May 6, 2010 Board of Director Meeting Minutes

Board of Directors Wide

May 6, 2010

The May 6, 2010 meeting of the Board of Directors of Apex Park and Recreation District was called to order by Mike Miles, Executive Director and acting Board Chairman, at 6:03 p.m. at the Indian Tree Clubhouse, 7555 Wadsworth Boulevard, Arvada, Colorado. Apex Board members in attendance were: Jim Whitfield, Ken Harrell, Lee Humrich, Jeff Glenn and Bob Loveridge. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.


Ms. Levine, in her capacity as a Notary Public, swore in the newly elected board members: Ken Harrell, Jim Whitfield and Bob Loveridge and administered their Oaths of Office.


Mr. Miles welcomed the new board members and congratulated them on their successful election.
Via secret ballot, the following were elected as officers of the Board of Directors for a two-year term:

President Jim Whitfield
Vice President Jeff Glenn
Secretary/Treasurer Ken Harrell


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


MOTION: Director Glenn moved for approval of the Minutes of April 15, 2010, as presented. Director Humrich seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. Farewell to Outgoing Board Members
Mr. Miles stated that Susan Miller was not able to attend tonight’s board meeting but her efforts on the board and service to the community will be appreciated for a long time.

2. Availability of Personal Board Information
Ms. Levine passed out examples to the board members of how their information will be posted on the District’s website. Basically, the board member’s names, terms of office, address, phone number, email addresses and a short biography are publicized. The information made available is at the discretion of the board member. The board members agreed to update/provide information to be posted on the website.

3. Committee Liaisons
Mr. Miles explained that this is the list of various committees that the Apex Park and Recreation board members serve on and briefly explained what each committee does and when they meet. The board discussed which committees could be rotated and which committees should have consistent attendance by the same director. Board consensus was to designate at the next board meeting which directors will attend which meetings.

a) Coordinating Committee
b) Arvada Chamber of Commerce Leadership Breakfast
c) Arvada Parks Advisory Committee
d) Round Table Issues Breakfast Meeting
e) Apex Foundation

4. Update on District Property Impacted by Gold Line Project
Mr. Miles stated that an RTD representative contacted him about the Gun Club property that is located in southeast Arvada in an area that RTD plans to use for the Gold Line Project. The District purchased the property in 1962 for $10 which included the Gun Club’s 99 year lease which is good for 44 more years. Mr. Miles added that the RTD representative explained how the process works to acquire properties from lease holders and property owners. Mr. Miles then stated that he met with representatives from the Gun Club and they will attend the next board meeting. In response to questions from the board Mr. Miles stated that he thinks RTD’s timeline is about 1-3 years and this issue will be on the agenda for the next board meeting to discuss options. Board discussion continued concerning lead issues, property values, and legal issues.

Arvada Parks Advisory Committee member, Mike Hult, welcomed the new board members and stated his interest in solidifying communications between their committee and the Apex Board. Mr. Hult stated that Director Humrich has been attending the APAC meetings regularly and they appreciate that. He then asked if the board plans to continue sending a representative on a monthly or quarterly basis. Mr. Miles stated that at the last board meeting consensus was that the board would attend quarterly unless there was a topic that the Apex Board may need to address. Director Harrell stated that the board does not expect the APAC to attend all Apex Board meetings unless it is necessary. Mr. Hult stated that he would take that information back to his committee. President Whitfield asked Mr. Hult to take the information about the Foundation Car Show back to his committee also. Mr. Hult stated that APAC would like to have a table at the event. President Whitfield also asked that the APAC let the board know if they have any fundraisers or events coming up. The board then thanked Mr. Hult for attending the board meeting.

a) Jefferson Center – Mr. Miles met with representatives from the Jefferson Center project about District services for a new housing development in that area. Portions of the area are already in the District and the developers plan includes 2 small satellite recreation centers on each end of the development with a centrally located neighborhood type recreation center. Mr. Miles expressed that this is not something the District would be interested in because it would be a deficit center. Mr. Miles informed the representatives that because the development is in the District the residents would have access to the existing District facilities and programs at resident rates and for early registration. In response to questions from the board, Mr. Miles stated that the build out will be about 4000 homes in about 5-7 years, possibly. He then added that the District will not do anything other than what has been done for other new neighborhoods.
b) Solar Project – Mr. Miles stated that Mr. Humrich has been working with the District and organizing volunteers from his church and the community to assist with the solar project. We would like to thank Mr. Humrich very much for his efforts with this project.
c) SDA Golf Outings – The schedule is out. These golf dates are valuable opportunities to network and meet board members from other districts, and play some golf. Please try to work a couple of these outings into your schedule and let Luann know which dates you can attend.
d) Turf Arena Sites – City Council will decide on 2 or 3 options for the site of the turf arenas. The District will then pick the final site. One of the sites we were looking at has been identified as an old landfill and may make the site unusable. We are waiting for more tests to be done to determine if that site is an option.
e) Field Use Policy – Sports field use is becoming an issue with new organizations asking for field use. The new organizations are asking for the same considerations as existing organizations and we need to discuss and decide how to handle new requests for field times. The District needs to put a policy in place to deal with these new requests and be consistent with determination of usage.
f) 2011 Fees – Rental and admission fees will be set in June.

a) Director Loveridge reported that the Foundation Car Show is coming up in June and he asked the other directors to hand out posters. Director Loveridge added that all the board members are invited to the next Foundation meeting on June 3 and suggested that they all sign up for some of the volunteer positions at the event.
b) Mr. Harrell stated that he will not be able to attend the next board meeting.
c) President Whitfield stated that he is looking forward to 4 more years with the Board.


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

The meeting was adjourned by President Whitfield at 6:46 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Ken Harrell, Secretary/Treasurer