June 3, 2010 Board of Director Meeting Minutes

BOARD OF DIRECTORS
JUNE 3, 2010
CALL TO ORDER

President Jim Whitfield called the June 3, 2010 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:31 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Lee Humrich, Jeff Glenn, Bob Loveridge 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
Mike Miles, Executive Director, asked the board to add two Executive Sessions to discuss matters that may be subject to negotiations and instructing negotiators concerning the Garrison Street site, and to discuss a matter of potential litigation concerning personnel.

MOTION: Director Humrich moved to add two Executive Sessions and to approve the remainder of the agenda as posted. Director Loveridge seconded. Motion passed unanimously.

APPROVAL OF MINUTES OF MAY 20, 2010
MOTION: Director Harrell moved for approval of the Minutes of May 20, 2010, as presented. Director Humrich seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. Sports Field Availability/Use Policy
Mr. Miles stated that the board has received a copy of the draft proposal of the Policy and Procedures for Field Assignments and Permits. Mr. Miles noted that Director Glenn will excuse himself from any discussion or vote on this matter due to a conflict of interest. Mr. Miles then stated that a field policy is necessary because the District has had new groups requesting time on athletic fields and because we have limited resources and existing customers that we serve. We don’t always have room to add new users and this policy will address how we will accommodate their needs. A member of the audience that identified himself as a member of a Lacrosse organization stated that the policy looks reasonable but the scheduling of fields is a problem. He added that there are times that fields appear to not be in use but his organization is unable to get access to those fields. Mr. Miles stated that current user groups are asked to return permits when they will not be using the fields but that does not always happen. Board discussion ensued concerning the priority rating of user groups and issues with growing organizations. In response to questions from the board, Mr. Ross Blackmer, Recreation Services Manager, explained the scheduling process of the athletic fields and the monitoring of field use. Discussion continued concerning the overuse of fields and the need to rest and rehabilitate fields. Mr. Miles stated that this proposed policy will provide some control and communicate the rules that users must abide by.

MOTION: Director Harrell moved for approval of the Policy and Procedures for Field Assignments and Permits. Director Loveridge seconded. Motion passed unanimously with Director Glenn abstaining.

2. 2011 Proposed Rental/Admission Fees
Mr. Miles stated that tonight is an opportunity for input and comments from user groups and the fees will then be approved at the next board meeting.
Julie Gall, president of North Jeffco Tennis Club, addressed the Board. Ms. Gall stated that their goal is to play tennis in the Arvada area. She added that they have been around for 30 years and are incorporated as a non profit in the state of Colorado. Ms. Gall noted that their club has provided money for upgrades to the tennis center, provided support for mill levies, provided volunteers and free access to the District to their tennis newsletter. Ms. Gall then added that the new fee proposal is substantially different from the current fee structure and appears to be unique to their organization. Ms. Gall stated that they are only asking for equal treatment and would like to continue to pay on an hourly basis just like everybody else. Last years hourly court usage at this increased rate would be an increase of 24.75%. Ms. Gall explained to the board the issues with the new fee structure of per team fees compared to being billed by the hour and that it is easier to bill their members if they pay the per hour rate. Board discussion ensued. The board thanked Ms. Gall for attending tonight’s meeting. Mr. Brent Anderson, Racquetball and Fitness Center Manager, addressed the board and stated that he appreciates the support of the North Jeffco Tennis Club over the years. Mr. Anderson then explained that the reason for changing the fee structure from an hourly fee to a per team fee is for administrative reasons and to simplify the billing process. Mr. Anderson then added that the District is very respectful of the tennis club and will continue to support them. Board discussion continued concerning the fee structure and the ramifications to the NJTC. The board suggested that the tennis coordinator and the tennis club discuss the options and come to an agreement on the fee structure. Mr. Miles stated that staff will meet with Ms. Gall before next Thursday and agree on a fee structure. The new proposal will be presented to the board at the next meeting at which time the fees will be approved. The board thanked the tennis club for their hard work and their contribution to the tennis community.
The board reviewed the remainder of the proposed fees.

3. Summertree Lane Trail/Maintenance Report
Mr. Miles stated that when the Summertree Lane neighborhood in the Quaker Acres area was developed the District accepted land in lieu of cash. Mr. Miles explained that the District owns a trail that runs between the houses in the neighborhood that is mowed a couple times a year. The HOA recently contacted the District concerning 2 perimeter walk/trail tracts in the neighborhood, also owned by the District, that have some dead or dying trees on the property. The District has mowed the trail but has not done anything with the trees. There is no irrigation on this property and the dead trees need to be removed. Mr. Miles noted that we have contacted the county to find out if the trees have to be replaced and they have not responded yet. Board discussion ensued concerning the District’s responsibility as to the level of maintenance of the property. Board consensus was to remove the dead trees and no irrigation would be installed.

4. Arvada Chamber HarvestFest Open Sponsorship
Mr. Miles stated that the Arvada Chamber of Commerce is hosting their annual HarvestFest Open Golf Tournament on Friday, August 27, 2010 and the board has sponsored this tournament in the past. Board discussion ensued.

MOTION: Director Glenn moved for approval of the $750 Sponsorship for the Arvada Chamber of Commerce HarvestFest Open Golf Tournament. Director Harrell seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT
Mr. Miles had nothing to report.

BOARD MEMBER REPORTS

Director Loveridge reported that the Tennis Block Party was a good promotion of the sport.

BREAK – At 7:48 p.m., President Whitfield called for a 10-minute break prior to resuming the board meeting in Executive Session.

EXECUTIVE SESSION

MOTION: Director Glenn moved to go into executive session pursuant to §24-6-402(4)(f), C.R.S., to discuss a matter of potential litigation concerning personnel. Director Loveridge seconded. Motion passed unanimously.

The meeting resumed in executive session at 8:00 p.m. The Board did not engage in substantial discussion of any matter not enumerated in §24-6-402(4)(f), C.R.S., nor did it adopt any proposed legislative policy, position, resolution, rule, regulation or formal action.

MOTION: Director Loveridge moved to go out of executive session. Director Harrell seconded. Motion passed unanimously.

The open meeting resumed at 8:13 p.m.

MOTION: Director Humrich moved to go into Executive Session pursuant to §24-6-402(4)(e), C.R.S., to determine positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiators concerning the Garrison Street site. Director Harrell seconded. Motion passed unanimously.

The meeting resumed in Executive Session at 8:14 p.m. The Board did not engage in substantial discussion of any matter not enumerated in §24-6-402(4)(e), C.R.S., nor did it adopt any proposed legislative policy, position, resolution, rule, regulation or formal action.

MOTION: Director Harrell moved to go out of Executive Session. Director Loveridge seconded. Motion passed unanimously.

The open meeting resumed at 9:09 p.m.

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

President Whitfield adjourned the meeting at 9:10 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Ken Harrell, Secretary/Treasurer