THREE RIVERS PARK DISTRICT

Transcription

1 1. CALL TO ORDER THREE RIVERS PARK DISTRICT FINANCE AND ADMINISTRATION COMMITTEE MEETING Administrative Center - Board Room 3000 Xenium Lane North, Plymouth, MN A. Pledge of Allegiance B. Roll Call 2. APPROVAL OF AGENDA Thursday, December 3, 2015 Estimated Time: 9:00 a.m. 9:45 a.m. Committee Chair: Daniel Freeman AGENDA Board members who wish to delete or add any item(s) to the agenda shall do so at this time. MOTION TO APPROVE THE AGENDA OF THE DECEMBER 3, 2015, FINANCE AND ADMINISTRATION COMMITTEE MEETING. 3. APPROVAL OF COMMITTEE REPORT OF NOVEMBER 5, 2015 MOTION TO APPROVE THE REPORT OF THE NOVEMBER 5, 2015, FINANCE AND ADMINISTRATION COMMITTEE MEETING. 4. BUSINESS ITEM(S) A. Superintendent s Update NO ACTION REQUIRED. B Budget Amendments MOTION TO RECOMMEND THAT THE BOARD APPROVE ADJUSTMENTS TO THE 2015 APPROVED GENERAL FUND OPERATING BUDGET INCREASING EXPENDITURES AND REVENUES BY $500,851. C. Authorize Interfund Transfers MOTION TO RECOMMEND THAT THE BOARD APPROVE THE FOLLOWING INTERFUND TRANSFERS TO THE LAND ACQUISITION, DEVELOPMENT AND BETTERMENT FUND:

2 12/03/15 - Finance and Administration Committee: Agenda Page 2 4. BUSINESS ITEM(S) (continued) $6, FROM THE 2005 GENERAL OBLIGATION CAPITAL PROJECT FUND TO FUND THE REMAINING AMOUNT OF THE HOPKINS DEPOT TRAILHEAD DEVELOPMENT PROJECT AND CLOSE THE 2005 GENERAL OBLIGATION BOND FUND. $16, FROM THE 2006 GENERAL OBLIGATION CAPITAL PROJECT FUND TO FUND THE REMAINING AMOUNT OF THE PIONEER SARAH CREEK WATER RESOURCES PROJECT AND CLOSE THE 2006 GENERAL OBLIGATION CAPITAL PROJECT FUND. $15, FROM THE 2008 GENERAL OBLIGATION CAPITAL PROJECT FUND TO CLOSE THE 2008 GENERAL OBLIGATION CAPITAL PROJECT FUND. AND THE FOLLOWING INTERFUND TRANSFERS TO THE 2015 GENERAL OBLIGATION CAPITAL IMPROVEMENT FUND TO FINANCE PROJECTS FROM THE 2015 ASSET MANAGEMENT PROGRAM: $173,500 FROM THE 2006 GENERAL OBLIGATION CAPITAL PROJECT FUND $78,000 FROM THE 2009 GENERAL OBLIGATION CAPITAL PROJECT FUND $283,000 FROM THE 2010 GENERAL OBLIGATION CAPITAL PROJECT FUND $305,000 FROM THE 2011 GENERAL OBLIGATION CAPITAL PROJECT FUND AND A TRANSFER OF $250,000 FROM THE REHABILITATION AND PRESERVATION FUND TO THE 2013 GENERAL OBLIGATION CAPITAL PROJECT FUND TO CORRECT A 2013 ERROR IN THE TRANSFER TO FUND THE PRESERVATION AND REHABILITATION PROGRAM; AND A TRANSFER OF $6,586 FROM THE GENERAL FUND TO THE DONATION FUND TO FUND THE REMAINING BALANCE FROM THE SWAN BLANKETS. D Three Rivers-Scott County Partnership Budget MOTION TO RECOMMEND THAT THE BOARD APPROVE THE 2016 THREE RIVERS PARK DISTRICT-SCOTT COUNTY PARTNERSHIP OPERATING BUDGET IN THE AMOUNT OF $2,132,818, AND THE 2016 PARTNERSHIP LOTTERY-IN-LIEU-OF MAINTENANCE AND REHABILITATION PROGRAM TOTALING $41,300. E. Authorization to Pay Property Insurance Premiums MOTION TO RECOMMEND THAT THE BOARD APPROVE PAYMENT OF THE 2016 PROPERTY AND LIABILITY INSURANCE PREMIUM TO MINNESOTA COUNTIES INTERGOVERNMENTAL TRUST IN THE AMOUNT OF $421,673, AND AUTHORIZE THE CHIEF FINANCIAL OFFICER TO PROCESS AND PAY PREMIUM ADJUSTMENTS AS PROPERTY AND EQUIPMENT ARE ADDED DURING THE YEAR. 5. ADJOURNMENT MOTION TO ADJOURN

3 FINANCE AND ADMINISTRATION COMMITTEE MEETING REQUEST FOR ACTION Meeting Date: 12/03/15 Business Item: Report Item Number: 3 Department: Superintendent's Office Originating Source: Boe Carlson, Superintendent Agenda Item: November 5, 2015, Finance and Administration Committee Report MOTION TO APPROVE THE REPORT OF THE NOVEMBER 5, 2015, FINANCE AND ADMINISTRATION COMMITTEE MEETING. Background: Report attached.

4 THREE RIVERS PARK DISTRICT FINANCE AND ADMINISTRATION COMMITTEE MEETING November 5, 2015 Commissioners Present: Commissioners Absent: Staff Present: Daniel Freeman, Chair; Steven E. Antolak, John Gibbs, John Gunyou, Gene Kay and Penny Steele Jennifer DeJournett Boe Carlson, Superintendent; D. Berens, J. Brauchle, J. Cremers, D. Elias, B. Gibson, K. Grissman, D. Hahn, S. Koch, H. Koolick, P. Maher, J. May, T. McDowell, J. McGrew-King, L. Stoltzmann, J. Vlaming, A. Whiteside and L. Ziegler 1. CALL TO ORDER The Finance and Administration Committee meeting was called to order by Chair Daniel Freeman at the Administrative Center, Board Room, 3000 Xenium Lane North, Plymouth, MN at 10:19 a.m. 2. APPROVAL OF AGENDA MOTION by Steele, seconded by Kay, TO APPROVE THE AGENDA OF THE NOVEMBER 5, 2015, FINANCE AND ADMINISTRATION COMMITTEE MEETING. 3. APPROVAL OF COMMITTEE REPORT OF OCTOBER 8, 2015 MOTION by Antolak, seconded by Kay, TO APPROVE THE REPORT OF THE OCTOBER 8, 2015, FINANCE AND ADMINISTRATION COMMITTEE MEETING. 4. BUSINESS ITEM(S) A. General Fund Operating Budget MOTION by Antolak, seconded by Kay, TO AUTHORIZE STAFF TO RELEASE THE 2016 GENERAL FUND OPERATING BUDGET FOR PUBLIC REVIEW. B Operating Budget for Baker National Golf Course MOTION by Antolak, seconded by Steele, TO RECOMMEND THAT THE BOARD ADOPT THE 2016 OPERATING BUDGET FOR THE BAKER NATIONAL GOLF COURSE WITH REVENUES OF $1,875,245 AND EXPENDITURES OF $1,743,790, RESULTING IN A PROJECTED NET OPERATING INCOME OF $131,455.

5 11/05/15 Finance and Administration Committee Page 2 C Operating Budget for Eagle Lake Youth Golf Center MOTION by Antolak, seconded by Kay, TO RECOMMEND THAT THE BOARD ADOPT THE 2016 OPERATING BUDGET FOR THE EAGLE LAKE YOUTH GOLF CENTER, WITH EXPENDITURES AND REVENUES OF $1,174,242. D Food and Beverage Concession Fund Budget MOTION by Kay, seconded by Antolak, TO RECOMMEND THAT THE BOARD ADOPT THE 2016 FOOD AND BEVERAGE CONCESSION FUND BUDGET WHICH INCLUDES REVENUES OF $482,500, EXPENDITURES OF $442,500 AND A $40,000 TRANSFER TO THE GENERAL FUND. E Proposed Internal Services Fund Budget, Equipment Replacement Program and Fuel Purchasing MOTION by Kay, seconded by Gibbs, TO RECOMMEND THAT THE BOARD: (1) ADOPT THE 2016 INTERNAL SERVICES FUND BUDGET IN THE AMOUNT OF $2,916,063; (2) ADOPT THE 2016 EQUIPMENT REPLACEMENT PROGRAM IN THE AMOUNT OF $725,825; AND (3) AUTHORIZE THE SUPERINTENDENT TO PURCHASE VEHICLE AND EQUIPMENT FUEL THROUGH THE COOPERATIVE PURCHASING VENTURE WITH THE STATE OF MINNESOTA FOR F Asset Management Program Associate Superintendent Jonathan Vlaming made a correction in the background information specifying that the amount of $7,745,362 for Park District Bonding should be $7,670,362 or $75,000 less. This change did not affect the total dollar amount proposed in the recommended motion; it was simply a calculation that he neglected to change in the staff information. MOTION by Kay, seconded by Antolak, TO RECOMMEND THAT THE BOARD APPROVE THE 2016 ASSET MANAGEMENT PROGRAM TOTALING $ 25,412,162. G. General Counsel Position No action required; this item was prepared by Superintendent Boe Carlson for information and discussion. 5. ADJOURNMENT Chair Freeman adjourned the meeting at 11:55 a.m.

6 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 12/03/15 Business Item: Item Number: 4A Department: Superintendent s Office Originating Source: Boe R. Carlson, Superintendent Agenda Item: Superintendent s Update NO ACTION REQUIRED. Background: Superintendent Carlson will update Committee Members on current matters.

7 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 12/03/15 Business Item: Item Number: 4B Department: Finance Originating Source: Howard Koolick, Director/CFO Agenda Item: 2015 Budget Amendments MOTION TO RECOMMEND THAT THE BOARD APPROVE ADJUSTMENTS TO THE 2015 APPROVED GENERAL FUND OPERATING BUDGET INCREASING EXPENDITURES AND REVENUES BY $500,851. Background: The Board of Commissioners adopts budgets for all operating funds annually. These budgets are based on the revenues and expenditures known at the time the budget is proposed. It is not uncommon for information about additional revenues and expenditures to become available after the budget is approved. The most common types of revenues and expenditures that impact a budget after it is approved are donations, grants, reimbursements and changes in the level of service being provided. Park District staff is requesting the 2015 General Fund Budget be increased to include unanticipated revenues related a variety of state and local grants, a donation from the Foundation, the return of information technology equipment, the use of fund balance for community engagement and outreach efforts and changes in requirements for transporting program participants. The details of these items are shown below: Revenue Source Expenditure Purpose Amount Hennepin County Youth Contracted Services Twin Cities Rowing Club $6,700 Grant Pass Through Grant Hennepin County Green Wages and Supplies Zero Waste Group and $23,181 Partners Grant Picnic Events and Information Three Rivers Park District Capital Equipment Parks on the Go Van $67,500 Foundation State of Minnesota Grant Contracted Services Consulting for National Historic Register Certification $9,000 State of Minnesota Grant Refund from Xerox Refund from Executime Supplies and Small Equipment Copiers, Service and Supplies Capital Outlay and Contracted Services Bicycles and Supplies $14,124 for Bicycle Fleet Program Overcharges from Xerox $47,585 Refund for returned timeclocks and switch to new payroll vendor $102,061

8 Revenue Source Expenditure Purpose Amount General Fund Fund Various Seed money for $200,000 Balance community engagement and outreach activities including parks on the go, park partners and pocket parks Park Use Revenues Other Services Bus contract for $30,700 transferring camp and program participants between sites. Total Budget Adjustments $500,851 All of these adjustments, except for the seed money for community engagement and outreach activities, are budget neutral meaning the revenues received and the expenditures made are equal. The funding for the community engagement and outreach activities was included in the 2015 Asset Management Plan. This is the first and final adjustment to the General Fund budget for 2015 that has required Board approval. The Superintendent, as authorized by the Board, has previously approved budget adjustments that reallocated funds within the approved budget amount to meet changing needs throughout the year. Relationship to the Vision Plan and Policy Statement The Request for Action supports the Vision Plan and Policy V of the Policy Statement by managing the Park District s financial affairs in a fiscally responsible manner.

9 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 12/03/15 Business Item: Item Number: 4C Department: Finance Originating Source: Howard Koolick, Director/CFO Agenda Item: Authorize Interfund Transfers MOTION TO RECOMMEND THAT THE BOARD APPROVE THE FOLLOWING INTERFUND TRANSFERS TO THE LAND ACQUISITION, DEVELOPMENT AND BETTERMENT FUND: $6, FROM THE 2005 GENERAL OBLIGATION CAPITAL PROJECT FUND TO FUND THE REMAINING AMOUNT OF THE HOPKINS DEPOT TRAILHEAD DEVELOPMENT PROJECT AND CLOSE THE 2005 GENERAL OBLIGATION BOND FUND. $16, FROM THE 2006 GENERAL OBLIGATION CAPITAL PROJECT FUND TO FUND THE REMAINING AMOUNT OF THE PIONEER SARAH CREEK WATER RESOURCES PROJECT AND CLOSE THE 2006 GENERAL OBLIGATION CAPITAL PROJECT FUND. $15, FROM THE 2008 GENERAL OBLIGATION CAPITAL PROJECT FUND TO CLOSE THE 2008 GENERAL OBLIGATION CAPITAL PROJECT FUND. AND THE FOLLOWING INTERFUND TRANSFERS TO THE 2015 GENERAL OBLIGATION CAPITAL IMPROVEMENT FUND TO FINANCE PROJECTS FROM THE 2015 ASSET MANAGEMENT PROGRAM: $173,500 FROM THE 2006 GENERAL OBLIGATION CAPITAL PROJECT FUND $78,000 FROM THE 2009 GENERAL OBLIGATION CAPITAL PROJECT FUND $283,000 FROM THE 2010 GENERAL OBLIGATION CAPITAL PROJECT FUND $305,000 FROM THE 2011 GENERAL OBLIGATION CAPITAL PROJECT FUND AND A TRANSFER OF $250,000 FROM THE REHABILITATION AND PRESERVATION FUND TO THE 2013 GENERAL OBLIGATION CAPITAL PROJECT FUND TO CORRECT A 2013 ERROR IN THE TRANSFER TO FUND THE PRESERVATION AND REHABILITATION PROGRAM; AND A TRANSFER OF $6,586 FROM THE GENERAL FUND TO THE DONATION FUND TO FUND THE REMAINING BALANCE FROM THE SWAN BLANKETS. Background: Accounting best practices recommend that the governing body approve all interfund transfers either through an approved budget or a separate action authorizing the transfer. The Park District has a number of transfers included in approved budgets. The transfers included in the motion are not in a budget and therefore staff is requesting the Board approve them.

10 Most of the transfers involve capital project funds which are used to track the revenues and expenses associated with projects listed in the annual Asset Management Program. The life span of these funds is based on the completion of all projects and use of most of the available funds. The recommended transfers close three existing funds and use amounts from four other funds to finance the 2015 Asset Management Program (these amounts were included in the financing plan that established the bond size for the 2015 Bonds). Finally, the recommended transfers fix two funding issues that need correction. The following is a more detailed description of each transfer to the Land Acquisition, Development and Betterment Fund (LADB Fund): $6, from the 2005 Capital Project Fund This fund financed 76 projects totaling $14.6 million from a variety of sources including the 2005 General Obligation Bonds. Only the Hopkins Depot Trailhead project remains active and the recommended transfer moves this project to the LADB Fund along with the cash remaining in the fund. $16, from the 2006 Capital Project Fund This fund financed 58 projects totaling $23.7 million from a variety of sources including the 2006 General Obligation Bonds. Only the Pioneer Sarah Creek Water Analysis project remains active and the recommend transfer moves this project to the LADB Fund along with the cash remaining in the fund. $15, from the 2008 Capital Project Fund This fund financed 53 projects all of which are complete. The recommended action transfers this remaining balance to the LADB Fund. The four transfers to the 2015 General Obligation Capital Project Fund were identified as funding sources when the Park District sold bonds to finance the 2015 Asset Management Program (AMP). While the board actions for the bonds identified the funds as available to finance 2015 projects, the transfer of the funds from these older capital project funds to the 2015 General Obligation Bond Capital Project Fund as not part of the motions. The recommended action authorizes these transfers. The Board has not been asked to transfer funds in the past as projects from the approved AMP were allocated directly to these older funds. Due to the complexity of the larger projects in the 2015 AMP, staff did not attempt to identify which projects (or parts of projects) could be funded by these amounts, opting instead to transfer funds into the 2015 Fund. The third transfer corrects an error from 2013 when $250,000 more than anticipated was transferred from the 2013 Bond fund to the Preservation and Rehabilitation Fund to finance the 2013 Preservation and Rehabilitation Program (which is part of the AMP). It was hoped that projects in the 2013 fund would be completed under budget to provide the funds needed to fund this error, however that does not appear to the case, so staff is requesting funds be transferred back to the 2013 fund to correct the error. The final transfer is between the General Fund and the Donation Fund. In 2003, the wool from the sheep at Gale Woods was made into blankets that the Park District sold as a fundraiser for the scholarship fund. The Donation Fund paid approximately $22,650 for processing the wool with the expectation that as blankets sold, the fund would be reimbursed. While early sales were encouraging, after several years about a third of the blankets remained and interest in them was virtually non-existent. The blankets have been used as promotional items, year of service awards for employees and programming aids. While all blankets are now gone, there remains $6,586 of the initial cost in the Donation Fund that has not been reimbursed. The requested transfer funds this deficit from the General Fund where the blankets were used. Relationship to the Vision Plan and Policy Statement The Request for Action supports the Vision Plan and Policy V of the Policy Statement by managing the Park District s financial affairs in a fiscally responsible manner.

11 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 12/3/15 Business Item: Item Number: 4D Division: Superintendent's Office Originating Source: Boe Carlson, Superintendent Agenda Item: 2016 Three Rivers-Scott County Partnership Budget MOTION TO RECOMMEND THAT THE BOARD APPROVE THE 2016 THREE RIVERS PARK DISTRICT-SCOTT COUNTY PARTNERSHIP OPERATING BUDGET IN THE AMOUNT OF $2,132,818, AND THE 2016 PARTNERSHIP LOTTERY-IN-LIEU-OF MAINTENANCE AND REHABILITATION PROGRAM TOTALING $41,300. The following information was prepared by Patricia Freeman, Scott County Parks and Trails General Manager and Howard Koolick, Three Rivers Park District Chief Financial Officer. Background: On December 16, 2010, the Park District and Scott County entered into a joint powers agreement that defines the roles and responsibilities for operations and maintenance of all regional park facilities in Scott County. The agreement requires the preparation and adoption of an annual budget. The staff listed above, along with Jenna Tuma and Brad Chock (supervisors for the parks in Scott County) and other staff, have been meeting over the last several months to complete the budget. The 2016 Three Rivers Park District/Scott County Partnership operating budget reflects only one component of the cost of providing park services in Scott County. The second component is the Partnership s Lottery-in-lieu-of maintenance and rehabilitation program, which is also included in the recommended action. The third component is the costs incurred by Scott County, which are part of the 2016 County Budget. No Park District funds are used to support the direct operating costs in Scott County; all direct costs for the regional park and trail operations in Scott County are paid for by operating revenue, regional funding, and Scott County s contribution. The 2016 Three Rivers Park District-Scott County Partnership budget strives to continue to the high quality services while funding increased operating costs. The budget accounts for changes in staffing and wages and benefits of the staff working in the Scott County parks. The ability to expand operations while facing increasing costs is a testament to the creativity and out-of-the box thinking of the budget team. More detail regarding the budget can be found in the following sections. Budget Overview The 2016 Three Rivers Park District-Scott County Partnership budget totals $2,132,818, an $86,515 increase from the 2015 budget. The increase is a funds combination of general wage and benefit increases while correcting the budgeted amount for green fee revenues

12 which have been overestimated in past years. Scott County has increased its contribution to the operating budget to offset most of the budget changes. Park use revenues are also budgeted to increase as a result of fee increases and changes to the method of collecting state and local sales taxes. The 2016 budget includes: Continued operations at three regional parks (Cleary Lake, Spring Lake Park and Cedar Lake Farm), one park reserve (Murphy Hanrehan) and 8.4 miles of regional trails. Continued natural resources management and maintenance at Doyle-Kennefick Regional Park and Blakely Bluffs Park Reserve while they are in their acquisition phase. Budget Changes The 2016 budget continues to build upon the partnership s past progress. Maintaining existing regular staffing levels will allow the continuation of the high quality facilities and programs for which Scott County parks are known. Minor changes in staffing in the recreation and outdoor education area will allow additional program offerings to be made. The most significant changes for the 2016 budget comes in how fees will be charged for a variety of activities. Fees for daily passes for pet exercise areas, horse trail use and boat trailer parking will increase from $5 to $6. In addition, summer equipment rental rates will increase by $1 per half hour. Cross country ski pass fees will also increase, however, these increases will not take effect until the fall of In addition to the fee increases, the Park District s fee structure is being changed so that prices pre-sales tax instead of the current rate which includes sales tax. This will ensure the price for an item is the same throughout the Park District regardless of the local sales tax rate (the Park District is currently subject to four different tax rates depending on in which County a purchase is made). For example, an annual pet exercise are pass is currently $45 which is a fee of $41.90 plus $3.10 of state and local sales taxes. The new fee would be $45 plus $3.32 in taxes. The 2016 proposed budget, along with historical operating data is shown below:

13 2015 Year to 2016 Budget Over/(Under) Date Through Actual October 2015 Budget 2016 Budget Dollars % Revenues: Park Use Golf $ 328,588 $ 375,194 $ 431,000 $ 397,666 $ (33,334) (8.38%) Other 281, , , ,333 22, % Met Council Operations and Maintenance Grant 67,253 69,319 72,253 69,319 (2,934) (4.23%) State Lottery-in-Lieu-of Grant 95,910 30,881 95,200 95, % Contribution from Scott County 1,148, ,550 1,159,100 1,259, , % Other Revenue 9,091 3,281 2,200 2, % Total Revenue $ 1,931,183 $ 1,298,384 $ 2,046,303 $ 2,132,818 $ 86, % Expenditures Park Maintenance Personal Services $ 678,189 $ 595,219 $ 712,588 $ 727,044 $ 14, % Supplies, Services & Other 347, , , ,078 25, % Total Park Maintenance 1,025, ,883 1,005,524 1,045,122 39, % Facility Operations Personal Services 390, , , ,205 3, % Supplies, Services & Other 136, , , ,065 4, % Total Facility Operations 526, , , ,270 8, % Public Safety Personal Services 85,119 62,529 86,772 88,597 1, % Supplies, Services & Other 3,264 1,901 1,000 2,500 1, % Total Public Safety 88,383 64,430 87,772 91,097 3, % Recreation and Outdoor Education Personal Services 76, ,760 85,131 97,178 12, % Supplies, Services & Other 2,079 2, ,500 1, % Total Recreation and Outdoor Education 78, ,475 85,631 98,678 13, % Natural Resources Management Personal Services 98,430 80, , ,821 17, % Supplies, Services & Other ,000 2, % Total Natural Resources Management 98,430 80, , ,821 19, % Administration Personal Services 125,123 51, , ,128 2, % Supplies, Services & Other ,702 4, % Total Administration 125,123 51, , ,830 2, % Total Expenditures $ 1,943,010 $ 1,626,681 $ 2,046,303 $ 2,132,818 $ 86, % Excess of Revenues Over/(Under) Expenditures $ (11,827) $ (328,297) $ $ $ - 0 -

14 Staffing The 2016 budget includes a slight decrease in full-time equivalent positions and a slight increase in seasonal hours. These minor changes will continue to allow staff to provide high quality and timely service to park guests. There were several staffing increases that were considered as part of the budget process but ultimately did not receive funding for These positions will be reviewed and considered as part of future budget discussions. The following is a summary of the budgeted full time equivalent positions and temporary hours: Full-Time Equivalents Positions General Manager (1) Parks Planner/Natural Resources Manager (1) Park Maintenance Supervisor (1) Crew Chief (2) Carpenter (1) Golf Specialist (1) Park Technician (3) Park Keeper (1) Park Worker (1) Park Operations Supervisor (1) Facility Supervisor (2) Facility Attendant (2) Golf Instruction Supervisor Recreation Program Specialist (1) Interpretive Naturalist (1) Park Service Liason (1) Park Service Officer (2) Total Full Time Equivalent Positions Temporary/Intermittent Hours 20,060 20,580 LOTTERY-IN-LIEU-OF MAINTENANCE AND REHABILITATION PROGRAM The 2016 Lottery-in-lieu-of Maintenance and Rehabilitation Program is budgeted at $41,300, with funding from the lottery-in-lieu-of proceeds scheduled to be received in 2016 along with unspent funds from prior years. The budget includes special maintenance and natural resource management activities to be completed by Park District staff. In addition, County Sentence to Serve crews will be completing projects funded by the 2014 and 2015 budgets.

15 FINANCE AND ADMINISTRATION COMMITTEE REQUEST FOR ACTION Meeting Date: 12/3/2015 Business Item: Item Number: 4E Department: Finance Originating Source: Howard Koolick, Director/CFO Agenda Item: Authorization to Pay Property Insurance Premiums MOTION TO RECOMMEND THAT THE BOARD APPROVE PAYMENT OF THE 2016 PROPERTY AND LIABILITY INSURANCE PREMIUM TO MINNESOTA COUNTIES INTERGOVERNMENTAL TRUST IN THE AMOUNT OF $421,673, AND AUTHORIZE THE CHIEF FINANCIAL OFFICER TO PROCESS AND PAY PREMIUM ADJUSTMENTS AS PROPERTY AND EQUIPMENT ARE ADDED DURING THE YEAR. Background: The Park District joined the Minnesota Counties Intergovernmental Trust (MCIT) in 2002 in order to purchase property and liability insurance. Prior to 2002, the District was selfinsured for property and equipment losses and purchased insurance for potential liability claims. The insurance market changed drastically in 2001 and it was no longer possible to purchase liability insurance without also purchasing property and equipment coverage. MCIT is an insurance trust that includes most of the counties in the state and a variety of government entities that are either county-wide or multi-county entities. Premiums are based on the value of Park District property and equipment covered, deductibles chosen and loss history of the entire insurance pool. The Park District currently carries insurance for more than $140 million in buildings and contents and $10 million in equipment along with insuring 247 licensed vehicles. As an insurance trust, MCIT is required to pay dividends to its members when it is profitable (i.e. when premiums paid are greater than losses incurred for the entire pool). Over the past 5 years this dividend has averaged more than $207,000 or 48% of premiums paid. Dividends have been paid by MCIT for the past 25 years. While past performance is not a guarantee of future dividends, MCIT anticipates issuing a dividend in 2016 barring an extraordinary year of losses. The premium for 2016 is $421,673 ($13,566 more than the premium in 2015) and is due at the end of January. Due to the size of the payment, board approval is required. Approval of the motion will allow the Finance staff to process and pay the premium before the deadline. Relationship to the Vision Plan and Policy Statement The Request for Action supports the Vision Plan and Policy V of the Policy Statement by managing the Park District s financial affairs in a fiscally responsible manner.