WILMETTE PARK DISTRICT
Committee-of-the-Whole
Meeting Minutes
Wednesday, December 9, 2015
6:30 p.m. – Mallinckrodt Community Center

Attendees Present

Commissioners: President John Olvany, Vice President Amy Wolfe, Shelley Shelly, Bryan Abbott, Stephanie Foster, Ryrie Pellaton, Gordon Anderson

Secretary/Executive Director Steve Wilson
Staff: Jeff Bowen, Kathy Bingham, Bill Lambrecht, Ken Eppelheimer, Marlon Rodas, Steve Holloway, Cindy Felicicchia, Mike Matchen, Jeff Groves, Adam Kwiatkoski, Nick Marfise, Sean Flynn

Attendees Absent

None

I. Meeting  Called to Order

The meeting was called to order at 6:43 p.m.

A. Roll call taken.

II. Approval of Minutes

A. Commissioner Wolfe moved and Commissioner Shelly seconded a motion to approve the minutes from the Committee-of-the-Whole Meeting of November 17, 2015; all voted yes, the motion carried.

III. Communications and Correspondence

None

IV. Recognition of Visitors

President Olvany commented that Mike Matchen will be retiring at the end of this year after 43 years of service with the Wilmette Park District. He wished him well in his retirement.

V. New Business

A. 2016 Proposed Annual Budget (with Program Account Detail)

President Olvany asked Director Wilson to brief the Committee on the 2016 Proposed Annual Budget process. Director Wilson thanked the Commissioners and Staff for making the process run smoothly. Director Wilson reviewed and discussed the presentation that relates to the 2016 Proposed Annual Budget. Director Wilson discussed the organizational chart and the District being at 70 full time staff, 425 part-time staff, 125 IMRF staff and 700 seasonal staff. He stated that looking back on 2015 there was a slow start to spring and summer which impacted primarily the pool with memberships along with the golf course and the number of rounds for the first half of the summer. These were offset by the summer camp programs which continue to be a big hit. There were several major projects that happened in 2015; golf course driving range nets, gymnastics equipment with a new layout along and the District wireless internet. The RecTrac system update went extremely went and was available for December registration. The District was awarded best overall entry in the Wilmette Holiday Parade again.

Director Wilson highlighted on the 2016 budget basis with the most significant being the uniform increase 5.0% in most fee structures with some exceptions: increase of 10% for resident pool membership, no increase in golf membership, and sailing beach storage rates up 10 to 20%. The capital plan expenditure totals around $3.1 million. The District has been averaging about $2 million in capital. The difference is due to projects that were deferred out of 2015 and put into 2016 because of the early bad weather months in spring and summer 2015.

Director Wilson commented on the major capital projects that will be coming in 2016: Centennial paging and security system, CRC roof replacement, Forest Park playground, Hibbard Park playground and tennis courts, and continued ADA improvements. He explained how the customer service program has been working within the District. Next year is the debt issuance that the Financial Planning & Policy Committee discussed which will be about $960,000 of debt service extension base which is non-referendum tax supported bonds.

Superintendent Eppelheimer presented and discussed the budget summary. He highlighted how the District works within the fund structure of Governmental Funds, Corporate (includes Administration and Parks & Planning), Recreation (includes all Recreation Activities and Recreation Facilities), Special Recreation (NSSRA), Capital Improvements, Debt Service, and other Special Revenue (Retirement, Audit, Security and Liability).

Superintendent Eppelheimer discussed the organization reporting versus fund reporting and how the District reports primarily through the origination structure. He presented revenues of $26.6 million and expenses of $25.4 million and the trends within the District. A small number of projects will be carried over into 2016. The amount is estimated to be $390,000. The effect is a decrease in 2015 expenditures and an increase in 2016 expenses, increasing the 2015 surplus. Superintendent Eppelheimer discussed the outstanding debt as of 12/31/2015 being $16 million.

Director Wilson explained capital transfers and how they are charged to each facility. In some years if a facility does not generate the revenue to be able to transfer the funds other operating areas are looked at to cover the shortfall. The Committee reviewed and discussed transfers and overhead.

Commissioner Anderson commented that benefits costs to labor costs are about 30%. He commented that fees cannot continue to go up 5% every year to cover these costs. He would like more clarification on the benefit plan. Superintendent Eppelheimer commented that salaries are generally less in the public sector so this drives the percentage of benefits up. The benefit plan by each full time employee is about 15% of the cost. The pension plan is another benefit which is about 12% for the employees eligible for the plan. Social Security is also part of the benefit costs. Commissioner Anderson wanted to know what is being done about benefit costs. Superintendent Eppelheimer explained how PDRMA works under a pooled concept. President Olvany stated he would like the Financial Planning & Policy Committee to provide further discussion. Director Wilson commented that Staff will get numbers together and bring back to the Financial Planning & Policy Committee early in the first quarter of 2016.

Superintendent Eppelheimer explained the process for the budget and appropriation ordinance. The public hearing will be held at the January 11th Board Meeting.  This is a balanced budget with a surplus of approximately $1.2 million.  The Budget and Appropriations Ordinance and supporting reports will be available for inspection by the public beginning on December 11th.

Commissioner Pellaton asked to have the budget posted on the District’s website.

VI. Adjournment

There being no further business to conduct, the meeting was adjourned at 7:53 p.m.