FINANCE COMMITTEE 2011/09/19 Minutes
The City of Lake Forest
FINANCE COMMITTEE
Proceedings of the September 19, 2011 Meeting
6:30 p.m. – City Hall Council Chambers
I. Call to Order and Roll Call
Chairman Pandaleon called the meeting to order at 6:30 p.m. Present: Mayor Cowhey,
Chairman Pandaleon, Aldermen Novit, Waldeck, Moore, Morsch, Schoenheider and Adelman.
Absent: Alderman Palmer. Quorum present. There were eight people present in the audience.
Staff present: Kathleen Reinertsen, Finance Director; Louise Breckan, Assistant Finance Director;
Mary Van Arsdale, Director of Parks and Recreation; Chuck Myers, Superintendent of Parks &
Forestry; Ramesh Kanapareddy, City Surveyor and Engineer; Diane Hall, Senior Accountant
and Victor Filippini, City Attorney.
II. Consideration of Minutes from the Finance Committee Meeting Held on July 18, 2011
Alderman Adelman made a motion to approve the minutes from the Finance Committee
meeting held on July 18, 2011. The motion was seconded by Alderman Novit. The motion
carried unanimously by voice vote.
III. FY2013 City Mission Statement
Ms. Kathleen Reinertsen, Finance Director stated that as part of the annual budget process,
the City Council affirms the City’s mission statement. A more detailed discussion can take
place during this winter’s strategic planning event.
Following discussion, Alderman Schoenheider made the motion to accept the FY2013 Mission
Statement. The motion was seconded by Alderman Morsch. The motion carried unanimously
by voice vote.
IV. FY2013 Fiscal Policy
Ms. Reinertsen stated that staff is requesting that the fiscal policy be formally adopted for use
in preparing the FY2013 Budget. There are no recommended changes to the policy for
FY2013.
Following discussion, Alderman Moore made the motion to accept the FY2013 Fiscal Policy.
The motion was seconded by Alderman Novit. The motion carried unanimously by voice vote.
V. Award of Contract for Auditing Services for FY2012
Ms. Reinertsen stated that in 2006, the City Council approved a contract for professional
auditing services to McGladrey & Pullen, LLP for the fiscal years ending April 30, 2007 to April 30,
2011. The firm was selected through a RFP process. She stated that the Audit Committee has
recommended to contract with McGladrey & Pullen, LLP for one additional year due to
retirements in the Finance Department. McGladrey & Pullen, LLP has a significant
governmental audit practice in Chicago, serving over 95 units of government. McGladrey &
Pullen, LLP has maintained the same fees for FY2012 as FY2011.
Following discussion, Alderman Morsch made the motion to authorize the City Manager to
execute a contract with McGladrey & Pullen, LLP for professional auditing services for the fiscal
year ending April 30, 2012 for an amount not to exceed $70,300 for the regular audit, $5,200 for
special reports and $11,600 for a single audit. The motion was seconded by Alderman Moore.
The motion carried unanimously by voice vote.
VI. Purchasing Code Amendments
Ms. Reinertsen stated that at their July 18, 2011 meeting, the Finance Committee approved
code amendments to the purchasing policy. The code amendments have been drafted by
Holland and Knight and were included in the meeting packet. Currently, the City Council
approves any single purchase over $20,000. There are 27 vendors that have fallen into a gray
area. Some of the vendors were approved by the City Council long ago, some started out as
Finance Committee Meeting
Minutes – September 19, 2011
2
small payments and grew larger over time, and most are multiple purchases that are forecast
to be over $20,000 for the fiscal year. Staff had four recommendations which were
incorporated into the code amendment. The four recommendations were 1) approve by City
Council with the May budget, 2) bid every 3 to 5 years, 3) City Council approves annually in
December and 4) vendors or these types of vendors (supplies, parts, sole distributors,
Recreation instructors) can be approved by the City Manager up to $75,000 every fiscal year.
The code amendments are allowing for adequate council oversight.
Following discussion, Alderman Morsch made the motion to approve the purchasing code
amendments. The motion was seconded by Alderman Moore. The motion carried
unanimously by voice vote.
VII. Other Business: None.
VIII. Opportunity for the Public to Address the Finance Committee: None.
IX. Other Business: Information on drainage improvement work at Townline Community Park
Chairman Pandaleon stated that there was time remaining for Mr. Chuck Myers,
Superintendent of Parks and Forestry to present information to the Finance Committee
regarding drainage improvements at Townline Community Park that is on tonight’s City
Council agenda. Mr. Myers stated that since the park opened in May 2009, there has been
reoccurring, extremely wet field conditions indicating problems with drainage throughout the
turf areas. What was thought to be an occasional weather related concern has grown to
indicate that there is an ongoing issue. He stated that staff began monitoring the property
after various rainfalls. Staff brought out several companies that specialize in turf maintenance
to review the field’s performance. Upon validation that the concerns were significant, staff
contracted a civil engineer consultant to perform a thorough topographic field survey and to
assist staff with identifying the best options to address the problem. The consultant concluded
that the drainage issues are not the result of slope deficiencies but caused by soil conditions.
The ideal solution identified is known as “Drill and Fill”, and involves the use of specialized
equipment that drills a series of holes 1 ¼” by 8” deep, and 7 ½” apart throughout the field.
The holes are simultaneously filled with a soil amendment, resulting in a soil profile that will
provide much improved drainage. In addition, this method will have a minimal impact on the
programming of the fields. In addition to the primary turf areas, the drainage swale on the
west side of the playing fields needs to be addressed. The swale will also be re-graded and
have a perforated drain pipe installed below the surface. The project would be paid for out of
the remaining funds from the 2003A Bond debt service fund. Further discussion of this topic will
be at tonight’s City Council meeting.
X. Adjournment
There being no further business, Alderman Morsch moved, seconded by Alderman Adelman
to adjourn the meeting at 7:30 p.m. The motion carried unanimously by voice vote.
Respectfully submitted,
Louise Breckan
Assistant Finance Director