutes of June 18, 2009, as presented. Director Humrich seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. Introduction of Russell Van Marter, New Apex Fitness Facility Assistant
Terry Goldwater, Apex Center Manager, introduced Russell Van Marter, the new Apex Fitness Facility Assistant. Ms. Goldwater stated that Mr. Van Marter will be in charge of the climbing wall and the entire fitness area and staff. She also added that Mr. Van Marter comes to us with a lot of experience and specializes in personal training and sales. Mr. Van Marter then addressed the board and stated that he grew up in Arvada and is happy to be back working in Arvada. He then spoke about his job history and experience and stated that he is enjoying his new job. Mr. Van Marter then added that he has some new ideas and plans for programs at Apex. The board welcomed Russell to Apex Park and Recreation.

2. Consideration of Resolution APRD2009-15 Authorizing the Execution of the Contract Issued by GOCO for the Spring 2009 Planning Grant for the North Jeffco Park Site Plan
Mr. Miles stated that this is a formal resolution that GOCO requires to begin the process of executing the contract.

MOTION: Director Miller moved for approval of Resolution APRD2009-15 authorizing the execution of the contract issued by GOCO for the Spring 2009 planning grant for the North Jeffco Park site plan. Director Glenn seconded. Motion passed unanimously.

3. Consideration of Resolution APRD2009-16 Adopting the Colorado Special District Records Retention Schedule
Mr. Miles stated that this resolution is required to use the on-line schedule developed by the state that allows Special Districts to destroy records each year without requesting permission from the archivist.

MOTION: Director Glenn moved for approval of Resolution APRD2009-16 adopting the Colorado Special District records retention schedule. Director Miller seconded. Motion passed unanimously.

4. District Auditing Firm
Mr. Miles stated that McMahan and Associates, L.L.C., an independent auditing firm that works for the board, has been the District’s auditors for the past 5 years and their contract is now up. They have submitted a proposal to the District for the next 3 years. McMahan and Associates were chosen to be the District’s auditors after an RFP process in 2004. Mr. Miles stated that the board could accept the 3 year proposal from McMahan and Associates or direct staff to request proposals for comparisons. Mr. Miles added that staff is comfortable working with McMahan and Associates. Board discussion ensued concerning the fee increase from 2008 to 2009. After further discussion board consensus was to do due diligence and proceed with the RFP process.

5. Update on Meadowbrook Open Space
Mr. Miles stated that a number of homes adjacent to Meadowbrook Open Space have been encroaching on the open space area. Trash and yard waste is being dumped in the open space area and in some cases homeowners are extending their yards into the open space area. Mr. Miles stated that Jefferson County is willing to address the issue with the home owners or the District can contact the residents and request that they correct the violations. Board discussion ensued on how best to resolve this issue with the homeowners. Discussion continued and board consensus was to work with the homeowners, provide a dumpster and give them a deadline to cleanup the open space area.

MOTION: Director Humrich moved to coordinate a community cleanup and assist in the removal of all debris in Meadowbrook Open Space. Director Harrell seconded. Motion passed unanimously.

6. Solar Energy Update
Mr. Miles stated that the District should be notified in the next 2 – 3 weeks about the approval of the DOE grant proposal. This is the first Showcase America grant in the country that involves multiple organizations. The District has submitted a list of facilities and the DOE will evaluate and recommend what can be done at each facility with options for funding. Mr. Miles stated that the District’s Finance Department is already working on ways to fund these projects. The solar thermal piece will have a huge impact on costs for the District’s pools. In response to questions from the board, Mr. Miles stated that Justin Howe, Apex Building Engineer, has done thorough research and will install the solar thermal. Payback for the solar thermal will be less than 2 years. The pvc thermal payback will be more like 5 years.

7. School Sponsor Packages
Mr. Miles stated that Westwoods Elementary School approached the District with a request to purchase a sponsorship. Mr. Miles stated the District has not donated cash to schools in the past because of the number of schools in the community and the District just could not afford to support all the schools in that manner. Mr. Miles added that the District has donated passes to schools for fundraisers and would continue with that type of support. Board discussion ensued and board consensus was that the District would not purchase any kind of sponsorships from schools.

8. Cancellation of the August 20, 2009 Board Meeting
Mr. Miles recommended that the board cancel the August 20, 2009 board meeting since there are currently no items for the agenda.

MOTION: Director Harrell moved for cancellation of the August 20, 2009 board meeting. Director Miller seconded. Motion passed unanimously.

a) Apex Roof Update – Mr. Miles spoke to the manufacturer of the roofing materials and they came to the conclusion that no matter how much the roof is sealed, with the heat and cold in this climate, we are going to get condensation. The fact is that the material that was used in the construction of the Apex roof is going to rust. Stainless steel should have been used and would not have rusted as quickly. The existing roof will last another 6-10 years in a best case scenario.
b) City Council Candidates – Mr. Miles has met with three of the City Council candidates, Shelley Cook, Bob Fifer and Rachel Zenzinger. Mr. Miles stated that the meetings were productive and the candidates are strong advocates of parks and recreation.
c) Taste of Arvada – The Arvada Chamber has changed the format of the event and it will be scaled back to the gymnasium areas. They will not be in the gallerias and they will not receive free ice time. Apex will support them with this event.
d) Garrison Street Site Plan – We will start with the architect next week and then meet with Arvada parks staff. The landscape architect will draw us a base map.
e) Golf Bonds – The District paid off the golf bonds this week and that plus the Apex bonds that were refinanced earlier this year have saved the District about $1.1 million.
f) Indian Tree – Under consideration is expansion of the deck area at the Indian Tree Restaurant to develop a nice environment for outside dining and entertaining that may increase revenue. We will get some estimates on cost.
g) Lutz Dugout Update – The project will take 30-45 days and should be done by end of October.


Director Miller commented that the track program was wonderful but was concerned that the Fathers Day Run was not listed in their program.

President Whitfield reported on the Apex Foundation meeting. The Foundation Golf Tournament is September 18th and President Whitfield asked the other board members to contribute towards a Fairway Sponsorship. The Father’s Day Car Show/Run brought in about $10,000.

President Whitfield volunteered to attend the next Arvada Parks Advisory Committee meeting on August 12th.

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

President Whitfield adjourned the meeting at 7:28 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Lee Humrich, Secretary/Treasurer