December 10, 2009 Board of Director Meeting Minutes

BOARD OF DIRECTORS
December 10, 2009
CALL TO ORDER

President Jim Whitfield called the December 10, 2009 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:34 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Susan Miller, Jeff Glenn, Lee Humrich and Ken Harrell. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.

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 NOVEMBER 5, 2009
MOTION: Director Humrich moved for approval of the Minutes of November 5, 2009, as presented. Director Miller seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. Consideration of Resolutions APRD2009-17 and APRD2009-18 for Budgetary Transfers for 2009
Mike Miles, Executive Director stated that this is a routine item that is done each year to revise the numbers as we get closer to the end of the year. Gary Higbee, Chief Finance Officer of the District, reviewed the Resolutions with the board. Mr. Higbee noted the various reasons these resolutions were prepared.
In response to a question from the board Mr. Higbee stated that APRD2009-17 authorizes the increase in the Capital Projects Fund for Capital Purchases and Replacements by $169,242. This is due to grants that were not anticipated so the district had the opportunity to do more projects than originally planned.

MOTION: Director Glenn moved for approval of Resolution APRD2009-17 for Budgetary Transfers for Fiscal Year 2009 authorizing the increase of the 2009 appropriation for the Capital Projects Fund by $169,242 for the purpose of capital purchases and replacements including grants for a total budget of $811,893. Director Miller seconded. Motion passed unanimously.

MOTION: Director Glenn moved for approval of Resolution APRD2009-18 for Budgetary Transfers for Fiscal Year 2009 authorizing the increase of the 2009 appropriation for the Golf Fund by $30,892 for the purposes of operating expenditures for a total budget of $2,595,592. Director Miller seconded. Motion passed unanimously.

2. Consideration of Resolution APRD2009-19 to Adopt 2010 Budget:
Mr. Higbee presented a power point presentation summarizing the 2010 budget. Board discussion ensued concerning capital projects, the church property at 82nd and Simms, the mill levy and property tax impacts, energy conservation projects, the golf operating budget and the solar thermal project. Mr. Miles stated that issues that the District will be dealing with in the coming year are the possible reduction of property values, the ballot initiatives that potentially could have an impact on our operations, and the national health insurance impacts. There are several things that could come into play in 2010 that will impact our 2011 budget and we will need to be prepared to trim programs. Board discussion continued concerning changing programs to increase revenue. Mr. Miles stated that many of our programs are deficit centers but are important to the community. Staff was instructed a few years ago to only add programs that would pay for themselves. Board discussion continued.

MOTION: Director Harrell moved for approval of Resolution APRD2009-19 to adopt the 2010 budget to a sum of $16,347,459; to certify setting the 2010 refund/abatement mill levy at 0.114 and setting the 2010 debt service mill levy at 1.649 mills for assessment of all taxable property within the area of the City and County of Broomfield encompassed by the district; to certify setting the 2010 operating mill levy at 3.644 mills, with 0.049 mills for refund/abatement purposes, and setting the 2010 debt service mill levy at 1.649 mills for assessment of all taxable property within the area of Jefferson County encompassed by the district; to adopt appropriate sums of money to a sum of $16,347,459. Director Glenn seconded. Motion passed unanimously.

3. Stenger Restroom Project
Mr. Miles stated that the Stenger restroom project is in process which includes a main facility and two satellite facilities is short by about $175,000. The City needs this additional funding to complete the two satellite facilities and has asked the District to contribute half of the needed funds and the City will come up with the other half. Mr. Miles stated that we can access the $87,500 in our Park Fund Account. Director Humrich asked who originally contributed to this project. Mr. Miles stated that he has the understanding that Edge Soccer Association, the City, AURA and the District have all contributed to this project which totals about $1.4 million. Director Humrich stated that this project will enhance the facility and should be done. Mr. Miles added that his recommendation is to support the project. Board consensus was that it needs to be done but would like additional information on if the associations that use the facility the majority of the time have been approached to contribute more funds also. Board discussion continued.

4. Consideration of Resolution APRD2009-12 – Approving Application for Jefferson County Open Space 2010 Joint Venture Grant
Mr. Miles stated that this is the grant that we will submit this year for new dug-outs with covers at Pioneer Park. The ballfields were originally built with the dugouts on the infield. The new dugouts would be moved outside of the fenced infield and be covered. The District would contribute about $35,000 and the grant request would be for $48,000. Mr. Miles added that this grant is awarded in late January.
MOTION: Director Humrich moved for the approval of Resolution APRD2009-21 stating the complete support of the Board of Directors of Apex Park and Recreation District for a Jefferson County Open Space 2010 Joint Venture Grant request for funding of $48,180 for the construction of new concrete pads and dugout covers at Pioneer Park. Director Glenn seconded. Motion passed unanimously.

5. Cancellation of the December 17, 2009 Board Meeting
Mr. Miles recommended canceling the December 17, 2009 board meeting since there are currently no items for the agenda.

MOTION: Director Harrell moved for cancellation of the December 17, 2009 board meeting. Director Glenn seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT
a) Medical Insurance – We just completed the negotiating process with insurance companies and the company we were with would have been a 19% increase for 2010. The company that the District decided to go with will be a 4% decrease. This company also offers a second option to employees who choose to stay with their current doctor, in some cases, for a 13% increase.
b) Garrison St. – As we continue to plan this project, which includes 2 facilities at this location, it is becoming clear that the entire area would be a parking lot. Another option being considered is to move the 2 turf fields arena to the site of the old BMX track behind Lutz. This is directly across the street from Stenger and makes more sense to locate it there. The City likes the idea and is working on the plan for that site and we should get more information in the next month. If this is a good option we would be able to begin work on the turf arena facility, lease a store front for the dance and gymnastics programs which allows the City to move forward with the floodway project.
c) Jefferson Center – Which is located in Northwest Arvada, has been in the works since about 1988. This project started out as commercial and has gone a number of different ways since then. We were asked to approve an overlapping district and to exclude the development in return for the inclusion of Canyon Pines development. There has been some discussion, which is now predominantly residential, among the developers to consider a request to be included in the District.

BOARD MEMBER REPORTS

President Whitfield stated that the Youth Sports Banquet was the best event in several years.

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

President Whitfield adjourned the meeting at 7:48 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Lee Humrich, Secretary/Treasurer