June 7, 2012 Board of Director Meeting Minutes

BOARD OF DIRECTORS

JUNE 7, 2012

CALL TO ORDER

President Jeff Glenn called the June 7, 2012 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:33 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jeff Glenn, Jim Whitfield, Lee Humrich, Ken Harrell and Bob Loveridge. 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 Agenda Item #6 to consider Resolution APRD2012-09 for Budgetary Transfers for 2011 and Agenda Item #7 to consider Resolution APRD2012-10 nominating Executive Director Mike Miles for the 2012 SDA Distinguished Manager Award.

MOTION: Director Harrell moved to approve the addition of Agenda Item #6 to consider Resolution APRD2012-09 for Budgetary Transfers for 2011, and Agenda Item #7 to consider Resolution APRD2012-10 nominating Executive Director Mike Miles for the 2012 SDA Distinguished Manager Award and the remainder of the Agenda as posted. Director Loveridge seconded. Motion passed unanimously.

APPROVAL OF MINUTES OF MAY 17, 2012

MOTION: Director Humrich moved for approval of the Minutes of May 17, 2012, as presented. Director Loveridge seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

OLD BUSINESS

1. Summertree Lane Update

Mr. Miles stated that since the District was approached by Summertree Lane HOA representatives concerning a trail and trees that border the neighborhood, we have had communications with the County and the neighborhood developer about the responsibility of the property and tree maintenance. Curtis Westphal, New West Property Management and Joe Bender, Summertree Lane HOA President were present at the meeting. Mr. Westphal addressed the board and stated that there are 42 trees in need of maintenance located on the tracts of land that were deeded to the District. He added that the HOA’s concern is that the trees are bordering the neighborhood and in essence are the “front door” of their neighborhood and are in need of care, trimming and watering. Mr. Miles stated that information received from the developer was that the covenants specifically addressed the issue of the HOA taking care of the watering of the trees. An irrigation box with a separate meter was placed on the property that backs up to Quaker was specifically used to irrigate the trees. Mr. Miles added that the declaration documents give a clear indication that the trees are not the responsibility of the District. The District’s commitment is maintenance of the trail, and mowing of the south side trail grass which is done twice a year by the City under an IGA between the District and the City. Discussion continued. Mr. Westphal stated that he will take this information back to the HOA board. The board thanked Mr. Westphal and Mr. Bender for attending tonight’s meeting.

2. 2013 Proposed Rental/Admission Fees

Mr. Miles stated that on an annual basis the board approves fees for the following year. The board has received, in their agenda packet, the proposed fees for 2013 that will be presented for approval at the June 21st meeting. Mr. Miles pointed out that one change is that the fees will go into effect in September to align with the Fall/Winter brochure. Mr. Miles asked the board to review the proposed fees and bring any discussion or concerns to the next board meeting.

3. Golf Irrigation Project

Mr. Miles stated that we have been aware for several years that the golf irrigation system, which is not very water efficient, will need to be replaced. The new system will cost approximately $2-3 million and will not need to be financed because funds have been set aside for several years for this project. We are moving forward with replacing the entire system, probably in two stages, 9 holes in the fall and 9 in the spring. In response to questions from the board Mr. Miles stated that the new irrigation system will be a “smart” system that will sense rain fall and efficiently monitor the water that is put out.

4. Consideration of Resolution APRD2012-08 for Support for the Deeding of the Property Located at 8151 Simms Street to the District

Mr. Miles stated that the board is required to approve a resolution stating the board’s support of the deeding of the Simms Street property to the District. The proposal and the resolution will be presented to OSAC on July 5th for approval. If approved by OSAC it will go back to the County Commissioners for final approval in August or September.

MOTION: Director Whitfield moved for approval of Resolution APRD2012-08 stating the board’s complete support for the deeding of the property located at 8151 Simms Street to the District. Director Loveridge seconded. Motion passed unanimously.

5. Intern Program Report

Scott Melin, Apex Facility Assistant, stated that we had 3 interns this past spring, one of which is Ryan Cook who is present tonight to report on his experience. Mr. Melin added that the internship program has been very successful and he hopes to continue to grow it. Erik Arnold from Eastern Kentucky University just started his internship with us and will be here for the summer and we will have an intern from Metro State in the fall that will work with Julie Hines and Therapeutic Rec.

Ryan Cook addressed the board and stated that during his internship he helped Mr. Melin with Child Watch and special events such as birthday parties, worked with Kay Palmer in Youth Sports for a few weeks and spent some time in Aquatics also. In response to questions from the board Mr. Cook stated that learning RecTrac was one of the most beneficial experiences because he was able to apply that to his current job. Also, learning the Fish Philosophy was a plus. His internship experience overall confirmed that he would like to focus his career in Aquatics. The board thanked Mr. Cook for his report.

Mr. Erik Arnold addressed the board and stated that he is a tourism resort recreation major and is enjoying his internship in Colorado. When asked why he chose Colorado Mr. Arnold explained that he vacationed in Colorado 3 years ago, loved it here and decided he would do his internship here. He added that when he researched Colorado he was excited to learn about the Apex Center. Mr. Arnold is focused on event planning and hopes to build his resume and stay in Colorado. The board welcomed Mr. Arnold to Colorado and the Apex Center.

6. Consideration of Resolution APRD2012-09 for Budgetary Transfers for 2011

Mr. Miles stated that this resolution will authorize the transfer of funds for the 2011 budget which is an annual housekeeping process.

MOTION: Director Harrell moved for approval of Resolution APRD2012-09 for Budgetary Transfers for Fiscal Year 2011 authorizing the increase of the 2011 appropriation for the Golf Fund Budget by $20,000 for the purposes of operating expenditures for a total budget of $1,930,817. Director Whitfield seconded. Motion passed unanimously.

7. Consideration of Resolution APRD2012-10 designating Executive Director Mike Miles for the 2012 SDA Distinguished Manager Award

Mr. Miles stated that this resolution is required for the nominating process for the 2012 SDA Distinguished Manager Award.

MOTION: Director Whitfield moved for approval of Resolution APRD2012-09 for nominating Executive Director Mike Miles for the 2012 SDA Distinguished Manager Award. Director Loveridge seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT

a) There have been automated billing glitches in the past 2 months due to staff error. We have addressed the issues and will get straightened out and we will make sure this does not happen again.

b) There were allegations last weekend by a man that was in the shower area at the Apex Center with his young son that a teenage boy was taking pictures of his young son with his cell phone. There was a confrontation between the man and the teenage boy. The police were called. We have not heard back from the police at this point concerning the incident.

BOARD MEMBER REPORTS

Director Humrich reported that there is a golf challenge to raise funds for the Food Bank. Director Humrich will get more information for the board to participate.

ADJOURNMENT

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

President Glenn adjourned the meeting at 8:05 p.m.

Respectfully submitted,

Luann Levine, Recording Secretary

ATTEST:

Ken Harrell, Secretary/Treasurer