April 15, 2010 Board of Director Meeting Minutes

BOARD OF DIRECTORS
APRIL 15, 2010
CALL TO ORDER

President Jim Whitfield called the April 15, 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 and Ken Harrell. Jeff Glenn was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.

ABSENCE EXCUSED

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

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Mike Miles, Executive Director, asked the board to add Agenda item #4 to discuss changing the meeting time and location for the May 6, 2010 board meeting.

MOTION: Director Harrell moved for the addition of Agenda Item #4 to discuss changing the meeting time and location for the May 6, 2010 board meeting and to approve the remainder of the agenda as posted. Director Humrich seconded. Motion passed unanimously.

APPROVAL OF MINUTES OF MARCH 18, 2010
MOTION: Director Humrich moved for approval of the Minutes of March 18, 2010, as presented. Director Harrell seconded. Motion passed unanimously.

PUBLIC INPUT
Heather Vasina, Arvada resident and mother of a daughter in the gymnastics program at Garrison Street, stated her concerns about what will happen to the gymnastics program. Ms. Vasina added that she attended the public meeting on April 8, 2010 concerning the new indoor turf arenas that will be built at the Stenger/Lutz complex but would like to know what will happen to the gymnastics program. Ms. Vasina suggested that one of the new indoor turf arenas could be used for gymnastics until a new recreation center is built. She added that the gymnastics coaches should have a say as to where the program is moved to and the timeframe of the gymnastic season should be considered when the move is planned. Ms. Vasina thanked the board for listening to her concerns.

NEW BUSINESS

1. Ralston House .5K Sponsorship
Mr. Miles stated that the board approved a $1000 sponsorship level for this event in 2009. Board discussion ensued and consensus was to remain consistent with the sponsorship and approve the same sponsorship level for 2010.

MOTION: Director Harrell moved for approval of the “Champion Sponsor” of $1000 for the Annual Ralston House .5K Endurance Challenge benefit. Director Miller seconded. Motion passed unanimously.

2. Garrison Street Relocation Project Update
Mr. Miles stated that there is a meeting next week with the City to discuss the comments that resulted from the public meeting on April 8, 2010. Also, there is a search process underway for a facility for the gymnastics and dance programs. The 2 indoor turf arenas are needed due to the program demands and the subsequent revenue will support the project development so another location will be needed to accommodate gymnastics and other programs. The timeline for the construction of the new indoor facility is about a year to 18 months at which time the programs will be moved out of the Garrison Street facility with a shutdown of about 48 hours for the move. In response to questions from the audience Mr. Miles stated that program fees will not be raised to cover any type of rent at a temporary facility. Board members addressed concerns about plans for the programs at Garrison Street that will be moved to temporary facilities and communication with the public. Director Harrell stated that the board and staff will be very sensitive to the needs of the programs and participants as a new facility is planned for the programs and that the public will be involved in the planning process. Mr. Miles added that the temporary facility will accommodate the program needs until the best solution for a future permanent location is determined and can incorporate these programs. There is not a site in mind right now but there are a number of people involved in the search including realtors, economic development and AURA. The District is proud of its programs and will continue to have a quality facility for these programs. Mr. Miles then stated that he and Gary Higbee, Chief Finance Officer, met with finance people to initiate a proposal for the board to review in the next few weeks.

3. Solar Project Update
Mr. Miles stated that the Apex Center solar project is about 30% through the installation process. In response to questions from the board Mr. Miles stated that none of it is operational yet.

4. Consideration of Change of Meeting Time and Location for the May 6, 2010 Board Meeting
Mr. Miles requested the board’s consideration of moving the location of the May 6, 2010 regular board meeting to the Indian Tree Clubhouse. Following the meeting will be a board dinner to welcome the newest board members and bid farewell to the board members that are leaving. Additionally, Mr. Miles asked the board to consider changing the meeting time to 6:00 p.m.

MOTION: Director Harrell moved for the time and location of the regularly scheduled May 6, 2010 board meeting to be changed to Indian Tree Clubhouse, 7555 Wadsworth Blvd., at 6:00 p.m. Director Humrich seconded. Motion passed unanimously.

ARVADA PARKS ADVISORY COMMITTEE MEMBER INPUT

Tom MacDonnell and Craig Donaldson from the Arvada Parks Advisory Committee addressed the board. Mr. McDonald and Mr. Donaldson asked the board if they felt that a representative from APAC should attend the district board meetings and if an Apex board member should attend APAC committee meetings. Board discussion ensued. Mr. Miles stated that it is good to attend each others meetings but in discussion with Mr. Reusink it was decided that an Apex board representative should be sent to the APAC meeting when there is an item of interest on the agenda. The Apex Board has a direct interface with the Coordinating Committee and those meetings are for the purpose of facilitating District and City issues. Director Humrich added that communication is very valuable. Board consensus was that not every meeting needs to be attended but the two groups should exchange agendas and minutes and attend on a quarterly basis or as needed.

EXECUTIVE DIRECTOR REPORT

a) Arvada Economic Development is hosting a complimentary breakfast on Tuesday April 20 at 7:30 a.m. Let Mike know if you are interested in attending.
b) Staff has met with the Arvada Center concerning the potter program. It was decided that the District pottery program and the Arvada Center pottery program are two independent type programs. The Arvada Center is more of a fine arts program and their programs are always full. We would not be able to combine the programs due to the different types of programs and the numbers of people. The District will continue to look for a facility to accommodate the pottery program.
c) Looking at the 2011 budget we may adjust our brochure schedule from 3 mailings to two mailings a year. This reduction would save the District about $20,000.
d) The summer brochure has been pushed back a few days due to a printer problem and will be mailed out by next Friday, April 23, 2010.
e) May 7, 2010 will be the next 5 course dinner at Indian Tree. The theme will be “The Taste of Mexico” and will feature authentic Mexican Food paired with Signature Margaritas.
f) Mr. Miles and the board members expressed their appreciation for Susan Miller’s work on the board and efforts she has put into the District over the past 4 years.

BOARD MEMBER REPORTS

Director Humrich stated that the public meeting concerning the indoor turf fields was well attended and many good comments were made.

President Whitfield commented on the opposition to the ballot propositions. Board discussion ensued.

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

President Whitfield adjourned the meeting at 7:21 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Lee Humrich, Secretary/Treasurer