September 3, 2009 Board of Director Meeting Minutes

Board of Directors Wide


Director Lee Humrich called the September 3, 2009 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:30 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. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.


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


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

MOTION: Director Glenn moved for approval of the Minutes of August 6, 2009, as presented. Director Harrell seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. Coal Creek Canyon Park & Recreation District Proposal
Mike Miles, Executive Director introduced Douglas Pryce, President of Coal Creek Canyon Park & Recreation District and stated that Mr. Pryce is at tonight’s meeting to present a formal proposal to the board. Mr. Pryce addressed the board and introduced 2 other board members that were in the audience. Mr. Pryce then stated that the people in Coal Creek Canyon are seeking more varied means of recreation and in May of this year approved the formation of a Park and Recreation District. Mr. Pryce added that plans for the newly formed District include a park, fitness center, a building with meeting rooms, hiking trails and winter activities such as a skating rink and a sledding hill. The Coal Creek District would like to propose the creation of an Intergovernmental Agreement (IGA) with Apex Park and Recreation District to develop a mutually beneficial relationship for residents of both districts. Mr. Pryce stated that a number of Coal Creek Canyon residents shop, work and go to school in the Apex District so it would be logical to form an IGA to complement the services of both districts. Coal Creek residents can bring revenue to Apex and Coal Creek Canyon District can offer winter recreation to Apex residents. In response to questions from the board Mr. Pryce stated that there are about 2,000 households with 4,000-5,000 residents in the Coal Creek Canyon District. A tax base has not been approved and the district does not own any land or facilities at this time. Mr. Pryce also stated that there is not a determination yet as to when their district will go to the voters for a mill levy but it definitely will not be in November 2009. The board thanked Mr. Pryce for submitting his proposal.

2. Marketing Presentation
Faith Gregor, Apex Marketing Director, addressed the board and thanked them for their support of the marketing division. Ms. Gregor then reviewed the accomplishments of Rachel Van Winkle, the Community Outreach Coordinator, over the past year. Ms. Gregor stated that Rachel has worked at getting out and known in the community, making a lot of contacts and building relationships and visibility with municipal and community groups. Due to Rachel’s efforts, sponsorships have grown for every special event and building those relationships with sponsors will be an ongoing effort. Ms. Gregor also stated that an area of focus this year has been Apex divisions, facilities and programs, identifying their needs and how their revenue goals can be supported. Efforts were made to connect with the medical community. Rachel also worked with the Therapeutic Rec program to expand their contacts. The board expressed their thanks to the Marketing Division and to Ms. Van Winkle for her hard work. Board discussion ensued concerning the impact the economy has had on sponsorships and what that may look like in the future. Ms. Gregor then addressed future long-term strategies and branding. Moving forward the Marketing Division will focus on connecting facilities with the Apex brand, consistently pairing the Apex name with the facility to educate the community that facilities such as Secrest and Community Center are Apex facilities. Apex information will be added to the Arvada Report next year which is published 6 times a year. That information will include event promotion. The Marketing Division will work on expanding the district’s presence in social media such as Facebook and community bulletin boards and will also work on being proactive with grants and explore sponsor subsidy possibilities for electronic marquees. Expanding and improving the public information and public relations system will be an ongoing effort. The Community Awareness Committee will continue to brainstorm on how to build community awareness and assist with special events. The board thanked Ms. Gregor for her report.

3. Report on Eckhardt Center Property
Mike Miles stated that this report is on the initial appraisal of the property at 82nd and Simms. Predominate evidence is that this property is best suited for either a church or school property. In response to questions from the board Mr. Miles stated that we have not received the appraisal results yet. Jefferson County has presented four options of splitting the parcel and would like our feedback on the option the district would prefer. Board discussion ensued concerning the four options and which proposal would work best for the district. Board consensus was either option A or B would be preferable. Mr. Miles will convey that to the county.

a) A Division I Collegiate Dive Meet will be hosted at Meyers in February, 2010.
b) Skyline Park – A new park will be developed on the southwest corner of Stenger Soccer Complex.
c) Social Security Deflationary Issue – Cost of living increases have been frozen for the next 2 years.
d) Community Recreation Center Bug Issue – A guest complained that there were bugs at the Community Recreation Center. The health Department has been out and thoroughly checked and did not find any bugs.
e) After-School Program kicked off this week – Low attendance in some locations but that is expected to pick up when fall sports end and during the winter months. The after-school programs are held at Drake, Arvada Middle and Oberon.
f) Update on Lutz Dugout Covers – In progress, should be completed by the end of September.
g) Update on Meyers Showers – The remodel is finishing up and looks great.
h) Playground equipment at North Jeffco Park – The existing equipment is old and needs to be upgraded. The issue is that playgrounds are expensive. An estimate to replace the equipment is around $52,000. The other issue is that it will cost around $12,000 to move the new equipment when the site is renovated.
i) Survey – Community survey options were presented with the suggestion that the recent 15-year Master Plan adequately meets our current needs for survey information from the community.


Director Humrich volunteered to attend the next APAC meeting on Wednesday, September 9.

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

Director Humrich adjourned the meeting at 7:49 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Lee Humrich, Secretary/Treasurer