March 18, 2010 Board of Director Meeting Minutes
BOARD OF DIRECTORS
MARCH 18, 2010
CALL TO ORDER
President Jim Whitfield called the March 18, 2010 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: Jim Whitfield, Lee Humrich, Susan Miller, Jeff Glenn 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 Humrich moved for the approval of the Agenda as posted. Director Glenn seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF FEBRUARY 18, 2010
MOTION: Director Harrell moved for approval of the Minutes of February 18, 2010, as presented. Director Miller seconded. Motion passed unanimously.
PUBLIC INPUT – There was no public input
1. Apex Center Spectator Admission Discussion
Mike Miles, Executive Director, introduced Terry Goldwater, Apex Center Manager. Ms. Goldwater reported to the board that the Apex Center charges a spectator fee because it is extremely difficult to regulate where customers go once past Admissions and what activity they are participating in. This Apex Spectator Policy has been in effect since the Center opened in 2000. Ms. Goldwater stated that allowing spectators free admission would affect revenues. Feedback from admission personnel is that for the most part there will be some abuse with allowing spectators in for free, particularly on weekends. Ms. Goldwater added that staff recommendation is to either continuing with charging full rate or offering a reduced rate for spectators. All managers are in agreement that a fee should be charged. The party rate is $3.75 so recommendation is to at least charge that amount. When a guest books a party room adults and grandparents do come to the parties and are charged $3.75 which is the reduced rate for party rentals. In response to questions from the board Ms. Goldwater stated that it is difficult to determine how much revenue would be lost if the spectator fee was waived. On an average of 40-50 people a weekend it could be $15,000-$25,000 a year. Board discussion ensued concerning wristbands or a tracking system of taking names. Ms. Goldwater added that another staff suggestion was to allow specified days to be free spectator days. Ms. Goldwater suggested that we track spectators through April and May to see what the impact to revenue would be. Board discussion continued. Board consensus was to monitor admissions for two months to see what the impact might be before making a decision.
2. Consideration of Resolution APRD2010-07 – For Budgetary Transfers
Mr. Miles stated that this is an annual process to approve budgetary transfers for the 2009 budget.
MOTION: Director Harrell moved for approval of Resolution APRD2010-07 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 Glenn seconded. Motion passed unanimously.
3. Consideration of 2009 General Fund Assigned Fund Balances
Mr. Miles stated that this item is a new item that began last year to comply with the Comprehensive Annual Financial Report to approve operating reserve funds. This is a clarification for the audit process that these funds have been set aside for certain purposes.
MOTION: Director Glenn moved to approve the December 31, 2009 General Fund Operating Reserve to be designated at $1,000,000 and the General Fund Garrison Center Capital Project to be designated at $2,385,980. Director Harrell seconded. Motion passed unanimously.
ARVADA PARKS ADVISORY COMMITTEE MEMBER INPUT
Mr. Lane Drager from the Arvada Parks Advisory Committee reported that APAC has been trying to have more liaisons around the area to collaborate on projects. Just recently APAC has completed the school matching grants. The committee is working on an initiative to gather input from the Arvada community to see what the community would like to see in the Arvada parks area. Mr. Drager added that they are excited to see projects that overlap with Apex Park and Recreation such as the skate park, the restrooms at Stenger and other parks and recreation projects. Mr. Drager then stated that June 5 is Trails Day to promote Arvada trails. In response to questions from the board Mr. Drager explained the grant process and how the funds are awarded to public and private schools.
EXECUTIVE DIRECTOR REPORT
a) Arcade Room – The Arcade Room at the Apex brings in an average of $100 a month from the arcade games. The problem is that we don’t get enough traffic so the vendor won’t place good arcade games. We have been approached by a family practice, Simms Crossing which is located at 64th and McIntyre, that would like to set up a small clinic in the Arcade Room. This would include an exam room with a curtain, a desk and chairs in the hall way for a waiting area. A Physician, Physician Assistant and/or nurse will be present and they will utilize cell phones and laptops. This will be a well-check clinic for tests such as sports physicals for $25, strep and glucose tests, blood draws, etc. They would also be a resource for medical emergencies in the center and help with 9Health Fair. Ms. Goldwater stated that we believe with the amount of traffic of older adults and children the clinic would get a lot of business. The clinic would be charged a flat fee for monthly rent which would be increased as their hours go up and renegotiated after the first year. The clinic would furnish the room including the curtain and window coverings so this would be little up front cost for the District with increased revenue over what is currently brought in by the arcade games.
b) Synchro Team – The New Zealand Synchronized Skating Team will be practicing at the Apex Ice Arena March 29 through April 4 before competing in Colorado Springs.
c) The Arvada Press had an article in the March 18th paper about the May 4th election.
d) Inclusion Letter – We received a letter from one of the residents of the Tucker Lake neighborhood that expressed their appreciation of their inclusion into the District.
e) Arvada Report – The next Arvada Report will include 8 pages of information about the District.
f) Solar Project – Equipment will be delivered Monday and staff will be moving materials to the roof of the Apex Center.
g) New OSAC Director – Tom Hoby is taking Ralph Schell’s place as the Director of the Open Space Advisory Committee.
h) April 8 Public Meeting – A public meeting will be held April 8 at the King of Glory Church from 6:30-8:30 to discuss the relocation of the indoor turf fields to the Stenger/Lutz Sports Complex and other changes coming to the North Jeffco Park site.
i) Canvas covered buildings – Canvas covered buildings have a 15-20 year lifespan and to replace the covers is estimated at $100,000. Metal buildings are 2-3 dollars a square foot cheaper to build and have no covers to replace. The metal building may not be as attractive as the canvas building but is an option to think about. Board discussion continued concerning the options.
BOARD MEMBER REPORTS
Director Glenn reported that he attended the roundtable breakfast meeting and there was nothing significant in relation to us to report.
Director Humrich attended a caucus meeting and reported on the public’s perception about special district elections.
Director Whitfield spoke to the Arvada Leadership group and attended the caucus meetings. He then reported that the Apex Foundation approved about $31,000 worth of Apex District projects.
MOTION: Director Glenn moved that the meeting be adjourned. Director Harrell seconded. Motion passed unanimously.
President Whitfield adjourned the meeting at 7:25 p.m.
Luann Levine, Recording Secretary
Lee Humrich, Secretary/Treasurer