Financial Planning & Policy Committee
Meeting Minutes

Date:   April 3, 2013

Location:  Village Hall Training Room

Time:  6:30 p.m.

Committee:  G. Benz, D. Graham, Chair J. Olvany
Staff: S. Wilson, 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 February 25, 2013 as presented.

3) Communications and Correspondence – Supplied with EWCGCA Update

4) Recognition of Visitors – None

5) Old Business

     a. Personnel Policy Manual – A follow-up from the last meeting was presented which included the Committee being provided with an outline of those sections which are statutory in nature versus procedural and what was new or added to the PPM. Chair Olvany asked that the Committee review Sections 1 through 3 in detail at this meeting.
     The Committee then discussed Sections 1-5, 1-6, 1-7, 1-8, 1-9, 1-11, 1-12, 1-16 and 1-18.  Comments were made on the application process, performance evaluations and privacy issues. The Committee also discussed Sections 2-1, 2-3, 2-5, 2-6 and 2-8 and comments were provided by staff on some of the work schedules and emergency closings. The Committee next discussed Sections 3-1 through 3-7 in regard to Time-Off Benefits and indicated they wanted the actual cost of these benefits since they were concerned about how this would affect retirement benefits. As a result, this topic will be discussed further at the next meeting. The Committee finished its review of the Leave sections of 3-9 and 3-12. The Committee asked for information on the financial impact of paid-time-off benefits and the possible impact to pensions. Sections 4 through 6 will be placed on the agenda for the next Committee meeting in late April.  No other action was taken by the Committee.

     b. The Ouilmette Foundation By-Laws – Executive Director Wilson reviewed a redlined, revised draft of the bylaws. Discussion followed on several aspects of the draft bylaws including the size of the Foundation Board and the clean-up of the former membership model. Executive Director Wilson was asked to make the final changes and the Committee would recommend acceptance of the By-Laws by the full Board and direct staff to re-apply for the 501(c)(3) tax exempt status for the Ouilmette Foundation.

     c. Evanston Wilmette Community Golf Course Association (EWCGCA) – Executive Director Wilson reported that the EWCGCA had paid a portion of its outstanding water bills from 2010. Chair Olvany reviewed correspondence from the EWCGCA Treasurer and their plan on payment of outstanding amounts. There was discussion on other steps that could be taken to ensure EWCGCA becomes current including cutting off water. After discussion, the Committee directed Executive Director Wilson to inform the EWCGCA that the expectation is that the payment plan was accepted but the EWCGCA would be responsible to prepay 2013 water consumption at the 2012 consumption rate. This was to be put in writing with the consequences of not meeting payment deadlines including shutting off water to the course.

6) New Business

     a. Discussion 2014 Budget Calendar – Superintendent Eppelheimer presented the proposed preparation timeline for the 2014 Annual Budget. It is planned that a draft 2012 Comprehensive Annual Financial Report would be available at the late April Committee meeting. There was no action needed by the Committee.

     b. IMRF GASB 50 Footnote Disclosure – Superintendent Eppelheimer presented to the Committee the funding position of the District’s pension plan at the end of 2012 which is funded at 68.4%. The Committee was also presented with past and future information on funding and contributions ratios. There was no action needed by the Committee. 

7) Next Meeting – The next meeting is scheduled for April 29, 2013.

8) Adjournment – With no further business to discuss, the Committee adjourned at 8:35 p.m.

Minutes taken by Ken Eppelheimer.