June 20, 2013 Board of Director Meeting Minutes
BOARD OF DIRECTORS
JUNE 20, 2013
CALL TO ORDER
President Glenn called the June 20, 2013 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: Jeff Glenn, Ken Harrell, Lee Humrich and Bob Loveridge. Jim Whitfield was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.
MOTION: Director Humrich moved for the absence of Director Whitfield to be excused due to advance notice to the board. Director Loveridge 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 Humrich seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF JUNE 6, 2013
MOTION: Director Harrell moved for approval of the Minutes of June 6, 2013, as presented. Director Loveridge seconded. Motion passed unanimously.
PUBLIC INPUT –
Wayne Harris addressed the board and stated that he wanted to give the board an update on the status of the Arvada Rifle and Pistol Club. Mr. Harris stated that in the spring of 2012 the club was approached by RTD concerning the plan for locating a light rail station at the site of the club’s building. Mr. Harris thanked the board for their part in reaching an agreement with the City that allowed the sale of the property with the proceeds going to the club. The agreement for the sale of the property was reached in the fall of 2012 and the club received a reasonable settlement of $.5 million. Mr. Harris added that the City took possession in September of 2012 and the property was cleaned up and the building has been razed. The sale of the building provided good seed money for the club and in April they closed on a building at 59th and McIntyre, an old lab building that will be the club’s new home. Mr. Harris stated that the building has been vacant for about 15 years; they have removed garbage and overgrown vegetation but the new location will be ideal for a shooting facility. Mr. Harris reiterated that he wanted to thank the Apex board for working with them through this process and allowing the proceeds of the sale to go to the club for seed money. The board thanked Mr. Harris for his update on the club.
1. Public Input – 2013 GreenPlay District Survey
Mike Miles, Executive Director, stated that this is an opportunity for the public to give any input on the results of the community survey. There was no public input.
2. Introduction of Dustin Harris, Intern and Brandy Strauch, Apex Center Facility Assistant, Youth and Special Events
Justin Maillet, Assistant Apex Center Manager, introduced intern Dustin Harris from BYU Idaho and Brandy Strauch, Apex Facility Assistant, Youth and Special Events. Dustin stated that he started his internship with the District in April and it has been a great opportunity for him. He added that his goal is to eventually be a city director down the road. Since he began his internship he has assisted with the 9Health Fair and Boredom Busters. Currently his project is researchinging the cost of re-theming the Apex Clubhouse and surveying parents for new theme ideas. Dustin added that he is getting a lot of experience working in different areas around the facility and it is an awesome experience. He will go back to school in the fall and graduate in December.
Brandy stated that she is excited to be working for Apex. She has been teaching zumba for about 2 years and is excited to move forward. Brandy added that she is a wife and mother of 3 boys that love the Apex Center. Her past experience includes running home daycare, teaching group exercise for 13 years and marketing. She feels very welcomed by the staff and is looking forward to bringing new ideas to improve programs.
The board welcomed both Dustin and Brandy to the District.
3. Public Input and Approval of 2014 District Admission and Rental Fees
Mr. Miles stated that these fees, if approved, will be included in the 2014 budget process. These fees have been posted on our website and there has been no feedback from user groups. Board discussion ensued.
MOTION: Director Loveridge moved for approval of the Proposed 2014 Facility Admission and Rental Fees as presented to the board on June 6, 2013. Director Humrich seconded. Motion passed unanimously.
4. 2012 Comprehensive Annual Financial Report
Bob West, Chief Financial Officer, stated that this year was a bit of a challenge because of a new accounting system but Terri Fabrizio, Assistant Finance Officer, did an awesome job. Mr. West then 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. Cudahy then addressed the board and explained that the audit went well and the District received a clean opinion for 2012 financial statements, the internal controls of the District are in good shape and no formal adjustments or recommendations for improvement were made. There were no misstatements detected and no disagreements with management during the audit. Mr. Cudahy add that both Bob and Terri did an excellent job with the transition of accounting systems and everything looks good from a financial stand point. Overall a great report. The District has also received the Certificate of Achievement for Excellence in Financial Reporting for the 18th year in a row meaning that the district goes above and beyond the requirements for financial reporting and displays a great degree of competence. Board discussion ensued.
5. Consideration of Resolution APRD2013-05 – For Budgetary Transfers
Mr. Miles stated that this is an annual process to approve budgetary transfers for the 2012 budget.
MOTION: Director Loveridge moved for approval of Resolution APRD2013-05 for Budgetary Transfers for Fiscal Year 2012 authorizing the increase of the 2012 appropriation for Apex Fund by $79,070 for a total budget of $3,778,090. Director Humrich seconded. Motion passed unanimously.
EXECUTIVE DIRECTOR REPORT
a) Meyer’s Pool update – Mr. Miles reported that he met with JVA Engineering and Saunders Construction. The exterior east and west walls were inspected and no water damage was found but JVA is concerned that the walls may not have enough wind load support. Mr. Miles instructed JVA to x-ray the walls and confirm if more support beams are needed. Mr. Miles stated that a fairly large crack in the mezzanine area will also be investigated. The air handling systems seem to be adequate but more monitoring will be done to confirm that. The roof is being patched to make sure no leaks are present. The gutter system may have been inadequate so that will be upgraded. Board discussion ensued. In response to questions from the board Mr. Miles stated that the District has spent about $175,000 to date on everything that has been done internally. JVA’s evaluation will run about $100,000.
BOARD MEMBER REPORTS
There were no board reports.
MOTION: Director Harrell moved that the meeting be adjourned. Director Humrich seconded. Motion passed unanimously.
Vice-President Harrell adjourned the meeting at 7:08 p.m.
Luann Levine, Recording Secretary
Lee Humrich, Secretary/Treasurer