Wilmette Park District
Financial Planning & Policy Committee
Meeting Minutes
Tuesday, May 26, 2015
7:00 p.m. – Park District Administrative Office

Attendees Present

Commissioners/Committee: Chair Abbott, Wolfe, Pellaton
Staff: Wilson, Eppelheimer, Lambrecht, Bingham, Bowen, Felicicchia

Attendees Absent

None

I. Meeting Called to Order

Meeting called to order 7:00 p.m.

II. Approval of Minutes

A. Commissioner Wolfe moved and Commissioner Pellaton seconded a motion to approve the minutes of February 23, 2015 Committee meeting. All voted yes, the motion carried.

III. Communication and Correspondence

None

IV. Recognition of Visitors

None

V. Unfinished Business

Commissioner Wolfe asked if the District is in compliance with all the financial filings. Superintendent Eppelheimer stated the District will have all filings completed before their due dates.  The last item is the Comptroller’s Report.

VI. New Business

A. Military Discounts
Superintendent Eppelheimer presented policies from other park districts and discussed some options with the Committee. The Committee discussed discount opportunities for active duty military that are residents. Commissioner Pellaton asked if there was a way to see how many active duty residents are in Wilmette. Director Wilson stated he will research to see if this information is available. Director Wilson asked Committee what their comfort level was on the military discount for across the facilities. The Committee recommended for Staff to come back with a recommendation on a discount between 15-25% and the financials of how this would impact the District.

B. Budget Calendar
Superintendent Eppelheimer reviewed and discussed the calendar of key events and dates scheduled in regards to the District’s budget process.

C. Financial Calendar and Elected Officials Guide (Government Finance 201)
Superintendent Eppelheimer reviewed and discussed the Financial Calendar for which the Committee is responsible for overseeing the District’s long term financial policies. The calendar displays general dates and the items to be discussed.

Superintendent Eppelheimer touched on the Elected Officials Guide that Commissioners were provided. This guide helps to gain an understanding of government finance.

D. First Quarter Financial Results and Budget Update
Superintendent Eppelheimer presented and discussed an overview of what the financial report included. He pointed out that since the referendum budget plan had a large surplus at year-end along with a recommendation by the Parks and Recreation Committee for the artificial turf field material being more costly, the capital projects will be reviewed and restructured accordingly. Director Wilson queried the Committee on how large surplus budget should be. Director Wilson stated that Staff will prepare a list of possible deferred capital projects for the next meeting with discussion based on the operational shortcomings.

E. Prevailing Wage Ordinance 2015-O-5
Superintendent Eppelheimer presented the Illinois Prevailing Wage Act requirements.  The District, in June of each year, is to determine the prevailing wage rates paid to laborers, mechanics and other workers employed on public works projects.  The Committee recommends to the full Board approval of Ordinance 2015-R-3.

F. 2014 Audit Management Letter Follow-up
Superintendent Eppelheimer stated that an audit must be performed on any district with revenues in excess of $850,000 and be reported and filed within six months after the close of the fiscal year. The District files the Comprehensive Annual Financial Report (CAFR) with five agencies, posts it on the website and has copies at the public library and in the Administration office. Lauterbach & Amen provided the Board with the Statement on Auditing Standards (SAS) 115 letter communicating internal controls that were considered to be either deficiencies and/or material weaknesses. The SAS 114 audit management letter is to communicate to the Board on their internal control weakness and recommended changes. These documents were disseminated as part of the Board Meeting packet on May 11th.

The Committee discussed the fixed asset inventory. The Staff will research the costs for a physical inventory.

VII. Next Meeting

The next meeting is scheduled for June 22, 2015 at 6:30 p.m.

VIII. Adjournment

There being no further business to conduct, the meeting was adjourned at 8:40 p.m.