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Agenda Naperville Park District Board of Commissioners Regular Meeting Naperville Municipal Building Council Chambers 400 South Eagle Street Naperville, Illinois

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Agenda Naperville Park District Board of Commissioners Regular Meeting Naperville Municipal Building Council Chambers 400 South Eagle Street Naperville, Illinois Mission Statement The Naperville Park District provides leisure experiences that enhance the quality of life for our community Na.perville f"ark Distri<:t Agenda Naperville Park District Board of Commissioners Regular Meeting Naperville Municipal Building Council Chambers 400 South Eagle Street Naperville, Illinois October 9, 2008 Regular Meeting 7:00p.m. I. Call to Order II. Pledge of Allegiance III. Roll Call IV. Agenda Additions and Deletions V. Introductions and Recognitions A. Awards and Recognitions Recognize outgoing state legislators- Representatives Joe Dunn and Jim Meyer B. Employee Recognitions VI. Matters from the Public The Board will now receive public comment for up to three minutes on non­ agenda topics. The Board will allow public comment on agenda topics prior to Board discussion for up to three minutes. VII. Approval of Treasurer's Report 1-29 Action and Motion Requested: Move to approve the August 2008 Treasurer's Report. VIII. Consent Agenda (Requires Board Approval by Statute) The Executive Director warrants that all Consent Agenda Items, reports, and memoranda comply with Board policy. Action and Motion Requested: Move to approve Consent Agenda Items A through E as presented. A. Approval of disbursements for the month of September 2008 in the 30-65 amount of$1,039,636.55. B. Approval of customer refunds for the month of September 2008 in the 66 amount of$5,337.77. C. Approval of professional services for the 2008 Bridge Inspection and 67-68 October 9, 2008 Regular Board Meeting Agenda Page 2 of2 Evaluation project to LON CO, Inc. for the lump sum fee not to exceed $24,743. D. Approval of construction contract for the Ranchview Park 2008 Ballfield 69-70 Renovation and Sidewalk Installation in the amount of$61,268 to The Kenneth Company. E. Approval of Minutes: Regular Meetings of September II, 2008. 71-79 IX. Unfinished Business X. New Business A. Intergovernmental Agreement with the Board of Education of Naperville 80-90 Community Unit School District #203 DuPage and Will Counties for the shared use of the ballfield at Ranchview Elementary School- Resolution 08-06. Action and Motion: Move to approve Resolution 08-06 authorizing the execution of an Intergovernmental Agreement with the Board of Education of Naperville Community Unit School District #203 DuPage and Will Counties for the shared use of the ballfield at Ranch View Elementary School. B. Amendment to the Intergovernmental Agreement between the Forest 91-101 Preserve District ofDuPage County, the City of Naperville, and the Naperville Park District concerning the West Branch Naperville/Riverway Project­ Ordinance #676 Action and Motion: Move to approve Ordinance #676: Authorizing execution of an amendment to the Intergovernmental Agreement between the Forest Preserve District ofDuPage County, the City of Naperville, and the Naperville Park District. C. Proposed Board Bylaw 5.7 Regarding Advisory Committees 102-108 Action and Motion: Move to approve Board Bylaw 5. 7 Regarding Advisory Committee XI. Updates and Reports A. Millennium Carillon Foundation Update B. Riverwalk Update- Kristen Jungles/Marie Todd C. Executive Director Update- Ray McGury D. Board President Update- Suzarme Hart E. Finance Committee Update -Marie Todd F. Legislative Committee Update- Suzanne Hart G. Community/PR Committee Update- Mary Wright XII. Adjournment I 0/3/08 Monthly Treasurer's Report Monitoring Financial Condition, per Policy #1-04 August, 2008 To the Board of Commissioners: I have reviewed this Treasurer's Report and found that these monitoring data are accurate assessments of the financial conditions of the Naperville Park District as of the month of August 2008. I further feel that the District is in healthy financial condition since current practices do not jeopardize either fiscal or allocation integrity. 1. During the month of August 2008 the district recorded the following: RECEIPTS EXPENDITURES August $ 2,856,381 $ 2,447,627 Year to date $ 28,621,275 $ 19,238,608 2. No Additional long-term debt was incurred in August 2008. 3. Long-term reserves (investment, certificates of deposit, etc.) remain intact. 4. All fund balances are in a positive cash position. 5. Current fund balances are sufficient to settle payroll and other operational debts. 6. As of August 31, 2008, year to date actual allocations has not deviated materially from the fiscal year 2008 budget allocations. If you have any questions regarding this information or require more detailed evidential support, please do not hesitate to let me know. Date: 1/ ;,,J o{ erville Park Distric~ 1 Naperville Park District Finanda!Performance For the Period Ending August 31, 2008 67% ofBudget Complete The following 6 worksheets show the financial performance of the District's 3 main funds - General, Recreation, Golf, as well as on a consolidated basis. Explanations will be given on all individual line items that show a variance of at least $50,000 over the prior year figures. However, explanations will be given if additional information would be helpful when understanding the overall operations. General Fund -Combined For the eight month period, total revenues are up $10.3 million, and expenses are down $210,000 compared to the previous fiscal year. The increase in revenue reflects the $10.0 million debt issue for capital improvements (February), while the decrease in expense reflects the timing (progress/completion) of capital projects between the two fiscal years. Please note that the capital project budget is included within the General Fund. The General Fund -Operations (only) income statement has been included for comparison of operational results and includes the capital budget. Revenue Property tax revenue is up $343,000 from the previous year reflecting the budgeted increase in tax support for 2008. As mentioned above, the District issued debt in the amount of $10.0 million in February. This debt issue will be used to partially fund the District's capital plan over the next 3 fiscal years. Expenses Wages and employee benefits are down $64,000 reflecting some savings from positions that have been open (Planning/Fleet Mgr) this year but not filled. Supplies are up $152,000 from the previous year reflecting an increase in fuel prices and the addition of park and building supply allowances within the capital budget. N Contractual services are up $466,000 from the previous comparable period due to a variety of factors including consulting services incurred with the 2008 VOIP tech project; the addition of park and building allowances for contractual expenses within the capital budget; and higher than expected employee recruiting, legal and relocation expenses. Capital project expense is down $1.6 million from the previous year primarily reflecting large payouts last year related to the completion of the south maintenance facility. The increase in debt service expense reflects the additional debt incurred by the District needed to purchase the 20 acres adjacent to Nike Park in June 2007. Recreation Fund The recreation fund is presented with and without recreation programming. It is presented in both formats because the 2007 programming budget was created on a seasonal, rather than a monthly basis. A programming analysis will be distributed at the completion of each season. Explanations below are based on the combined statement. For the eight months ending August 31, 2008 total revenues are up $209,000, and expenses are up $194,000 compared to the previous year. Revenues Program income is up $32,000 (combined with "Event Ticket Sales" and "Daily admissions" accounts) for the period. In the previous year, daily admissions for the beach were included within the program income account and are now being tracked separately. Wages & benefits are up $108,000 reflecting an increase in short-term labor in parks from the previous year and an increase in employee healthcare premiums. The increase in seasonal labor in parks reflects an increase in mowing schedules this year due to a wetter spring/summer than in 2007. Supplies are up $S1,000 primarily reflecting an increase in turf maintenance supplies (fertilizer etc.) due to the increase in fuel costs. Various district vendors have added fuel surcharges to invoices to compensate for their increase in costs. In addition, building supplies have increased with the addition of the South Maintenance Facility. Golf Services Total revenue is down $479,000 while total expenses are up $1.9 million from the previous year. Golf Services is reporting a deficit of approximately $2.0 million (cash-basis) for the eight month period, compared to a profit of $388,000 in 2007. However, it should be noted that the July financial statement currently includes over $2.7 million in capital project expenses, the majority of which will be reclassed at year-end from expenses to assets on the Golf Services balance sheet (in August 2007 Golf Services had expensed only $646,000 in capital project expenses). Revenues Interest income is down $146,000, reflecting the significant draw-down in bond proceeds over the past 12 months that have been used to fund course/clubhouse improvements. YTD golf services income is down $122,000 due to the drop in rounds played at both courses. The challenge of addressing the decline in rounds played was exacerbated by the construction projects at Springbrook that delayed its official opening until April 15, causing them to miss a full month of play. Staff has been proactive in promoting many golf specials during the season which has helped boost the number of rounds played. On the expense side, hours have reduced for maintenance and proshop personnel. Currently, on a consolidated basis, the operation is projecting to report a deficit of roughly $340,000 for the 2008 season. Expenses Capital improvements are up $2.0 million from the previous year reflecting the significant work-in-progress on various capital projects at both courses.
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