WILMETTE PARK DISTRICT
Committee-of-the-Whole
Meeting Minutes
Wednesday, November 9, 2016
7:15 p.m. – Mallinckrodt Community Center

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, Steve Holloway


I. Meeting  Called to Order
The meeting was called to order at 7:15 p.m.
A. Roll call taken.

II. Communications and Correspondence
None

III. Recognition of Visitors
Kathy Routliffe, Wilmette Life
Fred D. Watson, 1601 Ashland, Wilmette, IL
Bill Lemieux, 4088 Fairway Dr., Wilmette, IL

IV. New Business
A. 2016 Tax Levy, New Property and EAV
Superintendent Eppelheimer presented follow-up to the 2016 Truth-in-Taxation discussion at the October Financial Planning & Policy Committee meeting.  With 2016 being a triennial reassessment year, there may be some merit in levying a little more to cover any new property in the District.  After some discussion the consensus was to increase the capped funds by $40,409 to account for new property.

B. 2017-2021 Capital Improvement Plan
President Olvany commented on the meeting and how this is an opportunity to discuss larger issues based around the Capital Improvement Plan (CIP). This discussion is a chance for sharing information from one Committee to another Committee. President Olvany asked Superintendent Eppelheimer to present a summary of CIP. Superintendent Eppelheimer commented that Staff started discussing CIP in July and considered a couple of deferred projects from the 2016 plan.  Meetings were held to discuss priorities to make sure everything that was on the list fit within the plan. CIP was reviewed by each of the standing Committees. Superintendent Eppelheimer stated that the District is always trying to have a balanced plan with items that would benefit each facility without holding up more expensive items that truly need to be replaced. The 5 year plan provides funding to each of the 8 facilities and 324 maintained acres.

Superintendent Eppelheimer presented the base CIP within this plan and the prior five years.  Accounting for the major expenditures on facilities such as the Golf Master Plan or the Platform Tennis Facility, the District spends between $1.5 to $2.0 million in repair and improvements throughout year.  The plan has a normal distribution of priorities with A’s consisting  of 10% which need to be done or already have investment priorities; B’s consist of 78% which are replacement priorities; and C’s consist of 12% for new items for a total in CIP of $2,509,900. With the current Lakefront proposed for $2.5 million in 2017, the total plan is just over $5 million.

President Olvany pointed out that it is essentially the Committee’s job to not defer capital projects to the point where a future Board would have to act with a sense of urgency.  President Olvany mentioned that capital expenditures for each facility do not stand on their own, but are supported by the District as a whole.

President Olvany stated that he will run this meeting a little differently from in the past for more of a priority approach starting with Golf and ending with the Lakefront which will consist of flipping through the document.

President Olvany started discussing the Wilmette Golf Club and asked Commissioner Foster her thoughts as the Committee Chair.  The Committee discussed the large investment in golf cars considered in the 2017 plan.  There was discussion on the bunker lining project and that some golfers preferred this work be done over the golf car replacement.  It was the consensus to combine the bunker project into two years, look to purchase the golf cars in 2017 and to move a bank mower from 2017 to 2018.

Next the discussion turned to the Centennial Complex.  General discussions on the paging and sound system and the future changes to the pool did not result in any changes.  There was also discussion on the Tennis Pro Shop remodeling and the court bulb replacement.

The CRC projects were discussed, especially in light of the roof replacement project being moved to 2019 after bids came in way over budget.  The Early Childhood storage cubbies and the Fitness washer and dryer configuration, to accommodate existing equipment, were also discussed.

The Langdon playground replacement was then discussed and the consensus was to leave the playground in 2019 and reach out to the community to gauge the interest in preserving a playground at this location.

President Olvany discussed Maple Park next with $300,000 in 2017 for playground renovations. It was the consensus to keep the playground in 2017.

Discussion then moved to West Park and the parking issue around the Artificial Turf Fields (ATF) and Platform.  The Committee saw the need for additional parking along Manor Drive and hoped it could be done in conjunction with the Village work.  The Committee discussed the possibility of moving the two additional platform tennis courts.  Information on potential revenue and expenses will be provided to the Facilities Operations Committee on November 14th.  The lighting of the ATF was discussed as to use, funding and timing.  It was the consensus to leave the lighting in year 2020.

Finally, the Committee discussed the Lakefront.  Since the plan is still being formulated, it seemed that this CIP had too much funding in 2017.  The amounts had been updated by W.B. Olson based upon the “old” design with a reduced footprint.  The Committee discussed letting the plan develop while still allowing some funding of the professional services needed to develop the plan.  There was discussion on whether the plan could be paid from existing and future funds or fund through a voter approved referendum.  Discussions lead to the source and use of funds for the CIP.

C. Source and Use of Funds for Capital Improvement Plan
Director Wilson explained the Source and Use of Funds report that was used with the Financial Planning & Policy Committee in its discussion of funding the Lakefront Plan. The Source and Use of Funds report is at an extremely high level and is a conceptual plan for planning purposes.  The existing planned output of funds was through the use of excess surpluses above the District’s fund balance policy and the issuance of the District’s Debt Service Extension Base (DSEB) greater than three years.  A six year note would supply approximately $2.5 million in 2018.

Director Wilson pointed out the next three elections are April 2017, March 2018 and November 2018.  President Olvany commented that to raise money somewhere else is either with bonds or by way of referendum. Discussion continued with consensus to use updated amounts that span four years and begins with funding of $450,000 in 2017.  The referendum will continue to be discussed as an option as the Lakefront Plan becomes better defined.

V. Adjournment
There being no further business to conduct, the meeting was adjourned at
9:40 p.m.