Financial Planning & Policy Committee
Meeting Minutes

Date:   February 25, 2013

Location:  Village Hall Training Room

Time:  6:30 p.m.

Committee: G. Benz, D. Graham, Chair J. Olvany
Commissioners: M. Murdock (6:52 p.m.)
Visitors: B. Abbott and A. Wolfe, Board Candidates
Staff: S. Wilson, K. Bingham, J. Bowen, K. Eppelheimer

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 6:30 pm.

2) The Committee approved the minutes of January 28, 2013 with a noted change under 5) b. second line to conversation versus conversion.

3) Communications and Correspondence – None

4) Recognition of Visitors – Board Candidates Bryan Abbott and Amy Wolfe were recognized by the Chair.

5) Old Business

     a. Personnel Policy Manual – Follow-up from the last Committee meeting included Superintendent Bowen reviewing the policy manual sections that the Committee may modify versus legislative changes or unchanged business practices. The Committee asked that for the next meeting they be provided with an outline of those sections which should be reviewed in detail. The Committee also asked for information on those changes that may result in a financial impact. Paid-time-off policies were to be reviewed by staff and a recommendation provided at the next meeting as the Committee felt the proposed policy may be too stringent. No other action was taken by the Committee.

     b. 2013 Bond Issuance – Superintendent Eppelheimer updated the Committee that all documents have been reviewed and signed by the appropriate District Officers. The closing is scheduled for early March.

     c. Evanston Wilmette Community Golf Course Association (EWCGCA) – Executive Director Wilson reported that the EWCGCA had paid its outstanding water bills from 2009 and is committed to becoming current on their other outstanding amounts. There was discussion on what else could be done to ensure EWCGCA becomes current and does not become delinquent again in the future. After discussion, the Committee directed Executive Director Wilson to inform the EWCGCA that the expectation is that all amounts owed for previous water consumption are to be paid by May 1, 2013. The Committee directed Executive Director Wilson to explore options for having the EWCGCA pay the Village of Wilmette directly for their water bills. If this could not be accomplished, the Committee was in favor of the District not paying the water bills until the funds had been received from the EWCGCA.

6) New Business

     a. The Ouilmette Foundation By-Laws – Executive Director Wilson reviewed a redline draft of the revised bylaws. The redline version’s recommended changes and comments came from a corporate attorney at Tressler LLP – the District’s hired counsel.  Discussion followed on several aspects of the draft bylaws and Executive Director Wilson was instructed to make the changes and provide the Committee with a revised copy of the bylaws for the next meeting. No other action was taken by the Committee.
     b. Property Tax Appeal Board Hearing – Resolution 2013-R-4 – Superintendent Eppelheimer briefed the Committee on the PTAB Board Hearings and on the consortium of agencies who review and contest the appeals. In the past, these resolutions went directly to the Board. In the future and if there is time, we will bring them to the Committee for review and the Committee can then recommend any action to the Board.  The Committee discussed the process and recommended Resolution 2013-R-4 be approved by the full Board.

     c. Monthly Voucher Report – Superintendent Eppelheimer briefed the Committee on a change in the detailed voucher listing as the PCard information was listed both separately and in the detailed Voucher Listing Report. This was done since we are now importing this detail from the Procurement Card system at JPMorgan Chase directly to Incode, the District’s financial software. A review of the payroll payments was also discussed. The Committee felt the information received was adequate to make an informed decision on the approval of the monthly vouchers and recommended no change to the detail provided to the Board.

     d. Internal Control Discussion – Superintendent Eppelheimer briefed the Committee on a session presented by Lauterbach & Amen. The Committee reviewed the top ten internal controls and Superintendent Eppelheimer provided information on how the District’s process and procedures help ensure adequate control. There was no action needed by the Committee.  

7) Next Meeting – The next meeting is scheduled for April 1, 2013.

8) Adjournment – With no further business to discuss, the Committee adjourned at 9:05 p.m.