June 17, 2010 Board of Director Meeting Minutes

BOARD OF DIRECTORS
JUNE 17, 2010
CALL TO ORDER

President Jim Whitfield called the June 17, 2010 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:32 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Lee Humrich, Jeff Glenn and Bob Loveridge. Ken Harrell was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.

ABSENCE EXCUSED

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

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Mike Miles, Executive Director, asked the board to add an Executive Session to discuss matters the Garrison Street site.

MOTION: Director Humrich moved to add an Executive Session to discuss matters that may be subject to negotiations and instructing negotiators concerning the Garrison Street site and to approve the remainder of the agenda as posted. Director Glenn seconded. Motion passed unanimously.

APPROVAL OF MINUTES OF JUNE 3, 2010
MOTION: Director Glenn moved for approval of the Minutes of June 3, 2010, as presented. Director Humrich seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. Turf Arena Facility Site
Mr. Miles, Executive Director, stated that the latest concept of the turf arena facility has been modified by the access to the parking lot. He then noted that soil testing will be done to determine if this is a viable option and if the tests come back favorably this may be the best version to proceed with. Another advantage to this latest concept is that the ball field will not have to be reconfigured and the BMX track will be retained. Mr. Miles added that after going through issues related to the various concepts this concept is the closest one that may work. He then asked the board to consider approving this location if the soil tests come back ok. Discussion ensued concerning the retaining wall and soil issues.
MOTION: Director Glenn moved for approval of the location of the Turf Arena Facility site as presented to the board on June 17, 2010. Director Humrich seconded. Motion passed unanimously.
Mr. Miles stated that we are looking at a design similar to a field house in Parker. Discussion ensued concerning construction materials and the design and look of the building.

2. Approval of 2011 District Admission and Rental Fees
Mr. Miles noted that the proposed 2011 fees had been presented and discussed and public input was taken at the June 3, 2010 meeting. Mr. Miles added that Director Glenn will excuse himself from this conversation due to a conflict of interest. He then stated that no other comments were received except for the comments concerning the tennis fees and that has been resolved. The board received the revised tennis fees in their board packet.
MOTION: Director Humrich moved for approval of the 2011 Facility Admission and Rental Fees as presented to the board on June 3, 2010 including the tennis fees which were revised and presented on June 17, 2010. Director Loveridge seconded. Director Glenn abstained. Motion passed unanimously.

3. 2009 Comprehensive Annual Financial Report
Gary Higbee, Chief Financial Officer, explained that the district is required by state statute to prepare a financial report annually. Mr. Higbee stated that this District report is put together by District management staff which includes himself, Terri Fabrizio, Assistant Financial Officer, Mike Miles and Dan Cudahy, C.P.A. with McMahan and Associates, an independent auditing firm who audited the report. Mr. Higbee presented a power point presentation to the board to review and explain various sections of the Annual Report. Board discussion ensued concerning money set aside for the irrigation system at Indian Tree. Mr. Cudahy then addressed the board and explained that the District received a clean report for 2009 and that the internal controls of the District are in good shape and no formal recommendations for improvement were made. The District has also received the Certificate of Achievement for Excellence in Financial Reporting for the 15th year in a row meaning that the district goes above and beyond the requirements for financial reporting. This report is a very comprehensive report, takes a lot of work to put it together and is reviewed very carefully. Discussion continued concerning the economic trends and the effect of bad weather on the golf course revenue for this year. Mr. Higbee then noted that along with Terri Fabrizio, Luann Levine and Lore Wiltfang put a lot of work into this report as well. The board commended Mr. Higbee and Ms. Fabrizio on their excellent work putting this report together and commended Mr. Miles and his staff for an excellent job of budgeting.

MOTION: Director Humrich moved for approval of the Annual Financial Report for fiscal year ending December 31, 2009, as presented. Director Loveridge seconded. Motion passed unanimously.

4. Turf Arena Project Scope
Mr. Miles stated that the board needs to discuss and decide the scope of the Turf Arena project. There are three options to consider. The first option would be to build the facility in its entirety, with two turf arenas. This option could allow the relocation of the other Garrison Street programs in one of the turf arenas temporarily. The second option would be to build the facility with the two turf arenas and continue to look for another facility for the other Garrison Street programs. The third option would be to build the turf arena facility in two phases. Phase 1 would include the administrative area and one turf field. Phase 2 would be the construction of the second turf arena and would depend on the outcome of the November election. Board discussion ensued concerning the rising cost of building materials and financing the project and how the November initiatives will affect the financing. Discussion continued concerning building both turf fields and using one field for the gymnastic and dance programs while financing and building costs are low. Economically it makes sense. This will give the other programs a better temporary option than moving them into a store front. Board consensus was to build the entire facility with two turf arenas as opposed to building in phases. Mr. Randy Snyder, Edge Soccer President, addressed the board and suggested some alternative options for the gymnastics and dance programs such as Arvada Middle School or purchasing a building in the triangle area. Mr. Miles stated that an acceptable facility would require 20,000 square feet and 20 foot ceilings and there are other plans for the Arvada Middle School facility. Mr. Miles noted that currently these gymnastic and dance programs are revenue generators and are in a facility that is paid for, moving them into a facility that we have to rent will affect our budget.

5. Apex Spectator Fee Report
Terry Goldwater, Apex Center Manager, addressed the board concerning the Apex Center spectator fees. Ms. Goldwater stated that, as the board requested, spectators were monitored for a two month period and a total of 170 spectators attended the Apex generating a total revenue of $1044.50. Ms. Goldwater noted that spectators have been charged a fee because they are using the facility, restrooms, paper towels and for general wear and tear on the facility. Staff recommendation is to not change the Spectator Policy, but rather add a Spectator Rate of $3.75 which is the current rate charged for special events and parties (room rentals). Board discussion ensued.
MOTION: Director Glenn moved for approval of a $3.75 Spectator Fee to be implemented for a 90 day period. This issue will be revisited after the 90 day period and the motion may be changed or rescinded. Director Humrich seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT

Reminder that this weekend is the Fathers Day Car Show and 5K/Family Fun Run.

The next phase of solar thermal project will be the plumbing. The project may be completed by end of June or shortly thereafter. We have had a huge contribution of volunteer labor from the community to help with this project.

BOARD MEMBER REPORTS

Director Loveridge encouraged everybody to volunteer for the Car Show and Fun Run to support the Apex Foundation.

Director Humrich reported that he attended a very informational meeting concerning the November ballot initiatives and there is a movement going on to educate the public about the initiatives.

BREAK – At 7:35 p.m., President Whitfield called for a 10-minute break prior to resuming the board meeting in Executive Session.

EXECUTIVE SESSION

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 Glenn seconded. Motion passed unanimously.

The meeting resumed in Executive Session at 7:45 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 Loveridge moved to go out of Executive Session. Director Glenn seconded. Motion passed unanimously.

The open meeting resumed at 8:11 p.m.

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

President Whitfield adjourned the meeting at 8:12 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Ken Harrell, Secretary/Treasurer