Kane County Forest Preserve District Finance and Administration Committee met Tuesday, Nov. 29.
Here are the minutes as provided by the committee:
FOREST PRESERVE DISTRICT OF KANE COUNTY
FINANCE AND ADMINISTRATION COMMITTEE MINUTES
I. Call to Order
The Finance and Administration Committee meeting was held Tuesday, November 29, 2016 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 Present:
Attendee Name Title Status Mark Davoust Chairman Present Michael Kenyon President Present Rebecca Gillam Commissioner Present Joseph Haimann Commissioner Present John Hoscheit Commissioner Late Philip Lewis Commissioner Absent John Martin Commissioner Present Brian Pollock Commissioner Present
Others Present: Monica Meyers, Executive Director, Ken J. Stanish, Director of Finance, Ben Haberthur, Director of Natural Resources, 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, Police Chief, Dave Petschke, Account Manager, Anna Marano , Buyer, Val Wolff, Account Clerk, Nancy Nichols, Payroll Specialist, Brittany Kovach, Community Affairs, Jerry Hodge, Attorney, Patricia Hestekin, Recording Secretary
II. Public Comment (Each speaker is limited to three minutes) None.
III. Presentation and Approval of the Minutes from October 25, 2016
RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS] MOVER: Joseph Haimann, Commissioner SECONDER: Brian Pollock, Commissioner AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Martin, Brian Pollock ABSENT: John Hoscheit, Philip Lewis
IV. New and Unfinished Business
A. Presentation of the Audit Report
Jamie Wilkey, a partner from Lauterbach and Amen, LLP., presented the audit for the fiscal year ending June 30, 2016. Again this year, there were no journal entries detected and there are no new management letter recommendations.
RESULT: PLACED ON FILE BY VOICE VOTE [UNANIMOUS] AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Martin, Brian Pollock ABSENT: John Hoscheit, Philip Lewis
B. Presentation and Approval of the 3rd Quarter Cougars Report
The current contract requires the Cougars to pay $50,000 in the first quarter, $250,000 in the second and third quarters and $150,000 in the fourth quarter, as well as, revenue sharing when gross revenues are between $8.25 million and $13.25 million. The percentage the District would receive is 12%. Below is the chart that shows the third quarter results and compares them to last year’s figures.
Cougars Current Year Prior Year Difference Tickets $ 2,338,461 $ 2,327,281 $ 11,180 Advertising & Naming Rights $ 1,748,825 $ 1,540,252 $ 208,573 Concession Sales (Gross) $ 3,162,050 $ 3,273,670 $ (111,620) Parking $ 360,720 $ 372,535 $ (11,815) Souvenir Sales $ 284,096 $ 277,121 $ 6,975 Other $ 170,978 $ 266,210 $ (95,232) Totals $ 8,065,130 $ 8,057,069 $ 8,061 The current year is approximately 0.10% ahead as compared to the same timeframe as last year. This year’s figures included a charge of $130,232 for barter fees incurred “to provide maintenance and repair to the leased facility”. This charge was included in the “Other” category.
Dr. Froehlich stated that they have re-signed the Arizona Diamond Backs for another two years. Hopefully the numbers will grow with all the improvements made to the stadium.
RESULT: PLACED ON FILE BY VOICE VOTE [UNANIMOUS] AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Martin, Brian Pollock ABSENT: John Hoscheit, Philip Lewis
C. Presentation and Approval of a Request from the Cougars for a Concert in June 2017
The Kane County Cougars and Operation Support Our Troops America, Inc (“OSOT”) are looking to put on a music concert event on Saturday--7/22/17 from 2-10pm here at Northwestern Medicine Field to be capped off with a spectacular fireworks show similar to our baseball games.
The Cougars will provide the following categories of good and services, including all related revenue and expenses; parking, concessions, food & beverage for the talent and crew, ushers, parking personnel, security, first aid, maintenance, cleanup, field maintenance, and traffic detail.
OSOT will provide the following categories of goods and services, including all related revenue and expenses; event sponsorship, event talent and talent security, ticketing, event sound and production, and 50% of any required field repair cost (not to exceed $5,000).
Both parties will have the ability to sell their respective merchandise during the event.
Based on our previous experience with a large concert (Wilco, 2012-14,000 tickets), we will be limiting the number of tickets sold to 10,000 at a price to be determined. Parking will be $10 per vehicle on a first come, first serve basis pertaining to proximity to the gates.
In the past this event has been held at Cantigny, but since they are undergoing a major renovation at Cantigny they decided to move the event to another location for now. We are hoping that the event is very successful at Northwestern Medicine Field so the relationship can be a long term one. The event is something that fits perfectly with the strong support that the Cougars organization has shown consistently for our active and retired military.
OSOT will be looking for a variety of talent for this event with the main focus being on country music, mainstream pop, and classic rock. In the past the Lieutenant Dan Band & Gary Sinise have been a big part of this event, their continued involvement is up in the air at this point.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS]Next: 12/9/2016 8:30 AM TO: Executive Committee MOVER: Joseph Haimann, Commissioner SECONDER: Brian Pollock, Commissioner AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Martin,
Brian Pollock ABSENT: John Hoscheit, Philip Lewis
D. Presentation and Approval of the 2017 Farm Rents
Director Haberthur presented the following information on farm rents for 2017:
The current program includes 5,200 acres with 40 farmers. Presently the District has a 3 tier row crop program (exempting organic) of 4,550 acres. Excellent (2,614 acres) - $290 Good (1,679 acres) - $260 Average (80 acres) - $210 Hay (650 acres) - $120
Staff viewed a webinar by Gary Schnitkey of the University of Illinois on the 2016 and 2017 grain farm income and cash rent outlook. Forecasts form the USDA, WASDE, in August estimated fall delivery bids as follows: $320 for corn $9.30 for soybeans
DISCUSSION: Commissioner Smith commented that this shows the District is willing to work with the farmers.
Chairman Davoust stated that the District recognizes the current economic impact on Kane County farmers, but actually the District's rents are lower than the suggested rates. Staff value and respect the relationship they have with the farmers. Commissioner Gillam, thanked Director Haberthur and everyone who worked on this.
2017 Predicted
Acreage 2017 Rate 2017 Total Revenue Total Hay 644.3 120.00 $ 77,311.20 $ Total Excellent 2651.4 285.00 $ 755,649.00 $ Total Good 1719.4 255.00 $ 438,457.20 $ Total Average 70.0 200.00 $ 14,000.00 $ Total Special Rate 180.0 220.00 $ 39,600.00 $ 5,265.1 1,325,017.40 $
(3,158.40) $
2017
Director Stanish stated that the farm rents are the second largest revenue source for the District, and make a big impact on the budget. We need to stay on top of this and continue to manage the Districts properties.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO: FOREST PRESERVE EXECUTIVE COMMITTEE 12/9/2016 8:30 AM MOVER: Rebecca Gillam, Commissioner SECONDER: Joseph Haimann, Commissioner AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Hoscheit,
John Martin, Brian Pollock ABSENT: Philip Lewis
E. Presentation and Approval of an Amendment to the Use Ordinance Chapter V: Regulation of Personal Conduct and Behavior, Section 5: Weapons and Harmful Substances The purpose of this memorandum is to provide the Committee with information to consider an amendment to the Use Ordinance Chapter V, Regulation of Personal Conduct and Behavior, Section 5- Weapons and Harmful Substances, to allow the possession of non-lethal noxious gas or substance for personal defense, such as OC/pepper spray, as allowed by state statute (720ILCS 5/24-1).
Several years ago the state legislature permitted citizens 18 years of age and older to possess and use, for personal defense, canisters of non-lethal substances such as Oleoresin Capsicum, also known as pepper spray.
In order for our ordinance to parallel state law, it is necessary to amend our Use Ordinance. District legal advisors and Staff recommend the insertion of the following after Chapter 5, Section 5 of the Use Ordinance:
· “Notwithstanding the foregoing, it is expressly permitted for individuals to possess a legally obtained and possessed, non-lethal noxious liquid gas or substance designed solely for personal defense by a person 18 years of age or older, such as Oleoresin Capsicum restraint sprays (so-called OC sprays or “pepper sprays”).”
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO: FOREST PRESERVE EXECUTIVE COMMITTEE 12/9/2016 8:30 AM MOVER: Brian Pollock, Commissioner SECONDER: Joseph Haimann, Commissioner AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Martin, Brian Pollock ABSENT: John Hoscheit, Philip Lewis
F. Presentation and Approval of a Travel Expense Reimbursement Policy
House Bill 4379/Public Act 99-604 was recently approved by the General Assembly which creates the Local Government Travel Expense Control Act taking effect January 1, 2017. This new law requires that all non-home rule units of local government, school districts and community colleges to regulate travel, meal and lodging expenses for officers and employees through the adoption of an ordinance or resolution.
At a minimum, a local government’s travel policies must regulate the reimbursement of all travel, meal, and lodging expenses of officers and employees, including (1) the types of official business for which such expenses are allowable; (2) the maximum reimbursement amount for such expenses; and (3) a standardized reimbursement expense form that includes minimum documentation such as cost receipts (or cost estimates if the expenses have not been incurred), the name and job title or office the individual who received or is requiring travel, meal, or lodging expenses, and the date and nature of the official business in which the travel, meal or lodging expense was or will be expended.
All individual board member expenses must be approved, regardless of amount, by the public body after submission of the required documentation and approval by a roll call vote at an open meeting. Expenses of employees or representatives that are not board members would only require approval by a roll call vote at an open meeting if the expenditures exceed the maximum allowed under the public body’s regulations as set forth in the Policy.
Entertainment expenses (definition in policy) cannot be reimbursed unless those expenses are ancillary to the purpose of the program or event.
To account for cost of living variations within different counties, cities and states, a reasonable percentage increase (150%) has been incorporated within the Policy for meals and lodging with pre-approval by the Executive Director.
To account for meal expenses for guests of special meetings during travel which are not commissioners, employees nor representatives of the District, language has been included within the Policy to allow for these type expenses as well as a reasonable percentage increase (200%) over the established maximum reimbursement rate.
The Travel Expense Reimbursement Policy will be incorporated into the Employee Handbook.
DISCUSSION: None.
RESULT: MOVED FORWARD BY ROLLCALL VOTE [UNANIMOUS] TO: EXECUTIVE COMMITTEE 12/9/2016 8:30 AM MOVER: Joseph Haimann, Commissioner SECONDER: Brian Pollock, Commissioner AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Martin, Brian Pollock ABSENT: John Hoscheit, Philip Lewis
G. Discussion of Various Sources of Revenue for Land Acquisition
Executive Director Meyers stated that previously a meeting was held with The Conservation Foundation and the Referendum Committee, at which time an update was given on the 2011 Referendum and the three major capital projects that have been completed. At that time the District's future plans were discussed, and since the funding from the referendums has been fully invested, there are no new acquisitions or major capital projects in the planning. Brook McDonald, President of The Conservation Foundation, suggested having the Referendum Committee poll to see if the residents of Kane County would approve another referendum for the District.
Brook McDonald addressed the committee, stating The Conservation Foundation has been around for 45 years and is a non-for-profit organization working for open space with forest preserves and park districts, helping find funds for land acquisition and projects. The Conservation Foundation has been involved with the District's referendums (1999, 2005, 2007, and 2011) referendums, which the voters passed.
The Conservation Foundation commissioned the Referendum Committee to do a poll on 400 likely voters in the spring to see it they would approve another referendum for the District. 58% of those polled stated they would approve a $50 million referendum. This would be approximately an annual increase of $22 on their tax bill, this is based on a $250,000 home. The following is a list of items residents are likely to support:
• water - lakes, rivers, ponds, clean drinking water
• restoration - preserving wildlife and preserves
• trails - outdoor recreation
• nature education - children and adults
It is The Conservation Foundation's opinion the District (should the Commissioners agree) move forward with the referendum in the spring, at it appears it would pass. Additionally, the timing is good because the District’s portion of the tax bill is reducing with the recent bond refinancing and overall debt retirement schedule (approximately $42 annually for an average home valued at $250,000). Therefore, the savings will offset the referendum cost.
DISCUSSION: Commissioner Hoscheit commented that 58% of the core group polled support a referendum. He suggested moving forward, to continue with what we are doing. A key factor to communicate is that the reduction in the bonds, will appear as a reduction from approximately $40 to $38 with a new bond factored into the tax bills. The polls have been pretty accurate in the past within 2 points.
Discussion continued with Commissioners, suggesting, bring this discussion to the Executive Committee and the Full Commission. It was suggested Staff begin to look for property, and get under contract contingent to the passing of the referendum. If necessary The Conservation Foundation can acquire the property, then sell it back to the District. The property acquired today, will benefit generations to come. This will be presented to the Executive Committee.
RESULT: MOVED FORWARD BY VOICE VOTE [UNANIMOUS] TO: EXECUTIVE COMMITTEE 12/9/2016 8:30 AM MOVER: John Hoscheit, Commissioner SECONDER: Joseph Haimann, Commissioner AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Hoscheit,
John Martin, Brian Pollock ABSENT: Philip Lewis
V. Executive Session to Discuss Land Acquisition, Contracts, Litigation and Personnel None.
VI. Communications
A. Presentation of Settler's Hill Golf Course Promotions Update
John O'Connor, Manager of the GolfVisions, Settler's Hill Golf Course discussed the Season Passes for Settler's Hill and Tanna Farms. Last year 60% of the passes were sold at Settler's Hill and 40% at the Tanna Farms Golf Course. Historically the revenue has gone to the course the pass was purchased from. The GolfVisions will now begin to track usage of the passes. The District will receive the value of whichever is higher; the purchase location or use location revenues. In 2016 play was up 7%, hopefully play in 2017 will increase again.
VII. Chairman's Comments
President Kenyon, thanked Commissioners Haimann and Pollock for all their good work. The Committee will miss you. Commissioner Pollock, thanked everyone, stating the Staff does a great job
VIII. Adjournment
RESULT: APPROVED WITH VOICE VOTE [UNANIMOUS] MOVER: Joseph Haimann, Commissioner SECONDER: Brian Pollock, Commissioner AYES: Mark Davoust, Michael Kenyon, Rebecca Gillam, Joseph Haimann, John Hoscheit,
John Martin, Brian Pollock ABSENT: Philip Lewis
Mark Davoust, Chairman Finance and Administration Committee Forest Preserve District of Kane County
Adjournment Until: Thursday, December 15, 2016* at 2:00 pm
Forest Preserve District Offices Board Room 1996 S. Kirk Road, Suite 320, Geneva, Illinois 60134
*Note Day Change
Mark Davoust, Chairman Finance and Administration Committee Forest Preserve District of Kane County Respectfully Submitted, Patricia Hestekin
Patricia Hestekin Recording Secretary
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