Financial Planning & Policy Committee
Meeting Minutes
Monday, February 27, 2017
6:30 p.m. – Village Training Room


Commissioners: Chair Anderson, Abbott and Pellaton

Staff: Executive Director Wilson, Superintendents Eppelheimer, Lambrecht and Bowen, Managers Holloway and Flynn.

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 January 23, 2017 meeting minutes.  There were two recommended changes, one on the procurement department (none) and the other on funding of the ADA transition plan.  After a short discussion the amended minutes were approved.   All voted yes; motion carried.

III. Communication and Correspondence


IV. Recognition of Visitors

Chris Lewis, Board Candidate.  Attendance Sheet will become part of the permanent record.

V. Unfinished Business

A. Purchasing Policy
Superintendent Eppelheimer reviewed the draft purchasing policy which was also sent to the Committee the prior week.  The Committee suggested a couple of changes: including and/or used in Economy of Resources 1.b.; waiver of procedures that are in compliance with state statues are to be communicated to the Board by the Treasurer.  Added was language that all purchases and travel expenses initiated by the Executive Director are reviewed by the Chair of the Financial Planning & Policy Committee.   There was a concern stated on the setting up and use of vendors by staff.  We will look at the system to see if an additional approval control can be established for a new vendor. Staff will make the discussed changes to the policy and have it ready for review at the March Committee meeting.

B. State and Federal Excise Fuel Tax (Verbal Update)
As follow-up to last month, it was confirmed that 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 Lambrecht confirmed that yearly an exemption certificate is completed for our fuel vendor to assure Federal tax is not charged.  No action was required by the Committee.

VI. New Business

A. 2016 Financial Audit (Verbal Update)
Manger Holloway reported that Lauterbach and Amen were in to perform field work the week of February 20th.  A couple of items will make the management letter including review of PCard charges and reconciling balance sheet accounts.  L&A also found an outstanding bond payable (subsequently made with no interest or penalty) and a revenue adjustment was made for the Bird Habitat grant.  We should see a draft audit in late March.  No action was required by the Committee.

B. 2016 Carry-Over Projects
Superintendent Eppelheimer reviewed proposed projects that need to be funded in 2017.  There were 12 projects totaling $446,910 that were appropriated in prior years but funds will be expended during 2017.  Director Wilson indicated that these were important projects that need to be considered during with other capital expenditures.  Commissioner Abbott requested an update on ADA Accessibility.  Director Wilson commented that we had updated information but the target dates for completion of different park projects within the plan will not be available until the March meeting.  No action was required by the Committee.

C. 4th Quarter 2016 Financial Statements
Superintendent Eppelheimer reported the District ended the year with a surplus to budget variance of approximately $620,000. This was primarily due to unspent capital (as part of the Carry-Over Project list discussed above) and the refunding debt issuances.  Overall the surplus was $1.6 million. There was discussion on the operating results without property taxes and if results were enough to fund anticipated capital projects.   No action was required by the Committee.

VII. Next Meeting

The next meeting is scheduled for March 21, 2017 at 6:30 p.m.

VIII. Adjournment

There being no further business to conduct, the meeting was adjourned at 7:33 p.m.