November 3, 2011 Board of Director Meeting Minutes

BOARD OF DIRECTORS
November 3, 2011

CALL TO ORDER

President Jim Whitfield called the November 3, 2011 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:32p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Bob Loveridge, Ken Harrell and Jeff Glenn. Lee Humrich 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 Humrich to be excused due to advance notice to the board. Director Harrell seconded. Motion passed unanimously.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS

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

APPROVAL OF MINUTES OF OCTOBER 6, 2011
MOTION: Director Glenn moved for approval of the minutes of October 6, 2011, as presented. Director Harrell seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

NEW BUSINESS

1. 2012 Budget Public Hearing
At 6:33 p.m., President Whitfield opened the public hearing on the 2012 Proposed Budget. A notice of the budget public hearing was published in the Golden Transcript on October 27, 2011, pursuant to §29-1-106 of the Colorado Revised Statutes.
Overview of 2011 Budget: Mike Miles, Executive Director, stated that this is an annual procedure and is a required public hearing based on state statutes. Mr. Miles asked the board if there were any questions or any changes they would like to make concerning the budget. The board did not have any concerns or questions at this time. The board will approve the final budget at the next board meeting on December 8, 2011.
A) Public Input on Proposed 2012 Budget – There was no public input.
President Whitfield closed the public hearing at 6:34 p.m.
2. Proposal to Change Apex Center Holiday Hours
Mike Miles, Executive Director, stated that a review by staff has been done on Apex Center usage on holidays. Terry Goldwater, Apex Center Manager, addressed the board and reported that she looked at pass visit reports from the past three years to ensure that changing hours on certain holidays would not impact guests. She stated that staff recommendation is to close earlier, instead of the usual 5:00pm closing time, on select holidays due to little or no use in the late afternoons on most holidays. Recommended changes include closing at 3:00pm on Independence Day and 4:00pm on both Labor Day and Christmas Eve. Ms. Goldwater added that she also took into consideration what other recreation centers are doing on the holidays. In response to questions from the board Ms. Goldwater stated that there would be some savings by changing these holiday hours and this would go into effect on Christmas Eve of this year.

MOTION: Director Harrell moved to change the Apex Center holiday hours as presented by staff. Director Glenn seconded. Motion passed unanimously.

3. Proposed Fees for Apex Field House
Mr. Miles stated that staff has worked through several scenarios on fees for field use and Community Room rental with and without media use. Field rates are easy because there are comparable facilities out there but the Community Room with technology options is unique and doesn’t have anything to compare too. Board discussion ensued.

MOTION: Director Glenn moved to approve the proposed fees for the Apex Field House as presented at the November 3, 2011 board meeting. Director Loveridge seconded. Motion passed unanimously.

4. Set 2012 Board Meeting Schedule
Mr. Miles stated that the board must decide the schedule for 2012 board meetings. Board discussion ensued and consensus was to continue with the current schedule of 1st and 3rd Thursdays of the month at 6:30 p.m.

5. Reschedule 12/01/11 Board Meeting to 12/08/11
Mr. Miles recommended rescheduling the December 1, 2011 board meeting to Thursday, December 8, 2011 due to budget approval deadline requirements. Board discussion ensued.

MOTION: Director Loveridge moved to reschedule the December 1, 2011 board meeting to Thursday, December 8, 2011 due to budgetary deadline requirements. Director Glenn seconded. Motion passed unanimously.

6. Cancel 12/15/11 Board Meeting
Mr. Miles recommended that the board cancel the December 15, 2011 board meeting since there are currently no items for the agenda.

MOTION: Director Glenn moved for cancellation of the December 15, 2011 board meeting. Director Loveridge seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT

a) Mr. Miles met with Fieldturf staff about the Garrison turf and the plan is to pull the turf out of Garrison and sell it. The dasher boards will also be sold.
b) The Racquet Ball and Fitness Center will be closed November 14-17 while new carpet is being installed.
c) November 19, 11:00am – Ribbon cutting at the Apex Simms Street Center.
d) December 10, 11:00-1:00pm – Apex Field House Grand Opening with activities and demonstrations on the fields.
e) December 3 – Memorial at the Field House, waiting for details from the city as to time.
f) December 1, 7:30am – Foundation Breakfast at Indian Tree. Spouses are included
g) December 2, 6:00pm – Apex Field House Celebration Dinner at Indian Tree. Spouses are included.
h) December 6, 5:30pm – Youth Sports Banquet at Indian Tree.

BOARD MEMBER REPORTS

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

President Whitfield adjourned the meeting at 7:01 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

ATTEST:
Ken Harrell, Secretary/Treasurer