September 17, 2009 Board of Director Meeting Minutes
BOARD OF DIRECTORS
SEPTEMBER 17, 2009
CALL TO ORDER
President Jim Whitfield called the September 17, 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, Susan Miller and Lee Humrich. Jeff Glenn and Ken Harrell were absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.
MOTION: Director Miller moved for the absence of Director Harrell and Director Glenn 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 SEPTEMBER 3, 2009
MOTION: Director Humrich stated that Agenda Item 3 should include a description of Option A and B. Director Humrich moved for approval of the Minutes of September 3, 2009, as corrected. Director Miller seconded. Motion passed unanimously.
PUBLIC INPUT – There was no public input
1. Audit Firm Selection Report
Mike Miles, Executive Director stated that the Board instructed staff to pursue the bid process for the selection of an auditing firm for the District. District staff sent out requests for bids to 9 auditing firms and received 3 proposals back. Mr. Miles stated that staff’s recommendation is McMahan and Associates, L.L.C. McMahan and Associates bid was the best offer of the three and they have been the District’s auditing firm for the past 5 years.
MOTION: Director Humrich moved to approve the selection of McMahan and Associates, L.L.C. as the District’s auditing firm. Director Miller seconded. Motion passed unanimously.
2. Coal Creek Canyon Park & Recreation District Discussion
Mr. Miles stated that Coal Creek Canyon Park and Recreation District has submitted an Intergovernmental Agreement proposal to the Apex Board. Mr. Miles presented a map showing the boundaries of Apex Park and Recreation District, Prospect Park and Recreation District and Coal Creek Canyon Park and Recreation District. Apex and Coal Creek Canyon Districts do have some adjacent boundaries in association with the Canyon Pines subdivision. Canyon Pines has been included into the Apex District. Mr. Miles stated that Apex Park and Recreation District has an IGA with Prospect District which is predominately parks, athletic fields and a couple buildings that are mainly for event rentals. Mr. Miles added that the reason for forming an IGA with Prospect Park and Recreation District was the opportunity to use park sites and the inclusion of properties into the Apex District that are adjacent to both districts. Board discussion ensued concerning the districts and the plans for Coal Creek Canyon District to develop programs. Nancy Hollinger, Doug Pryce and Debra Overmeyer from Coal Creek Canyon were present in the audience. In response to questions from the board Mr. Pryce stated that Coal Creek Canyon District has no development at this time so this agreement would be based on future developments. Mr. Pryce also stated that the Coal Creek Canyon District has applied for a GOCO planning grant to create a master plan for their district. Board discussion continued concerning the financial plans and timeline of Coal Creek Canyon District’s development. Mr. Pryce added that Coal Creek Canyon District does not plan to have significant recreation facilities such as an indoor pool so Apex facilities would attract Coal Creek residents. Mr. Miles reviewed the current agreement that Apex District has with Prospect Park and Recreation District for the board. Board discussion continued concerning the fact that Coal Creek Canyon does not have any programs or facilities to offer Apex residents at this time. Mr. Pryce stated that the Coal Creek Canyon District hopes to develop bike trails and “mountain” recreation that Apex District does not offer. After further discussion the Apex Board asked the Coal Creek Canyon Board to develop and present a marketing plan to support this agreement.
3. Stenger Restroom Status Report
Mr. Miles stated that construction of the restrooms at Stenger Soccer Complex should be starting in 2-3 weeks with a spring opening. In response to questions from the board Mr. Miles stated that a first aid area is not included in the plans due to staffing and liability issues.
EXECUTIVE DIRECTOR REPORT
BOARD MEMBER REPORTS
Director Humrich reported that he attended the Arvada Parks and Advisory Committee Meeting. They are having quite a few park dedications and events coming up.
President Whitfield reported that Apex Park and Recreation District entered a team in the Corporate Challenge of the Metro North Chamber Challenge 5K. The team consisted of Apex Board President Jim Whitfield, Apex Ice Manager Bob Jones and Apex Lifeguard Nicole Levine. Team Apex took 1st in the Government/Municipalities division and 2nd over all.
MOTION: Director Miller moved that the meeting be adjourned. Director Humrich seconded. Motion passed unanimously.
President Whitfield adjourned the meeting at 7:30 p.m.
Luann Levine, Recording Secretary
Lee Humrich, Secretary/Treasurer