Financial Planning & Policy Committee
Meeting Minutes

Date: August 29, 2012

Location: Village Hall Training Room

Time: 7:30 p.m.

Committee: G. Benz, D. Graham, Chair J. Olvany
Commissioners: M. Murdock, J. Brault, J. Crowley
Staff: S. Wilson, K. Bingham, J Bowen, K. Eppelheimer, S. Donoghue
Visitors: B. Lemieux, 4088 Fairway Dr., John Huston, Chicago Tribune

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 7:30 pm.

2) The Committee approved the minutes of July 23, 2012 as presented.

3) Communications and Correspondence – None

4) Recognition of Visitors – None

5) Old Business

     a. Evanston Wilmette Community Golf Course Association – Superintendent Eppelheimer commented on the recent water bills sent to EWCGCA.  The District received $5,000 in the early summer against these bills, calculated before the hot, dry summer.  The water bills though the end of July are $6,270. Executive Director Wilson commented that a recent conversation with the Association’s President LoSasso indicated the Association was too busy with the law suit and other negotiations to develop the business plan.  The Committee directed staff to request an additional $2,500 this year to cover the anticipated 2012 water usage.

     b. The Ouilmette Foundation Revitalization Plan – Superintendent Eppelheimer briefly outlined the memo and bylaws provided to the Committee.  The Committee believed staff should continue its review of the bylaws by reviewing other successful park related foundations.  There were comments regarding Commissioners’ participation in the revitalized Foundation.  Staff will continue working on a revitalization plan. 

     c. Debt Service Extension Base Issuance for Fall 2012 – Superintendent Eppelheimer suggested the discussion on this topic be moved to after the capital improvement plan discussion 6) a.  After discussion of the Uniform Increases and the Five Year Capital Improvement Plan, the Committee discussed the amount of the issuance.  The Committee recommended that staff develop a time line to issue debt to fill up the DSEB for the tax levy years 2012-2014.

6) New Business

     a. Uniform Increases for 2013 Annual Budget – Superintendent Eppelheimer presented a brief overview of the possible increases in revenue and expenses.  A spreadsheet was presented that allowed the Committee and staff to see the impact of various increases.  There was discussion on various salary increases resulting in a recommendation to develop a full-time salary pool of 2.5% and a part-time salary pool of 1.75% based upon CPI and the increases in other employee benefits. Executive Director reminded the Committee these percentages would be on the year-end projected salary amounts.  The final projections will be made in the coming month.    The Committee then reviewed proposed increases in revenue.  This discussion resulted in no increase in the 2012 tax levy over 2011 and an average program fee increase of 2.5%.  Any program fee increases outside these guidelines will be reviewed with the respective Board Operating Committees.

     b. 2013-2017 Capital Improvement Plan – Staff had prepared the five year capital plan in preparation for the 2013 Annual Budget.  The Committee discussed the source and use of funds reviewing the transfers from operations, the issuance of debt and other sources versus the large proposed capital plan of $6.7 million.  The source and use of funds takes into account appropriations, not necessary the timing of cash flow.  The Committee believed other Board Operating Committees have prioritized the large projects and would accept those for budgeting purposes.  The Committee then turned its attention to partial funding of the CIP through debt issuance (see above).

7) Next Meeting – The next meeting is scheduled for September 24, 2012.

8) Adjournment – With no further business to discuss, the Committee adjourned at 10:15 p.m.

Minutes taken by Ken Eppelheimer