June 4, 2015 Board of Director Meeting Minutes

BOARD OF DIRECTORS
MAY 21, 2015

CALL TO ORDER

Director Whitfield called the June 4, 2015 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:30 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jim Whitfield, Lee Humrich, Tommy Skul, and Kristen Larington. Jeff Glenn arrived at 7:21. 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 consider adding agenda item #6 under New Business to consider Resolution APRD2015-07 for Budgetary Transfers and Appropriations for Fiscal Year 2014.

MOTION: Director Humrich moved to approve the addition of agenda item #6 under New Business to consider Resolution APRD2015-07 for Budgetary Transfers and Appropriations for Fiscal Year 2014 and to approve the remainder of the Agenda as posted. Director Larington seconded. Motion passed unanimously.

APPROVAL OF MINUTES OF MAY 21, 2015
MOTION: Director Skul moved for approval of the Minutes of May 21, 2015, as presented. Director Humrich seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input.

NEW BUSINESS

1. 2016 Proposed Rental/Admission Fees
Mr. Miles stated the board has received, in their agenda packet, the proposed fees for 2016 which will be presented for public input and approval at the June 18th board meeting. In response to questions from the board Mr. Miles stated that staff does market comparisons to make recommendations for the 2016 proposed fees and staff is available tonight for any questions. Mr. Miles added that we feel the fees are where they should be based on surrounding competitors. Director Whitfield noted that there is a fair amount of an overall increase. Mr. Miles replied that based on what we see financially, our expenses are increasing 2-4 % a year so, to the best of our ability; we are keeping up with expenses along with keeping our fees comparable with similar facilities based on market research adding that it’s not an exact science. Board discussion continued with each division manager concerning the facilities that were chosen for market comparisons and the challenges that each facility faces. In response to questions from the board, staff replied that District fees are in the mid range of our competitor’s pricing and that we have not historically seen a significant decrease in passes when fees are raised. If the programs are successful, users accept increases and the demand is still there we feel that our members are still getting value for their dollar. Mr. Miles asked the board to review the proposed fees and bring any questions to the next meeting for discussion.

2. Consideration of a First Amendment to the Recreational Field Use Agreement Relating to the All Conditions Turf Fields at Long Lake Ranch

Mr. Miles stated the Edge Real/Arvada Soccer Club and the City have previously asked the Board to consider extending the current agreement another 10 years, which currently will expire in 2019. The board discussed this matter at the last board meeting and asked Mr. Miles to have the City draft the amendment for consideration. Mr. Miles noted that approving this amendment will extend the agreement to 2029. The terms of the agreement have not changed; this amendment is just an extension. Mr. Miles also added that the soccer club has put money into the Long Lake Ranch project and is willing to keep helping with the upkeep and maintenance of the turf fields. We have had no issues up to this point so staff does not see any issue with extending this current agreement. Board discussion ensued.
MOTION: Director Humrich moved for approval of a First Amendment to the Recreational Field Use Agreement Relating to the All Conditions Turf Fields at Long Lake Ranch. Director Larington seconded. Motion passed unanimously.

3. Consideration of Ralston House .5k Sponsorship
Mr. Miles stated that the board has approved a $1000 sponsorship level for this event for the past 5 years. Board discussion ensued and consensus was to remain consistent with the sponsorship and approve the same sponsorship level for 2015.

MOTION: Director Larington moved for approval of $1000 sponsorship for the Annual Ralston House .5K Endurance Challenge benefit. Director Skul seconded. Motion passed unanimously.

4. Consideration of Arvada Colts Golf Tournament Sponsorship

Mr. Miles stated that the board has supported this golf tournament for the past several years. Director Skul stated that due to conflict of interest he would not comment on this agenda item. Board discussion ensued.

MOTION: Director Humrich moved for approval of $500 for the Arvada Colts Golf Tournament Sponsorship. Director Larington seconded. Director Skul abstained. Motion passed unanimously.

5. Arvada Food Bank/Red Rocks College Charity Golf Classic

Mr. Miles stated that this is an inaugural charity golf tournament for the Arvada Community Food Bank Foundation and the Red Rocks Community College Foundation on Monday, August 31 at West Woods Golf Club. If the board would like to support this event they could consider a sponsorship or enter a foursome. Board discussion ensued and consensus was to purchase a foursome.

6. Consideration of Resolution APRD2015-07 Budgetary Transfers and Appropriations

Mr. Miles stated that this is a routine appropriation to finalize the 2014 Budget.

MOTION: Director Skul moved for approval of Resolution APRD2015-07 for Budgetary Appropriations for Fiscal Year 2014 authorizing additional appropriations of $294 for the 2014 Debt Service Fund Budget and additional appropriations of $36,332 for the Apex Fund Budget for a total budget of $3,971,250. Director Larington seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT

Election Issues Projects – We are in the process of meeting with architects and engineers. By the end of July we should have more factual construction numbers and conceptual designs.

Columbine Neighborhood – The Columbine neighborhood has been told that it will be difficult to plan for a recreation center without land. City staff has been asked if they have any options to acquire land for this purpose.

Bond Refinance – The refinance of the bonds will be completed on June 9. The District will realize a savings of $130,000.

Simms Street Park Site – 7 feet grade of dirt has been donated and moved for free. Mounds are being sculpted to add landscaping. Richmond Homes have assisted with much of this process at no cost. They have also agreed to supply the District with access tp an irrigation tap off of their housing development main tap. The park will be irrigated and seeded with native grasses. Justin Howe, District Services Manager, has done an excellent job coordinating all aspects of this project.

Simms Street Center – I will be meeting with Barker Rinker Seacat to get final phase construction documents of the building.

BOARD MEMBER REPORTS

Director Skul reported that he will go to the Arvada Chamber 3rd Friday breakfast.

Director Whitfield reported that he attended the signing of Bill 1348 last Friday and visited with Governor Hickenlooper.

President Glenn reported that the Coordinating Committee toured the Veterans Memorial Aquatics Center in Thornton last week. This was an opportunity to get some good ideas moving forward with the City to plan for the replacement of Meyers.

BREAK – At 7:32 p.m., President Glenn called for a 10-minute break prior to resuming the board meeting in Executive Session.

EXECUTIVE SESSION
MOTION: Director Skul moved to go into executive session pursuant to §24-6-402(4)(f), C.R.S., to discuss personnel matters concerning the Executive Director and Executive Assistant positions. Director Humrich seconded. Motion passed unanimously.

The meeting resumed in executive session at 7:39 p.m.
MOTION: Director Whitfield moved to go out of executive session. Director Skul seconded. Motion passed unanimously.

The open meeting resumed at 8:17 p.m.

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

President Glenn adjourned the meeting at 8:18 p.m.

Respectfully submitted,

Luann Levine, Recording Secretary

ATTEST:

Lee Humrich, Secretary/Treasurer