Financial Planning & Policy Committee
Meeting Minutes

Date:   July 29, 2013

Location:  Village Training Room

Time:  6:30 p.m.

Committee: G. Benz, J. Brault, and Chair J. Olvany
Board Members: B. Abbott
Staff: S. Wilson, J. Bowen, K. Eppelheimer, B. Lambrecht, K. Bingham
Visitors: C. Culp, NSSRA Executive Director,  G. Trotter, Chicago Tribune Local Reporter

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. Adjournment

Discussion Items

1) The Meeting was called to order at 6:30 p.m.

2) The Committee approved the minutes of June 24, 2013 as presented.

3) Communications and Correspondence – None.

4) Recognition of Visitors – Chair Olvany recognized Craig Culp of NSSRA, Greg Trotter of the Trib Local and staff.

5) Old Business

     a. Personnel Policy Manual – This item was deferred until the August 26th Committee meeting.

     b. Audit Results and Plan Progress – Superintendent Eppelheimer lead the discussion by summarizing actions taken during July.  The Committee asked questions on providing a schedule of when other item in the Management Letter will be addressed.  We will provide dates in the next meeting update.  The actions to date satisfied the Committee and they wanted continued status reports.  There was no action required by the Committee at this time. 

     c. Evanston Wilmette Community Golf Course Association (EWCGCA) – Chair Olvany updated the Committee on discussions with EWCGCA representative about fund raising and other revenue activities.  Executive Director Wilson briefed the Committee on the cooperation from the District with one of the EWCGCA events.  Separate invoices for past due and current year water usage were sent in July.  The July payment arrived as scheduled on July 22nd.  EWCGCA currently owes the District $366 on prior year invoices and $904 on current year bills.  There was no action needed by the Committee at this time.

6) New Business
     a. NSSRA Capital Plan – Executive Director Wilson introduced Craig Culp, Executive Director of NSSRA.  Mr. Culp presented background on the NSSRA organization and development of the Capital and Facility Acquisition Plan.  He compared the existing facility in Northbrook to what space was needed for NSSRA to be successful in its mission.  Funding sources were identified including Partner Agency Contributions, Bond Issue and possible outside funding from the NSSRF.   The Committee asked about bond issue, how it would affect the District’s debt capacity (it would count against the District’s debt capacity) and what the sequence of events necessary to approve the actions of purchase and sale of real estate and debt issuance.  Mr. Culp explained the sequence of events for each event and would be back to the Committee with each event.  There was no action needed by the Committee at this time.

     b. 2013 Second Quarter Financial Statements and Capital Improvement Plan – Superintendent Eppelheimer presented the 2nd quarter financial statements noting the available surplus going into the summer months from program fees, tax collection and debt issuance.  The second half tax bills were on time which will add to the funds available for expenses.  There were comments from the Committee on the positive results so far.  There was some discussion on the status of the different capital projects and the reality of some funding for the Lakefront Project being deferred as the budgeted amount will probably not be spend during 2013.  The Committee requested continued updates at the next few meetings.

     c. Property Tax Appeal Resolution 2013-R-12 (3029 County Lane) – Executive Director Wilson presented the PTAB appeal and indicated that it was a standard resolution.  There was a question if the property was commercial or residential (it is residential). The Committee recommended Resolution 2013-R-12 be approved by the full Board.

     d. Change in Regulating the Use of the Parks – Section 2.02. Alcoholic Liquor – Superintendent Eppelheimer presented information to allow the use of alcohol at the new Wilmette Platform Tennis Club.  Executive Director Wilson indicated that this change would allow the use of alcohol within the footprint of Platform Tennis including catered events, similar to the Lakeview Center.  The Committee recommended a revised Ordinance 2013-O-5 be approved by the full Board.

     e. Debt Certificate Issue for Golf Course Master Plan – Superintendent Eppelheimer presented information regarding the proposed issuance of $500,000 in debt certificates to be covered by a special temporary per round surcharge.  The Committee wanted to be sure the collections will cover the debt retirement.  The Committee recommended the information be shared with the Golf Committee at their next meeting.

     f. Uniform Increases for 2014 Annual Budget – Superintendent Eppelheimer presented information on anticipated increases for different revenue and expense categories in preparation for the 2014 annual budget.  The Committee felt comfortable with the revenue increases, overall.  The Committee felt comfortable with the expense categories of Employee Benefits and Utilities but uncomfortable with the Salary and Wage increase.  The Committee asked that staff come back with an overview of increases in program fees for comparison to overall increases in salaries and wages.  There was no action required by the Committee at this time.

7) Next Meeting – The next meeting is scheduled for August 26, 2013 at 6:30 p.m. at the Administration Office.

8) Adjournment – With no further business to discuss, the Committee adjourned at 8:07 p.m.

Minutes were taken by Ken Eppelheimer.