Financial Planning & Policy Committee
Meeting Minutes

Date:   June 20, 2011

Location:  Park District Administration Offices – Conference Room

Time:  7:15 p.m. or Immediately following the Parks & Recreation Committee Meeting

   J. Brault, G Benz, Chair D. Graham
Commissioner: M. Murdock
Staff:  S. Wilson, K. Eppelheimer, B. Lambrecht, K. Bingham, J Bowen

Agenda Topics:

1. Call to Order
2. Approval of Minutes
3. Communications and Correspondence
4. Recognition of Visitors
5. Manager Reports
6. Old Business
7. New Business
8. Adjourn to Closed Session
9. Reconvene Committee Meeting
10. Next Meeting
11. Adjourn
Discussion Items

1. The Meeting was called to order at 7:10 p.m.

2. The Committee approved the minutes of April 25, 2011

3. Communications and Correspondence – None

4. Recognition of Visitors – None

5. Manager Reports

     a. Incode Accounting System – Superintendent Eppelheimer briefed the Committee on work being done in preparation of conversion of the accounting system from AEKlawitter to Incode by Tyler Technologies. Staff has been through a demonstration of the software and is currently working on the chart of the accounts. Vendor and personnel files will be converted but not historical financial information which will remain on AEK. Parallel testing will be performed this fall for a cut-over at the beginning of 2012. AEK will continue through year-end and audit reporting.

6. Old Business

     b. ADA Accessibility Review – Superintendent Eppelheimer reported that the Americans with Disabilities Act (ADA) requires facilities be evaluated for accessibility. The District received two proposals – one from Recreation Accessibility Consultants of Hoffman Estates for $20,876 and one from Accessibility Consulting and Training Services of Wheaton for $21,160 – to perform the review and provide estimated costs for the Capital Improvement Plan. The Committee had requested that staff obtain more than one quote for service. The Committee recommended that Recreation Accessibility Consultants of Hoffman Estates to perform the ADA Accessibility Review in the amount of $20,876 be approved by the full Board.

7. New Business

     a. Organization & Operation of the Board of Park Commissioners
          i. Section 2.09 – Order of Business; Recognition of Visitors and Public Participation – Superintendent Eppelheimer presented a new requirement of the Open Meetings Act. The public is allowed time at public meetings to address the public body. Since the Wilmette Park District has encouraged this as a normal practice, it was recommended to adopt rules to govern how public comments are to occur. The Committee favored a three-minute time limit with the meeting’s presiding officer to adjust for circumstances; allow comments on any topic related to the Park District; and giving the meeting’s presiding officer the power to cut off comments including up to recessing the meeting if the comments become irrelevant, repetitious or disruptive. There was discussion on execution of the time limit and other issues. The narrative will be prepared and brought back to the Committee.
          ii. Section 2.23 – Vacancies Declared – Superintendent Eppelheimer presented the current section of the Organization and Operation manual noting that a Board member missing one meeting could jeopardize the status of their office. The old language was developed when the Board was meeting twice a month or about 24 times a year. With the Committee structure, the Board holds 12 regular meetings. Staff had recommended a minimum of six (6) meetings be attended but the Committee recommended eight (8) meetings including special and Committee meetings. There was also discussion to have a warning notification system put in place to ensure the Commissioner knows when they may be close to a position when their office could be declared vacant. Narrative will be prepared and brought back to the Committee.

     b. Capital Improvement Plan – Superintendent Eppelheimer presented a summary of the 2011 Capital Improvement Plan items as an aid in discussion of possible deferral of capital projects. Overall, it is projected we will be slightly under budget. The Committee then asked to review projects that were originally discussed in February. Of the seven projects discussed at that time, the Wheeler Tot Lot and the CRC Roof Top Unit will be deferred to 2012; the Lakefront Fencing will be reduced to doing the area west of the Sailing Beach only; the Parking at West Park will be reviewed again in the late summer; and engineering for the Centennial refrigeration/HVAC will be done. The Tennis Locker Room renovation can also be put out to bid. This summary will be discussed again in July as part of the second quarter budget review. 
     c. Cash Flow and Investment Review – Superintendent Eppelheimer presented information on the projected funds available for capital improvements. Projections show the District continues in good financial position with adequate funds to execute its entire budgeted capital improvement plan for 2011. It was also recommended to move an additional $400,000 into longer term CD investments. There was no action required by the Committee.

8. There was no Closed Session. (No Section 9., Reconvene Committee Meeting not needed)

10. Next Meeting – The next meeting was scheduled for July 18, 2011, subject to the need to have a Financial Planning and Policy Committee.

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

 Minutes taken by Ken Eppelheimer