June 16, 2011 Board of Director Meeting Minutes

Board of Directors Wide

June 16, 2011


President Jim Whitfield called the June 16, 2011 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, Bob Loveridge, Ken Harrell, Jeff Glenn and Lee Humrich. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.


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

MOTION: Director Humrich moved for approval of the Minutes of June 2, 2011, as presented. Director Glenn seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input


1. Approval of 2012 District Admission and Rental Fees
Mike Miles, Executive Director, stated that these fees, if approved, will be included in the 2012 budget process. In response to questions from the board Mr. Miles stated that we have not received feedback from any of the user groups, we make no exceptions for user groups and our fees are in the top of the lower third compared to other districts. Board discussion ensued concerning inflation and energy savings.
MOTION: Director Humrich moved for approval of the Proposed 2011 Facility Admission and Rental fees as presented to the board on June 2, 2011. Director Glenn seconded. Motion passed unanimously.

2. 2010 Comprehensive Annual Financial Report
Bob West, Chief Financial Officer, introduced Mr. Dan Cudahy, C.P.A. with McMahan and Associates, an independent auditing firm who audited the report, to present the report to the board. Mr. West also introduced Terri Fabrizio, Assistant Financial Officer, and thanked her for all her hard work putting this report together. Mr. Cudahy then addressed the board and explained that the District received a clean report for 2010 financial statements and that the internal controls of the District are in good shape and no formal adjustments or recommendations for improvement were made. The District has also received the Certificate of Achievement for Excellence in Financial Reporting for the 16th year in a row meaning that the district goes above and beyond the requirements for financial reporting. Mr. Cudahy added that this is a difficult certificate to get because it is quite a bit more work to put this together and he then congratulated the staff for their hard work. Mr. Cudahy added that the district is in good financial condition and has a good reserve. Board discussion ensued.

3. Preliminary 2012 District Budget Information
Mr. Miles stated that inflation and utility increases are issues as we begin the process of preparing the 2012 District budget but the biggest issue is losing a significant amount of funds in tax assessments. Mr. Miles then stated that full time staff salaries have been frozen 4 times since 2002, including this year, and we would like to give staff raises in 2012. Since there is less money coming in from taxes the money will have to be generated through operations. We are working on how we can generate enough additional dollars to cover that 0-3% raise for staff. We are also reviewing options of negotiating our healthcare ourselves to save money instead of using a broker. We have a good provider and we will go to them and see if we can negotiate directly with them. Board discussion ensued.


a) Annual Easter Egg Hunt – A problem for next year is the location of the Easter Egg Hunt. We will have moved into the new facilities and North Jeffco Park will be under construction. Options may be Memorial Park behind City Hall or at Lutz or Stenger.

b) Meyers Roof – We had an engineer take a couple sections out of the roof and found that it is water saturated all the way to inside the building. To replace the north side of the roof, which has rusted all the way through, will cost about $1 million. In response to questions from the board Mr. Miles stated that the roof has about 10 years of life with patching. Board discussion ensued concerning solar thermal energy at Meyers to help offset the costs.


Director Glenn attended the Leadership Arvada event at the Community Center and was impressed with the projects.

President Whitfield reported on the SDA workshop and reminded the board of the Father’s Day Car Show and 5K this Sunday at the Apex.

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

President Whitfield adjourned the meeting at 7:30 p.m.

Respectfully submitted,
Luann Levine, Recording Secretary

Ken Harrell, Secretary/Treasurer