Financial Planning & Policy Committee
Meeting Minutes

Date: April 29, 2013

Location: Village Training Room

Time: 6:30 p.m.

Committee: G. Benz, D. Graham, Chair J. Olvany
Board Members: J. Brault, J. Crowley, M. Murdock and S. Shelly
Staff: S. Wilson, J. Bowen, K. Bingham, B. Lambrecht, K. Eppelheimer,
S. Donoghue 
Guests: Bryan Abbott and Amy Wolfe, Commissioners-Elect
Brett Davis, CEO PDRMA, Kathy Routliffe, Wilmette Life

Agenda Topics:

1. Call to Order
2. Approval of Minutes
3. Communications and Correspondence
4. Recognition of Visitors
5. New Business
6. Old 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 April 3, 2013 as presented.

3) Communications and Correspondence – None

4) Recognition of Visitors – Brett Davis CEO of Park District Risk Management Association and the Commissioner-Elects were recognized.

5) New Business

     a. Centennial Tennis Storm Repair and Insurance Coverage – Staff introduced Brett Davis of PDRMA.  Mr. Davis discussed PDRMA structure, how the association insures its member agencies and the focus of risk management.  Executive Director Wilson gave a time line of the events since April 18th.  Mr. Davis discussed the April 18th storms on the District and other agencies and a detail of coverage on these projected losses.  Mr. Davis then discussed the process PDRMA and the District will follow to assure greatest loss coverage.   The Committee discussed details of the loss including repair and business interruption, expense coverage as part of business interruption and the claim payout process.  Discussion continued on dispute resolution but no action was required by the Committee. 

     b. 2013 First Quarter Financial Statements – Superintendent Eppelheimer presented the financial results for the 1st quarter.  The District is doing well against the plan, but weather has held us behind the 2012 results.  There were comments on the YTD results in that 5 of the 8 business units are above budget and that staff should be commended.

6) Old Business

     a. Personnel Policy Manual – This item was deferred until the next Committee meeting.

     b. The Ouilmette Foundation By-Laws – Executive Director Wilson reviewed a revised draft of the bylaws. Discussion followed on the size of the Board of Directors which was set at 11.  There were questions on the individuals signing checks and it was determined at two signature of people on the account was sufficient and how long after submitting information to IRS should we know confirmation of 501(c)(3) status. Staff responded that confirmation of status could take a little as 10 weeks to 4 months.  The Committee recommend acceptance of the By-Laws by the full Board and directed staff to re-apply for the 501(c)(3) tax exempt status for The Ouilmette Foundation.

     c. Evanston Wilmette Community Golf Course Association (EWCGCA) – Superintendent Eppelheimer updated the Committee on the progress of EWCGCA payments and that they have paid off all of 2010 outstanding amounts.  A letter was sent outlining the Committees direction for EWCGCA to begin paying for 2013 water use.  As of the time of the Committee meeting, we have had no response to the request but staff will follow-up.  There was no action needed by the Committee at this time.

7) Next Meeting – The next meeting is scheduled for May 20, 2013 at 7: p.m. or immediately following the Parks and Recreation Committee.

8) Adjournment – With no further business to discuss, the Committee adjourned at 7:46 p.m.

Minutes were taken by Ken Eppelheimer.