Financial Planning & Policy Committee
Meeting Minutes
Monday, January 23, 2017
6:30 p.m. – Village Training Room

Commissioners: Chair Anderson, Abbott and Pellaton

Staff: Executive Director Wilson, Superintendent Eppelheimer, Manager Holloway
I. Meeting Called to Order
Meeting was called to order at 6:31 p.m.

II. Approval of Minutes
A. Commissioner Abbott moved and Commissioner Pellaton seconded a motion to approve the November 28, 2016 meeting minutes.  All voted yes; motion carried.

III. Communication and Correspondence

IV. Recognition of Visitors
 Attendance Sheet will become part of the permanent record.

V. Unfinished Business

VI. New Business
A. Purchasing Policy
Superintendent Eppelheimer reviewed the draft purchasing policy.  Since staff is already performing much of the purchasing process, this will provide more structure to the activity.  The Committee is disappointed in the number of bids received recently in some of the purchases and wanted the staff to be more proactive in obtaining bidders.  Executive Director Wilson commented that we do not have a procurement department (one person) and this has caused some difficulty in securing multiple vendors.  Extending the time to respond has proved somewhat effective.  We will provide some verbiage around the search effort in the Economy of Resources section.  The Committee would like to see used equipment be considered through the pricing of new and then comparing to used equipment.  This would cause legal issues if the estimated price is above the bid requirement.  Staff will provide more detailed information in the decision process through the justification section of the bid summary.  The exceptions to the purchasing process were discussed and are basically those allowed in the Park District Code.  Finally, Commissioner Anderson suggested that someone on the Board review the Executive Director’s expense spending on PCard and reimbursement of travel expenses.  After discussion it was decided that a conversation will be held with the President and that the Finance Chair be the one that reviews the Executive Director’s expenses.  Staff will make the discussed changes to the policy and have it ready for review at the February Committee meeting.

B. Travel Policy, Resolution 2016-R-1
Superintendent Eppelheimer presented the draft Travel Policy.  The main requirements of the new state statute is the approval by the full Board, which is done through the Voucher Approval; providing a maximum amount which requires preapproval by the Board; and approval of the policy through either an ordinance or resolution.  The Committee, in general was in agreement with the draft policy.  Discussion was held on the District reimbursing expenses related to local conferences and what steps are taken to control these costs.  Most of these controls are outlined in the Travel Advance Request and Travel Expense Reconciliation Report procedure.  The Committee asked if the attorney has made comments.  They have not, but a redline version will be provided to the Committee and the remaining Board before the February 13th meeting.  (The Attorney has promised a response early in the week of February 6th.)   The Committee recommended that, subject to minor changes, and changes recommended by the attorney, Resolution 2016-R-1 and the associated travel policy, be approved by the full Board.

C. ADA Capital Improvement Update
Superintendent Eppelheimer began with an overview of budgeted and actual expenditures.  There were questions on the remaining estimated cost to complete the transition plan.  The fund balance was also discussed, but the Committee was reminded that the fund balance target is based upon other expenditures in the fund including NSSRA contributions and companion fees that allow handicap individuals to participate in District programs.  (2016 target is $125,000 based on 25% of the NSSRA contribution $254,600 and the Companion Fees of $245,400.  This would leave $169,100 of fund balance towards ADA improvements ($412,907 FB, less $118,798 carry over projects, less $125,000 fund balance.)  Discussion ensued on some items in the plan being completed by staff and possibly assigning a target date for completion of different park projects within the plan.  Overall, the District has completed about 30% of the transition plan.  No action was required by the Committee.

D. 2016 Financial Audit
Superintendent Eppelheimer reported that Lauterbach and Amen were in on January 12th to perform preliminary field work.  They will be back the week of February 20th for field work.  So far their only recommendation is that they would like to see better management review of PCard expenditures.

E. State and Federal Excise Fuel Tax
Commissioner Anderson had asked to have this topic on the agenda.  The District applies for a refund of the State motor fuel tax on non-road use vehicles.  Although the District continues to make these applications, the State is not making refund payments.  Superintendent Eppelheimer reported that he reviewed several invoices from our fuel supplier and could not find a line for Federal tax, except on diesel in Parks.  Superintendent Lambrecht was going to check with our vendor as Mr. Lambrecht recalls signing an exemption certificate where Federal tax is not charged. We will confirm this for the next meeting.

F. Other Items
Superintendent Eppelheimer reported that the District prepared 1,232 W2s for 2016 and over 12,215 payroll checks were process during the year.  It was also reported that the District received $24,858 in rebate on its 2016 PCard purchases.

VII. Next Meeting
The next meeting is scheduled for February 27, 2017.

VIII. Adjournment
There being no further business to conduct, the meeting was adjourned at 8:08 p.m.