May 19, 2016 Board of Directors Meeting Minutes
BOARD OF DIRECTORS
May 19, 2016
CALL TO ORDER
Director Glenn called to order the May 19, 2016 regular meeting of the Board of Directors of the Apex Park and Recreation District, held at 6:30 p.m. in the Randall Room at the Apex Center, 13150 W. 72nd Avenue, Arvada, Colorado. Board members in attendance were: Jeff Glenn, Jim Whitfield and Kristen Larington, as well as Vicki Pyne via teleconference. District staff in attendance were: Dawn Fredette, Recording Secretary, and Kristin Donald, Finance Manager. Lauri Dannemiller, Executive Director was absent due to illness. Also present was Paul Niedermuller of CliftonLarsonAllen, District Auditors.
MOTION: Director Whitfield moved to excuse the absence of Director Skul due to advance notice to the Board. Director Larington seconded. Motion passed unanimously.
SWEARING IN OF RECENTLY ELECTED BOARD MEMBERS
Ms. Fredette, in her capacity as a Notary Public, administered the Oath of Office to Jeff Glenn and congratulated him on his re-election to the Board.
Ms. Fredette noted that the Oath of Office for Vicki Pyne had previously been administered and Director Glenn congratulated Director Pyne on her election to the Board
ELECTION OF OFFICERS
Via secret ballot, the following were elected as officers of the Board of Directors for a two-year term:
President: Jim Whitfield
Vice President: Jeff Glenn
Secretary/Treasurer: Kristen Larington
Following the election of officers, Director Whitfield assumed his role as President for the remainder of the meeting.
APPROVAL OF AGENDA AND ADDITION OF AGENDA ITEMS
MOTION: Director Glenn moved for approval of the Agenda as posted. Director Larington seconded. Motion passed unanimously.
APPROVAL OF MINUTES OF MAY 5, 2016 MEETING
MOTION: Director Larington moved for approval of the Minutes of the May 5, 2016 meeting, as presented. Director Glenn seconded. Motion passed unanimously.
PUBLIC INPUT – None
1. 2015 Comprehensive Annual Financial Report (CAFR)
Ms. Donald discussed with the Board the 2015 CAFR, including the letter of transmittal and summary. Specific topics of the CAFR she addressed included: economic factors; Management’s Discussion and Analysis, which covers financials for the year including the Governmental and Business statements, followed by information regarding the various Funds; budgeted amounts to actuals; and, demographics.
Mr. Niedermuller congratulated the District on the clean opinion issued by CliftonLarsonAllen. He also discussed the letter of transmittal and summary, bringing to the Board’s attention recommended enhancements and any weaknesses or deficiencies that should be looked at to improve the process in the future.
Director Whitfield inquired about the net position increase over the previous year for which Ms. Donald will provide additional detail.
2. Distinguished Budget Presentation Award from the Government Finance Officers Association
Ms. Donald discussed the award received for the District’s 2016 budget and various guidelines that had to be met. She noted that there are four categories and the District was rated proficient in all four. The award is the highest form of recognition in governmental budgeting and represents a significant achievement by the District. Ms. Donald thanked the department heads for their written contributions to the 2016 budget, which explained what they each do and their plans for 2016. Ms. Donald stated she will continue to strive for future awards. The Board thanked Ms. Donald for her hard work in helping the District to achieve this award.
3. Committee Liaison Appointments
The Board reviewed and discussed a listing of interest groups and the appointment of Directors to attend the meetings of these organizations. Director Whitfield discussed having a committee solely for Meyers Pool. He also noted that the Arvada Jefferson Kiwanis Club has expressed interest in having attendance by an Apex PRD Board member at their meetings. He further stated that the recent election showed the importance of connections with Arvada Urban Renewal Authority (AURA) and the Arvada Economic Development Association (AEDA). The Arvada Alliance Association (AVA) was also suggested as an additional interest group. Director Whitfield is currently on the Board of Directors of AEDA, AVA, as well as Red Rocks Community College Foundation. He is also on the Board of the Colorado Special District Association, but only for two more years.
Ms. Fredette was directed to update the listing of interest groups and send the updated version to the Board members so that committee appointments could be finalized.
4. Golf Outing Schedule for Park and Recreation Districts, Summer 2016
The Board reviewed and generally discussed the 2016 Golf Outing Schedule. Ms. Fredette was directed to send a reminder e-mail to the directors as the date gets closer for the tournament at Indian Tree on June 23, 2016.
OLD BUSINESS – None
EXECUTIVE DIRECTOR’S REPORT
In the absence of Ms. Dannemiller, Ms. Fredette was asked to discuss the recent May 3, 2016 election. Ms. Fredette generally discussed the election and election follow-up tasks. She also noted the great job done by Sue Blair and her staff at Community Resource Services. Ms. Blair served as the Designated Election Official.
Ms. Fredette further discussed with the Board their meeting schedule for the upcoming summer months. The Board decided to cancel one of the two meetings scheduled for June 2 and June 16. The date of the June meeting to be cancelled will be decided following additional input on director availability. The Board also determined to cancel the meeting scheduled for July 7 due to the 4th of July holiday.
BOARD MEMBER REPORTS
Director Larington had nothing to report at this time.
Director Pyne had nothing to report but stated that she is looking forward to working with everyone.
Director Glenn reviewed for the Board a handwritten thank you note received from a local 5th grader. The note was received by David Craig in Marketing thanking him for the District’s donation for an auction at Campbell Elementary School.
Director Glenn also thanked Directors Skul and Larington for their past two years on the Board. He further noted that he missed saying goodbye to outgoing Director Humrich at the last meeting.
In addition, Director Glenn asked that the Board discuss at a future meeting the District’s usage of rubber from recycled tires in its artificial turf.
Director Whitfield mentioned two bills recently passed in the state legislature that affect special districts, one pertaining to the cleanup of legislation concerning urban renewal authorities, and the other pertaining to the cleanup of legislation concerning special district elections.
Director Whitfield also discussed the AVA Charity Golf Marathon to be held at Indian Tree on June 9, 2016. The cost is $1000 per golfer, which is obtained through pledges. Due to the steep fee, Director Whitfield suggested that the District pledge a donation instead of Director participation in the tournament. No formal action was taken at this time.
Director Whitfield is looking forward to his last two years on the Board.
MOTION: Director Glenn moved that the meeting be adjourned. Director Larington seconded. Motion passed unanimously.
Director Whitfield adjourned the meeting at 7:15 p.m.
Dawn Fredette, Recording Secretary
Kristen Larington, Secretary/Treasurer