WILMETTE PARK DISTRICT

MINUTES OF THE REGULAR MEETING OF THE
BOARD OF COMMISSIONERS OF THE WILMETTE PARK DISTRICT
HELD IN THE COUNCIL ROOM OF WILMETTE VILLAGE HALL
MONDAY, DECEMBER 9, 2013
7:30 P.M.
______________________________________________________________________ 

Written notice of said meeting was given to the Commissioners and the Wilmette Life in accordance with the Wilmette Park District Code, Section 2103, and Section 2.02 of the Open Meetings Act.

PRESENT: President James Crowley; Commissioners Bryan Abbott, Gary Benz, James Brault, Shelley Shelly, and Amy Wolfe; Secretary/Executive Director Stephen Wilson; Assistant Secretary Judy Ostrem

ABSENT: Commissioner Olvany

STAFF: Superintendents Bingham, Bowen, Eppelheimer, and Lambrecht; Communications Manager Shelagh Donoghue

VISITORS:  None

2013 TAX LEVY PUBLIC HEARING
President Crowley called the meeting to order at 7:30 pm and stated that the meeting would begin with the 2013 Truth-in-Taxation public hearing.

Superintendent Eppelheimer reported that notice for this public hearing was published on page 9 of the November 27, 2013 edition of the Wilmette Beacon. He added that the tax levy comprises several different types of taxes – a tax-capped amount, a non-tax capped amount and amounts that are derived from ordinances related to our bond issuances. In the tax levy for 2013, a total of $1,736,243 is being levied into the General Corporate fund for purposes such as parks maintenance and administration and $300,000 for recreation purposes such as special events and other free recreation types of activities. A total of $756,500 is being levied for Social Security tax purposes to fund the employer’s portion of Social Security and Medicare. Also being levied is $834,550 for IMRF purposes which funds the District’s portion of the pension plan; $83,500 is levied for security purposes which is to fund a portion of security and police aides at various parks, specifically at Gillson Park; $485,800 for liability insurance purposes to fund the District’s Risk Management program including our property and liability insurance as well as our worker’s compensation plans; and an amount of $22,100 for auditing purposes to fund the annual review of the District’s accounting records in preparation of the audit. These amounts make up the aggregate tax levy which is capped at the lower of 5% or the Consumer Price Index (CPI) from the prior year. In this case, it is 1.7% for the 2013 tax levy resulting in an increase of $70,719 for a total of $4,218,693 for all tax-capped amounts.

The non-tax capped funds include the District’s Special Recreation fund for the handicapped. A total of $673,000 is being levied for the special recreation purpose which funds the District’s contribution to the Northern Suburban Special Recreation Association (NSSRA) and provides people with special needs an opportunity to participate in the District’s programs. It also funds some of the District’s cost for compliance with the Americans with Disabilities Act (ADA). The District had an ADA audit of its facilities and will continue to make improvements to allow for improved accessibility. This brings the 2013 sub-total levy for part of the Truth-in-Taxation to $4,891,693 which is an increase of 4.98% from the 2012 extended levy. Lastly, the District will levy $3,584,410 for principal and interest payments on bond indebtedness to retire the debt issuances as part of its funding capital improvements. These are bond ordinances that are currently on file at the Cook County Clerk’s office. As a result, the total tax levy will be $8,476,103. All totaled, the 2013 levy is a decrease of $51,255 from the 2012 extended levy, or a .6% decrease.

Commissioner Brault stated that although our total levy is a .6% decrease from last year’s extended levy which is inclusive of the 2% added by Cook County. He stated that when comparing the total amount of last year’s levy vs. the total levy amount proposed for this year it is actually a 1.4% increase at a maximum. Superintendent Eppelheimer stated, however, that it would probably be less than that and closer to 1%.

President Crowley stated that as part of tonight’s hearing the floor is now open for anyone who would like to present written or oral testimony or any comments about the levy for 2013. After hearing no additional comments, Commissioner Benz moved and Commissioner Shelly seconded a motion to adjourn the 2013 Truth-in-Taxation public hearing of the Board of Park Commissioners.

By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Shelly, and Wolfe; voting No -- None. Absent – Olvany; Motion carried.

President Crowley called the regular meeting of the Board of Park Commissioners to order at 7:35 pm. Director Wilson conducted the roll call and a quorum was established.

APPROVAL OF MINUTES:
Commissioner Abbott moved and Commissioner Shelly seconded a motion to approve the minutes of the November 11, 2013 Regular Board meeting. Commissioner Brault stated that the dates in the headers of the November 11, 2013 minutes were incorrect and Director Wilson indicated those dates would be corrected.

By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Shelly, and Wolfe; voting No -- None. Absent – Olvany; Motion carried.

COMMUNICATIONS & CORRESPONDENCE: None

RECOGNITION OF VISITORS:  None

APPROVAL OF VOUCHER LIST
Commissioner Shelly moved and Commissioner Abbott seconded a motion to approve the Voucher List in the amount of $5,692,960.45, a copy of which is to be attached to and become a permanent part of the minutes of this meeting.

Commissioner Benz asked about project item #13129 and Superintendent Lambrecht replied it was a cost related to Platform Tennis.

By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Shelly, and Wolfe; voting No -- None. Absent – Olvany; Motion carried.

EXECUTIVE DIRECTOR’S REPORT

Director Wilson reported that the District once again received the Certificate of Award for the fifth year in a row from the Governmental Financial Officers Association (GFOA) which is their highest form of recognition in governmental accounting and financial reporting for our December 31, 2012 Comprehensive Annual Financial Report (CAFR), otherwise known as our audit. The report indicated the District has presented the information, has completed all of the footnotes in accordance with their standards, and has conducted a thorough review process. He added that Superintendent Eppelheimer and his staff, as well as the rest of District, should be commended for all of their hard work. It takes a group effort on a daily basis to make sure the books are in order and this is our fifth year in a row we have received the certificate. Staff also plans to continue the certificate program moving forward.

Director Wilson reported the Board will be meeting as a Committee-of-the-Whole this week Wednesday at 6:30 pm at the Mallinckrodt Community Center which will include a review of a large comprehensive document for the 2014 proposed budget. Also on tonight’s agenda is our tax levy and a related resolution for a reduction of any excess taxation. Under New Business, there is an agenda item related to an audit engagement letter for the next three years of audits from Lauterbach & Amen who have been with us for the past six years. The fees for Fiscal Years 2013, 2014 and 2015 will total $23,000, $23,600 and $24,200 for each of those years, respectively. The District paid $22,200 for the 2012 audit.

Also under New Business, there is a recommendation that the low bid of Plum Catering at the cost of $1.34/meal be approved. This amount is bit higher than last year’s $1.32/meal amount but we have used them in the past so it is being recommended that their bid be accepted. Lastly, there is the formality of approving our 2014 Board meeting schedule. We typically meet on Monday nights at 7:30 pm on the second Monday of the month.

COMMITTEE REPORTS:
Facilities Operations Committee – Committee Chair Brault reported the Committee met earlier this evening to discuss the Pool, Platform Tennis, Ice and Tennis operations. The pool has closed for the season but once again we received the highest award possible from Starguard which is an achievement realized by only the top 5% of public pools. We are very proud of our staff and this was the second time we were awarded this honor. Centennial Ice hosted the Loyola Hockey Tournament with 16 Varsity and Junior Varsity boys’ teams as well as a Junior Varsity girls’ tournament. Also at Centennial and in conjunction with the Blackhawks, the facility set up a “Toys for Tots” collection. This Sunday is also the “Skate with Santa” event which runs from 2 to 4 pm at the rink. In regard to the paddle facility, the hut is just about complete and it is planned to open either this week or the weekend. The facility looks great and we’ll be having a series of kick-off events with those teams who will be playing over the course of the next few weeks. 

Lakefront Committee – Committee Chair Benz reported the Committee met last Monday night, December 2. In terms of operations, both the sailing and swimming beaches have closed up for the season and the facilities have been winterized. Lakeview Center rentals have been strong and higher in terms of dollars compared to a year ago. A request to hold a wedding there was received and it was granted. The Committee also received only a partial response to the questions asked in regard to our Lakefront Master Plan from JJR and Williams Architects although some budget questions were answered. Also in attendance were a few residents who provided comments and suggestions to the Committee. It is anticipated that at our next Committee meeting we will have the balance of our questions answered with JJR and Williams. It is also anticipated that financing options for the master plan will be discussed as well as addressing all of the information that has been returned to us. That will be followed by making recommendations to the Board at our January meeting and tallying the priorities of what we want for a master plan. 

Golf Operations Committee – Committee Chair Brault reported the Golf Committee did not meet this month.

Parks & Recreation Committee – Committee Chair Shelly reported the Committee met on November 18 and discussed the status of the ice rinks for the upcoming season. A debate then followed on the use of liners vs. frozen ground. After some discussion, it was decided we would keep the process the same as we have done over the past few years and will continue to hope we will have more ice this year. At the end of the season, the Committee will re-evaluate and determine how many ice skating days there were.

In the Recreation area, basketball is underway, the teams have been determined, and practices have begun. The production of You’re a Good Man Charlie Brown finished its run right before Thanksgiving. For the first time, a production of The Nutcracker will open this weekend. In regard to the underground storage tank at West Park, it was reported the Village and Park District staff are still in the process of negotiating the details and at this point nothing has been determined so discussions will continue. The Committee next discussed Eagles Football which has seen a slight decline in enrollment over the past few years. Also discussed were issues related to concussions so PDRMA and our staff will continue to monitor everything very closely. As always, safety is our biggest concern. The Committee will not be meeting in December but will next meet on Monday, January 20, 2014.

Financial Planning & Policy Committee – On behalf of Committee Chair Olvany, Commissioner Brault reported that the Financial Planning Committee did not meet this month but a Committee-of-the-Whole meeting was held for the purpose of discussing our capital allocations for both Fiscal Year 2014 and the five-year capital plan. Our capital plan is incorporated into the budget and the conclusions of that discussion have been an outgrowth of the steps we have taken for the past several years. Our capital allocations will be down substantially in 2014 primarily as a result of the completion of the golf course, the refrigeration system at Centennial, and the construction of the paddle hut. The other item discussed at length was the District’s tax levy.

Commissioner Brault moved and Commissioner Benz seconded a motion to approve Ordinance 2013-O-7, AN ORDINANCE LEVYING AND ASSESSING THE TAXES OF THE WILMETTE PARK DISTRICT FOR THE YEAR 2013 as recommended by the Financial Planning & Policy Committee.

By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Shelly, and Wolfe; voting No -- None. Absent – Olvany; Motion carried.

Commissioner Brault moved and Commissioner Benz seconded a motion to approve Resolution 2013-R-16, A RESOLUTION DIRECTING THE MANNER OF ANY REDUCTION OF THE AGGREGATE EXTENSION OF THE 2013 TAX LEVY OF THE WILMETTE PARK DISTRICT, COOK COUNTY, ILLINOIS, IN ORDER TO COMPLY WITH THE PROPERTY TAX EXTENSION LIMITATION LAW as recommended by the Financial Planning and Policy Committee.

By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Shelly, and Wolfe; voting No -- None. Absent – Olvany; Motion carried.

Commissioner Brault moved and Commissioner Benz seconded a motion to approve the audit engagement letter with Lauterbach and Amen for audit services for fiscal years 2013, 2014, and 2015 at the fees of $23,000, $23,600, and $24,000 respectively.

By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Shelly, and Wolfe; voting No -- None. Absent – Olvany; Motion carried.

Commissioner Brault added there will also be a Committee-of-the-Whole meeting on Wednesday, December 11, 2013 to review and discuss the 2014 Budget Manual.

OLD BUSINESS:  None

NEW BUSINESS

Commissioner Wolfe moved and Commissioner Shelly seconded a motion to approve the bid from Plum Catering for supplying catered lunches for the Early Childhood Program in the amount of $1.34 per meal.

By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Shelly, and Wolfe; voting No -- None. Absent – Olvany; Motion carried.

Commissioner Abbott moved and Commissioner Brault seconded a motion to approve the 2014 Regular Board meeting schedule as follows: January 13, February 10, March 10, April 14, May 12, June 9, July 14, August 11, September 8, October 13, November 10, and December 8 with the Annual Meeting scheduled for May 12 immediately following the Regular Board meeting.

By a roll call vote, voting Yes – Commissioners Abbott, Benz, Brault, Crowley, Shelly, and Wolfe; voting No -- None. Absent – Olvany; Motion carried.

President Crowley thanked staff for helping to make this an outstanding year for the District which involved a lot of meetings and a lot of work. The Board also wishes everyone happy holidays and a safe and Happy New Year.

There being no further business to conduct, the meeting was adjourned at 7:50 pm.

MINUTES APPROVED ON JANUARY 13, 2014.