FOREST PRESERVE DISTRICT OF KANE COUNTY FINANCE AND ADMINISTRATION COMMITTEE MINUTES I. Call to Order The Finance and Administration Committee meeting was held Tuesday at 2:00 PM at the Administration Offices located at 1996 S. Kirk Road, Suite 320, Geneva, IL 60134. The meeting was opened by Chairman Mark Davoust at 2:00 PM. Members : Commissioner Theresa Barreiro Commissioner Brian Dahl Chairman Mark Davoust Commissioner Rebecca Gillam Commissioner John Hoscheit Commissioner Don Ishmael President Michael Kenyon Commissioner Bill Lenert Secretary Philip Lewis Commissioner John Martin Commissioner Penny Wegman Others : Executive Director Meyers, Ken J. Stanish, Director of Finance, Jerry Culp, Director of Planning and Development, Laurie Metanchuk, Director of Community Affairs, John Goreth, Director of Operations, Tracey Smith, Director of Human Resources, Mike Gilloffo, Director of Public Safety, Accounting Manager, Dave Petschke, Administrative Assistant, Caitlin Rodeghero, Buyer, Anna Marano, Community Affairs Specialist, Brittany Kovach, Attorney Gerald Hodge, and Recording Secretary, Ellen J. Maglio II. Approval of Minutes from September 26, 2017 ACCEPTED [UNANIMOUS] Bill Lenert, Commissioner III. Public Comment (Each speaker is limited to three minutes) None. Page 1
IV. Bids and Proposals A. ation and Approval of a Bid to Purchase Fuel The District worked with County staff to be included on the joint fuel bid that includes the City of Aurora, KDOT, and various other County departments. The contract was for a one year-period with an option to extend for another year. This agreement allows the District staff to call for fuel to be delivered on a keepfill basis. The bid is structured so that the base cost of the fuel is determined from the OPIS rack pricing on the date of the delivery, plus the quoted per gallon mark-up contained within the bid. Due to the District having smaller tanks, (500-1,000 gallons), the mark-up quoted by the vendors is higher as compared to the County that takes full semi-loads each time due to the delivery cost. The County has approved a one-year extension with their contract with Mansfield Oil and the Forest Preserve District is going to proceed with the option to piggyback on this intergovernmental bidding process. The price for Mansfield Oil has a mark-up $0.2203 per gallon for unleaded gasoline, and a mark-up of $0.1955 per gallon for the B5 bio-diesel. This option was in the best interest of the District. MOVED FORWARD BY VOICE VOTE [UNANIMOUS] V. New or Unfinished Business A. ation and Approval of Surplus Vehicles and Equipment In 2013, the District began using an on-line auction house to dispose its surplus vehicles and equipment with good results. Below is a current listing of vehicles that staff is requesting the Committee to declare as surplus and approve disposing of them through an on-line auction service. Staff views this process instrumental in obtaining the best results with numerous bids submitted. Vehicles Listed as Follows: 1. Vehicle #200-2008 Ford Explorer - Public Safety Department. 142,000 miles, engine starts, and condition of tires is good. 2. Vehicle #04-2007 Ford Hybrid Escape - Planning and Development Department. 135,000 miles in fair condition and the engine starts. Condition of tires is good, rusted around the rear wheel wells, dash panel and heater issue, and right front rim is damaged. Page 2
3. Vehicle #C-41-2006 Polaris - Ranger 6x6, Natural Resources Department. The engine starts and the condition of the body is good. One tire is flat. MOVED FORWARD BY VOICE VOTE [UNANIMOUS] B. ation of the Third Quarter Golf Course Report Director Stanish summarized the golf report. He stated that overall Settler's Hill revenues are down from last year at this time, while Deer Valley and Hughes Creek Golf Course are up slightly. Chairman Davoust added that this was somewhat expected due to the current condition of the course, which is why the improvements that are planned are critical for revenue growth. Executive Director Meyers explained that the course has been promoting their season passes, of which the majority of the sales were at the beginning of the season, which decreases the current quarter revenues as well. DISCUSSION: Commissioner Martin asked whether the other courses that are managed by GolfVisions were down in revenues as well. Commissioner Lenert asked when the current contract with the management companies was to expire. Chairman Davoust answered that the current contract for both management companies expires in 2020 and that a quarterly report of the golf courses is presented at this committee. There was further discussion regarding the contract renewals in the future. NO VOTE REQUIRED. PLACED ON FILE C. ation of the 2017 Third Quarter Report from Sawyer Falduto Asset Management Director Stanish summarized the Financial Report from Sawyer Falduto for the 3rd Quarter of 2017. He stated that the year to date investment is trending well. He also added that representatives from Sawyer Falduto will attend the January 2018 Finance and Administration Committee meeting to present the fourth quarter report. NO VOTE REQUIRED. PLACED ON FILE Page 3
D. ation and Approval of an Ordinance for the Levy of Taxes for the Fiscal Year Beginning July 1, 2018 and ending June 30, 2019 for the General Fund Items D - H were voted on together. This was done after Director Stanish briefly explained the five funds. DISCUSSION: None E. ation and Approval of an Ordinance for the Levy of Taxes for the Fiscal Year Beginning July 1, 2018 and ending June 30, 2019 for the Illinois Municipal Retirement Fund F. ation and Approval of an Ordinance for the Levy of Taxes for the Fiscal Year Beginning July 1, 2018 and ending June 30, 2019 for the Construction Development Fund G. ation and Approval of an Ordinance for the Levy of Taxes for the Fiscal Year Beginning July 1, 2018 and ending June 30, 2019 for the Social Security Fund H. ation and Approval of an Ordinance for the Levy of Taxes for the Fiscal Year Beginning July 1, 2018 and ending June 30, 2019 for the Insurance Liability Fund MOVED FORWARD UNANIMOUSLY [UNANIMOUS] Rebecca Gillam, Commissioner I. ation and Approval of an Ordinance Abating the Tax Levied for 2017 to Pay Debt Service on the Taxable General Obligation Refunding Bonds Series 2016B Director Stanish stated that the debt service payment is due December 1st for $20.1M and there will be two bonds retired. Chairman Davoust added that the advantage to going for the referendum last year with the knowledge that the bonds were retiring and therefore a savings to the resident. MOVED FORWARD UNANIMOUSLY [UNANIMOUS] Rebecca Gillam, Commissioner Page 4
VI. Executive Session to Discuss Land Acquisition, Contracts, Litigation and Personnel A roll call vote was taken to enter into Closed Session to discuss contracts. Regular meeting was reconvened at 2:40 PM ROLL CALL VOTE [UNANIMOUS] VII. Communications Executive Director Meyers announced the Commission Retreat to be held at the Barbara Belding Lodge at Brewster Creek Forest Preserve on Monday, December 11 from 11:30 am to 3:30 pm. Lunch and refreshments will be served to Commissioners prior to meeting. The group will be planning and updating the Master Plan. VIII. Chairman's Comments None. IX. Adjournment APPROVED WITH VOICE VOTE [UNANIMOUS] John Martin, Commissioner Penny Wegman, Commissioner Mark Davoust, Chairman Finance and Administration Committee Forest Preserve District of Kane County Adjournment until: Tuesday, November 28, 2017 2:00 PM Forest Preserve District Administration Offices 1996 S. Kirk Road, Suite 320 Geneva, Illinois Respectfully Submitted, Ellen J. Maglio Recording Secretary Page 5