June 18, 2015 Board of Director Meeting Minutes

BOARD OF DIRECTORS
JUNE 18, 2015
CALL TO ORDER

President Glenn called the June 18, 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: Jeff Glenn, Jim Whitfield, Lee Humrich, and Kristen Larington. Tommy Skul was absent. Apex participating staff members were Mike Miles, Executive Director, and Luann Levine, Recording Secretary.

ABSENCE EXCUSED

MOTION: Director Larington moved for the absence of Director Skul to be excused due to advance notice to the board. Director Humrich seconded. Motion passed unanimously.

APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
Mike Miles, Executive Director, asked the board to consider moving Agenda item #3 under New Business, Discussion Regarding Personnel Recruitment, to Executive Session pursuant to §24-6-402(4)(f), C.R.S., to discuss personnel matters concerning the Executive Director and Executive Assistant positions, and add a new Agenda item #3 under New Business to consider the cancellation of the July 2, 2015 Board Meeting.

MOTION: Director Humrich moved to move Agenda item #3 under New Business, Discussion Regarding Personnel Recruitment, to Executive Session pursuant to §24-6-402(4)(f), C.R.S., to discuss personnel matters concerning the Executive Director and Executive Assistant positions, and add a new Agenda item #3 under New Business to consider the cancellation of the July 2, 2015 Board Meeting and to approve the remainder of the Agenda as posted. Director Larington seconded. Motion passed unanimously.

APPROVAL OF MINUTES OF JUNE 4, 2015

MOTION: Director Whitfield moved for approval of the Minutes of June 4, 2015, as presented. Director Larington seconded. Motion passed unanimously.

PUBLIC INPUT – There was no public input

OLD BUSINESS

1. Public Input and Approval of 2016 District Admission and Rental Fees

Mr. Miles stated that these fees, if approved, will be included in the 2016 budget process. These fees have been posted on our website and there has been no feedback from user groups. Board discussion ensued concerning fee increases due to energy cost increases and competitive market rates, and increases in resident fees compared to non-resident fees.
MOTION: Director Whitfield moved for approval of the Proposed 2016 Facility Admission and Rental Fees as presented to the board on June 4, 2015. Director Larington seconded. Motion passed unanimously.

NEW BUSINESS

1. Introduction of Sakura Shiratori, Finance Staff Accountant
Kristin Donald, Finance Manager, introduced Sakura Shiratori, our new full time Finance Staff Accountant. Ms. Shiratori addressed the board and stated that she recently graduated from Front Range Community College and is excited to be here. In response to questions from the board Ms. Shiratori stated that she was born and raised in Japan, has been in the states for four years to attend university and now lives in Arvada. The board welcomed Ms. Shiratori to the district.

2. 2014 Comprehensive Annual Financial Report
Kristin Donald, Finance Manager, reviewed the Comprehensive Annual Financial Report for 2014 with the board. She then introduced Mr. Dan Cudahy, C.P.A. with McMahan and Associates, an independent auditing firm who audited the report. Mr. Cudahy then addressed the board and explained that the audit went well and the District received a clean opinion for 2014 financial statements, the internal controls of the District are in good shape with good segregation of duties and no formal adjustments or recommendations for improvement were made. There were no difficulties performing the audit, no misstatements detected and no disagreements with management during the audit. Mr. Cudahy added that it was a pleasure working with Ms. Donald and her staff. He added that they did an excellent job and everything looks good from a financial stand point. Mr. Cudahy congratulated Ms. Donald and the finance department for earning the Certificate of Achievement for Excellence in Financial Reporting for the 20th year in a row meaning that the district goes above and beyond the requirements for financial reporting and displays a great degree of competence. Mr. Cudahy thanked Ms. Donald for such an excellent job preparing for the audit. The board commended Ms. Donald for outstanding work and thanked Mr. Cudahy for attending the board meeting.
MOTION: Director Whitfield moved to accept the 2014 financial audit of the District. Director Humrich seconded. Motion passed unanimously.

3. Cancellation of the July 2, 2015 Board Meeting
Mr. Miles recommended canceling the July 2, 2015 board meeting since there are currently no items on the agenda.
MOTION: Director Whitfield moved for cancellation of the July 2, 2015 board meeting. Director Larington seconded. Motion passed unanimously.

EXECUTIVE DIRECTOR REPORT

Board Committee Meetings – The Round Table Issues Breakfast Meetings, held at the American Legion Post 161 on the first Friday of the month, will start up again in September and they have requested a board representative to attend.

Election Issues Projects – All projects are currently in the hands of architects and engineers. We should receive detailed pricing soon. A meeting has been scheduled with Mark Deven, Arvada City Manager, to discuss the Fitzmorris area project. Architects will take a look at the new plan that the City presented but it may come in higher than projected. It has been communicated that the option to have a center would be determined if the City can assist with costs.

Event Reminders – The Annual Foundation Car Show is Sunday, June 21. The SDA Board Golf Outing is Thursday, June 25.

Pickleball For Heroes Tournament – Sponsorships are evolving. If you have any contacts for sponsorships pass them along to Mr. Miles.

BOARD MEMBER REPORTS/INPUT

There were no reports.

BREAK – At 7:00 p.m., President Glenn called for a 10-minute break prior to resuming the board meeting in Executive Session.

EXECUTIVE SESSION
MOTION: Director Larington 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 7:08 p.m.
MOTION: Director Whitfield moved to go out of executive session. Director Humrich seconded. Motion passed unanimously.

The open meeting resumed at 7:25 p.m.

The board directed Mr. Miles to proceed with the recruitment process for the Executive Director position which will be done by the board and staff.

ADJOURNMENT

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

The meeting was adjourned by President Glenn at 7:27 p.m.

Respectfully submitted,

Luann Levine, Recording Secretary

ATTEST:

Lee Humrich, Secretary/Treasurer

2 Comments on "June 18, 2015 Board of Director Meeting Minutes"

  • Don Wolf
    August 4, 2015

    What is the Fitzmorris area project’

    Election Issues Projects – All projects are currently in the hands of architects and engineers. We should receive detailed pricing soon. A meeting has been scheduled with Mark Deven, Arvada City Manager, to discuss the Fitzmorris area project. Architects will take a look at the new plan that the City presented but it may come in higher than projected. It has been communicated that the option to have a center would be determined if the City can assist with costs.

    • Luann
      August 4, 2015

      The Fitzmorris area project would consist of a small outdoor pool and clubhouse located on the northwest side of Fitzmorris Park.

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