November 5, 2015 Board of Director Meeting Minutes
BOARD OF DIRECTORS
November 5, 2015
CALL TO ORDER
President Jeff Glenn called the November 5, 2015 meeting of the Board of Directors of Apex Park and Recreation District to order at 6:32 p.m. at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Apex board members in attendance were: Jeff Glenn, Lee Humrich, Tommy Skul and Kristen Larington. 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 Larington seconded. Motion passed unanimously.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Skul moved for the approval of the Agenda as posted. Director Humrich seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF OCTOBER 1, 2015
MOTION: Director Humrich moved for approval of the minutes of October 1, 2015, as presented. Director Larington seconded. Motion passed unanimously.
PUBLIC INPUT – There was no public input
Mike Watkins, President of North Jefferson Junior Baseball, addressed the board and stated that the baseball organization is aware of the upcoming election and has a strong interest in the opportunity to join efforts with the board. Mr. Watkins added that the baseball organization appreciates everything the Apex District has done for the community and would like to do their part in giving back to the community as well. North Jefferson Junior Baseball would like to develop a better relationship with the District and do projects, maybe one a year, to say thanks for what the District has done for them. The board thanked Mr. Watkins for attending tonight’s meeting and speaking to the board.
1. 2016 Budget Public Hearing
At 6:35 p.m., President Glenn opened the public hearing on the 2016 Proposed Budget. A notice of the budget public hearing was published in the Golden Transcript on October 29, 2015, pursuant to §29-1-106 of the Colorado Revised Statutes.
Overview of 2016 Budget: Mike Miles, Executive Director, stated that this is an annual procedure and is a required public hearing based on state statutes. Mr. Miles stated that the proposed budget was posted on the District’s website October 15 and there has been no feedback from any user groups or the public at this time. Kristin Donald, Finance Manager, then addressed the board and presented a PowerPoint presentation overview of the proposed budget. Ms. Donald thanked all the department managers and their staff for their assistance in putting the budget together. Ms. Donald asked the board if there were any questions or any changes they would like to make concerning the budget. The board did not have any concerns or questions at this time. The board thanked Ms. Donald and stated that her presentation was the best they have seen and the budget book format is much easier to understand. Mr. Miles also thanked Ms. Donald for her presentation. The board will approve the final budget at the next board meeting on December 10, 2015.
A) Public Input on Proposed 2016 Budget – There was no public input.
President Glenn closed the public hearing at 6:53 p.m.
2. Pickleball for Heroes Tournament Video and Check Presentation
A short video of the Pickleball for Heroes Tournament was shown to the board and audience. Mr. Miles then stated that the Pickleball for Heroes Tournament raised a total of $43,861.00 and invited the representatives from Rocky Mountain TBI to come forward for a check presentation.
3. Consideration of Resolution APRD2015-09 for Budgetary Transfers and Appropriations
Mr. Miles stated that this is a typical housekeeping measure to adjust funds as we near the end of the fiscal year.
MOTION: Director Skul moved for approval of Resolution APRD2015-09 for Budgetary Transfers for Fiscal Year 2015 authorizing the appropriation of $527,000 for the Capital Fund, and $178,414 for the Conservation Trust Fund, and $15,000 for the Apex Fund, and the transfer of $550,000 from the General Fund to the Capital Fund. Director Humrich seconded. Motion passed unanimously.
4. Consideration of Resolution APRD2015-10 – Approving Application for Jefferson County Open Space 2016 Joint Venture Grant
Mr. Miles stated that this is the grant that will be submitted this year for Phase III, completion of the Community Heroes Park and final 8 eight outdoor pickleball courts, at the Simms Street Center site. The grant request is for $430,945 and will be submitted on November 6, 2015. Approval of grants will be in January 2016.
MOTION: Director Humrich moved for the approval of Resolution APRD2015-10 stating the complete support of the Board of Directors of Apex Park and Recreation District for a Jefferson County Open Space 2016 Joint Venture Grant request for funding of $430,945 for Phase III, completion of the Community Heroes Park and final 8 eight outdoor pickleball courts at the Simms Street Center site. Director Skul seconded. Motion passed unanimously.
5. District Audit Firm Selection
Mr. Miles stated that the Board instructed staff to pursue the bid process for the selection of an auditing firm for the District. Ms. Donald stated that staff sent out requests for bids and had 4 bids submitted. They were asked for their background information, price bid for 5 years, and verified they had their peer review done. The 2 firms that were selected to be interviewed were very qualified and the selection process was based on score sheets with key criteria and bid offer. Ms. Donald stated that staff’s recommendation is Clifton Larson Allen LLP as the District’s independent auditing firm and to approve the firms five year auditing bid offer of $127,520, pending annual approval of the budget.
MOTION: Director Larington moved to approve the selection of Clifton Larson Allen LLP as the District’s auditing firm and to approve the firms five year auditing bid offer of $127,520, pending annual approval of the budget. Director Humrich seconded. Motion passed unanimously.
6. Set 2016 Board Meeting Schedule
Mr. Miles asked the board to consider the schedule for 2016 board meetings for planning purposes. Board discussion ensued and consensus was to continue with the current schedule of 1st and 3rd Thursdays of the month at 6:30 p.m.
7. Reschedule 12/03/15 Board Meeting to 12/10/15
Mr. Miles recommended rescheduling the December 3, 2015 board meeting to Thursday, December 10, 2015 at 5:30 due to budget approval deadline requirements. Board discussion ensued.
MOTION: Director Larington moved to reschedule the December 3, 2015 board meeting to Thursday, December 10, 2015 at 5:30 due to budgetary deadline requirements. Director Skul seconded. Motion passed unanimously.
8. Cancel 11/19/15 and 12/17/15 Board Meetings
Mr. Miles recommended that the board cancel the November 19, 2015 and the December 17, 2015 board meetings since there are currently no items for the agenda.
MOTION: Director Larington moved for cancellation of the November 19, 2015 and the December 17, 2015 board meetings. Director Skul seconded. Motion passed unanimously.
EXECUTIVE DIRECTOR REPORT
The District’s aquatics operation is monitored by Ellis and Associates, International Aquatics Safety and Risk Management Consultants, and they periodically show up and audit our lifeguards. Out of 12 categories our lifeguards exceeded all 12 in the latest audit.
Recently we completed the repairs to the Meadowbrook trail after consulting county and state engineers about water management at the site. Unfortunately there are still water issues upstream and downstream from our property that we have no authority over. Subsequently, we have had complaints from neighbors about the water issues downstream from our property. We have followed every state and county guideline to manage the flow of water and alleviate the flooding of the trail on our property. The neighbors will have to contact state engineers about the water issues coming into our property and going out of our property.
The District’s health benefit rates have increased only 2% for 2016. Kudos to Cindy, Luann and our health insurance broker, HUB, for their diligence in securing these rates.
The City of Arvada will be scheduling community meetings in early January for the neighborhood around Fitzmorris Park concerning the election project.
BOARD MEMBTER REPORTS
Director Larington reported that she attended the Apex Foundation meeting and it was decided that they will continue their annual silent auction in February and may plan to add a Corn Hole event in 2017. They do have several openings for board members.
Director Skull reported that he attended the Chamber’s candidate forum at the third Friday breakfast.
President Glenn reported that he met with Senior Council and they will be good advocates for the District. Senior Council is comprised of 10 senior volunteers that are activists at the Community Recreation Center. They were very positive and asked good questions and will be beneficial volunteering with the campaign committee.
MOTION: Director Skul moved to go into executive session pursuant to §24-6-402(4)(f), C.R.S., for discussion of a personnel matter regarding the Executive Director position. Director Humrich seconded. Motion passed unanimously.
The meeting resumed in executive session at 7:46 p.m.
MOTION: Director Larington moved to go out of executive session. Director Skul seconded. Motion passed unanimously.
The open meeting resumed at 7:53 p.m.
MOTION: Director Humrich moved to approve the letter of agreement negotiated between Lauri Dannemiller, Executive Director Designee, and the Board of Directors. Director Skul seconded. Motion passed unanimously.
President Glenn announced the District has a new Executive Director, Lauri Dannemiller, as of November 9, 2015.
MOTION: Director Skul moved that the meeting be adjourned. Director Larington seconded. Motion passed unanimously.
President Glenn adjourned the meeting at 7:56 p.m.
Luann Levine, Recording Secretary
Lee Humrich, Secretary/Treasurer