Financial Planning & Policy Committee
Meeting Minutes

Date:   March 19, 2012

Location:  Community Recreation Center – Room 204

Time:  7:30 p.m. or Immediately following the Parks & Recreation Meeting

Committee: J. Brault, G. Benz, J. Olvany, Chair D. Graham
Commissioners: M. Murdock
Staff:  S. Wilson, K. Bingham, B. Lambrecht, J. Bowen, K. Eppelheimer
Visitor: Bill Lemieux, 4088 Fairway Drive

Agenda Topics:

1. Call to Order
2. Approval of Minutes
3. Communications and Correspondence
4. Recognition of Visitors
5. Old Business
6. New Business
7. Next Meeting
8. Adjourn

Discussion Items

1. The Meeting was called to order at 8:40 p.m.

2. The Committee approved the minutes of February 13, 2012 as presented.

3. Communications and Correspondence – None

4. Recognition of Visitors – Bill Lemieux (in attendance to observe).

5. Old Business

     a. Discussion of Cash Funding Alternatives – Superintendent Eppelheimer presented information regarding a suggestion by Commissioner Olvany on the District’s investments and use for added liquidity. Staff’s meeting with Chase Bank resulted in further investigation of the Illinois Public Funds Investments Act. The information was discussed and further research on return questions will be supplied at the next meeting.

6. New Business

     a. Discussion of 2013 Budget Calendar – Superintendent Eppelheimer presented a draft of the budget planning calendar and outlined the key dates of the 2011 CAFR, the 2012 Tax Levy and the Committee Budget Discussions. This was presented as information-only and no action was required at this time.

     b. Discussion of 2013-14 Capital Improvement Plans – Superintendent Eppelheimer presented the topic of timing for two major projects in the five-year capital plan. Since the Golf Committee had recommended an improvement plan for the golf course, staff wanted Committee consensus that the Centennial Ice Compressor/HVAC Project and the renovation of the Wilmette Golf Course were in the correct years. Three exhibits were distributed: The 2012 capital improvement summary, the funding of the 5-year capital plan by the Capital Improvement Fund, and the funding of the 5-year capital plan by the use of surplus fund balances from the Corporate and Recreation Funds. There was discussion on the timing, the scope of the two projects, the funding of the projects and the impact of master plan being developed for Gillson Park. The Committee, and other Board members present agreed that two major projects were in the correct years (Centennial in 2013 and Golf in 2014). However, paddle tennis also needed to be included in the discussion.

          i. Consulting Expenditure – Wilmette Harbor – Executive Director Wilson presented information on the professional services proposal for the evaluation of the Wilmette Harbor. Discussion included searching for other consultants, narrowing the scope and negotiating the price. Staff responded that of the three firms that showed interest, only one responded with a proposal, the scope of the project was narrowed from the original proposal, and the price had been negotiated. The Committee recommended the Executive Director be authorized to enter into an agreement with JJR, LLC of Madison, Wisconsin in the amount of $45,000, plus reimbursable expenses, for the existing conditions study of the Wilmette Harbor North and South Bulkheads, and that Jetty System be approved by the full Board.

7. Next Meeting – The next meeting will be scheduled for April 30 at 7:00 p.m. at the Administration Office.

8. Adjournment – With no further business to discuss, the Committee adjourned at 9:39 p.m.

Minutes taken by Ken Eppelheimer