Financial Planning & Policy Committee
Meeting Minutes

Date: April 30, 2012

Location: Village Hall Training Room

Time:  7:00 p.m.

Committee: G. Benz, J. Olvany, Chair D. Graham
Commissioners: M. Murdock, J. Crowley, President J. Brault
Staff:  S. Wilson, K. Bingham, B. Lambrecht, J. Bowen, K. Eppelheimer
Visitors: Ronald J. Amen, Partner, Lauterbach & Amen, LLP, John LoSasso, President, Evanston Wilmette Community Golf Association, 1405 Rosalie St., Evanston, IL

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 7:00 p.m.

2. The Committee approved the minutes of March 19, 2012 as presented.

3. Communications and Correspondence – None

4. Recognition of Visitors – Ron Amen, Lauterbach & Amen; John LoSasso, EWCGA

5. Old Business – None

6. New Business

     a. Presentation of 2011 Comprehensive Annual Financial Report – Ron Amen of Lauterbach and Amen presented the 2011 CAFR, Management Letter, and Statement of Auditing Standards 115 letter to the Committee.  Mr. Amen said the audit has an unqualified opinion and reviewed the various sections including the Management Discussion and Analysis, basic financial statements, notes, supplemental schedules and statistical information. Mr. Amen discussed the Park District’s sources of revenue and uses of funds through graphics. There was a question regarding the significant deficiency in the internal control noted in the SAS 115 letter. Mr. Amen responded that any adjusting entry recommended by the auditor during the engagement is considered a significant deficiency in the internal control over financial reporting. 

     Mr. Amen went on to say he does not like the language but it is required by the SAS.  Chair Graham thanked Mr. Amen. Superintendent Eppelheimer pointed out several items in the CAFR including the District’s debt limit at year-end, information on PDRMA member balances, the funding ration of the District’s pension fund with the Illinois Municipal Retirement Fund, and the new categories of fund balance. The Committee recommended the 2011 Comprehensive Annual Financial Report be accepted by the full Board, the CAFR be submitted for the Certificate of Achievement Award program by the Government Financial Officers of America, and the 2011 CAFR be available to the public on the Park District’s web site.

     b. Evanston Wilmette Community Golf Course Association (EWCGCA) Request – The District received a lengthy request from the EWCGCA Board of Directors. Mr. LoSasso was available to provide background that led to the request to continue providing water service to the course and holding past due balances in abeyance. The same request has been made with the City of Evanston and the EWCGCA should know shortly if the proposal will be granted.  Several steps were being made to have the EWCGCA return to good financial position.  The Committee asked several questions and wanted assurances that the District would be reimbursed for past due amounts as well as 2012 water bills.  The Committee questioned Mr. LoSasso about other outstanding bills and why the District was further down the list to be paid.  Mr. LoSasso said he would return in the near future with a business plan to explain how the outstanding financial obligation will be discharged.  The Committee recommended that staff remain aware of the situation.

     c. Discussion of 1st Quarter Financial Statements – Superintendent Eppelheimer presented the 2012 1st Quarter Statements and made comments about the new format as a result of the new accounting system. The District continues in excellent cash position as a result of timely tax collections and early seasonal sales in golf, pool memberships and camps. There were questions and comments on increased salaries in the 1st quarter (7 pay periods versus 6 pay periods in 2011), memberships in Tennis (membership renewals were renewed in April for 2012 versus March for 2011), and the reason the Fitness Center was down in revenue ($10,000 was mistakenly coded to Older Adults). There was no action required by the Committee.

     d. Tax Levy Process – Superintendent Eppelheimer presented information on the 2011 tax levy and an example of collections made on the 2007 tax levy over the past 5 years.  The 2011 tax levy edit report was received from Cook County Clerk’s Office and the tax levy totaled $8,485,606 dependent upon final calculations for the tax cap. The 2007 tax levy ordinance was increased by 2% and to date has collected 100.25% of the original ordinance amount. The actual amount will continue to decrease as refunds are made against the 2007 levy and taken out of current collections. There was a question why the CAFR schedule on page 77 did not equal the numbers presented. The CAFR uses the final extension by the County that takes the calculated rate, rounded to three digits, times the final EAV. This generally results in an extension between $3,000 to $7,000 higher than the Tax Levy Ordinance plus 2% for loss and costs. Future schedules will be clearer on how the amounts are calculated. This was information-only and no action was required by the Committee.

     e. Golf Course Master Plan Funding – Superintendent Eppelheimer presented information from the Golf Operations Committee and asked for clarification of the amount or percentage of the project the users will be asked to fund. The Committee, along with those Commissioners present, indicated that the users will be asked to fund the full difference between the base Option #2, In-House Improvements Maximum, and Option #4, Master Plan In-House Hybrid Max. The Golf Operations Committee recommended Option #4. Since we will be bidding this option, an attempt to price Option #2, or use existing information, will be made by staff to develop the amount that will be funded by user fee increases. There was no action required by the Committee.

     f. Electric Vehicle Charging Stations and Grant Opportunities – Superintendent Lambrecht presented information regarding a grant opportunity to install fee-based charging stations for electric vehicles. After some discussion, the Committee felt the cost to the District, in spite of partial grant funding, was not necessary and that the District should wait another couple of years to see if electric vehicles become more prevalent. There was no other action required by the Committee.

7. Next Meeting – The next meeting will be scheduled for May 21, 2012 at 7:00 p.m., or Immediately following the Parks & Recreation Committee meeting at the Village Hall Training Room.

8. Adjourn – With no further business to discuss, the Committee adjourned at 8:40 p.m.

Minutes taken by Ken Eppelheimer