The Combined Lake Delhi Recreational Facility and Water Quality District
Board of Trustees Meeting
Thursday, March 3, 2016 – 6:30 p.m.
Lake Delhi Trustees Administration Office
The meeting of the Combined Lake Delhi Recreational Facility and Water Quality District Board of Trustees was called to order by President Steve Leonard at 6:30 PM at Lake Delhi Trustees Administration Office.
Trustees present: Kramer, Davidson, Leonard by phone, Burger by phone
Trustees absent: Colgan, Gifford, Herman
Visitors: Larry Aschenbrenner, Nancy Hurt, Wanda Davidson
Agenda reviewed by Leonard. Motion was made to approve agenda by Davidson, second by Kramer. Motion carried.
The public hearing for the FY 2016/2017 budget was opened. Kramer gave a short overview of the proposed budget noting that our taxable valuation increased by $11,287,112 from last year. Kramer stated that due to the increased valuation, the tax rate for the lake debt service for FY will decrease from $9.10329 to $7.4775. It was also noted that property tax levied from the $4.00/$1000 will increase from $207,926 for FY16 to $253,065 for FY17 due to the increased valuation. With regard to estimated revenues and expenditures, Kramer stated that as the dam project nears completion we will see a drop in our ending balance in FY17. It was also noted that those numbers are estimates.
Kramer asked for any comments from the board or public. Davidson asked a question regarding the LDRA dredge loan. He wondered why the numbers went from $89,455 in FY15 to $72,107 in FY16 and then back up to $81,292 for FY17. Kramer answered that those numbers came from the dredge debt schedule which had been renegotiated in FYY16. Burger said he reviewed the budget and thought it looked good. Kramer noted that the last two pages of the budget were for the District’s debt service schedule. Those numbers are actual numbers and not estimates. Burger noted that the line item expenditures are estimates and the District could over-expend in one area and under-expend in another. What we can’t do is over-expend the total expenditures without amending the budget. Leonard asked for a motion to close the public hearing. Davidson made the motion, Burger second. Motion catrried.
Burger made motion to adopt a resolution to approve the Fiscal Year budget for 2016/2017, Davidson second. Motion carried.
The next agenda item was consideration and possible action on amending the District’s credit card policy. Kramer explained that the policy had been approved at the February meeting but after giving it to Carla Becker, the County Auditor, she felt we needed to change some of the language. Her concern was the language that gave some leeway to purchases made that would allow for payment of sales tax. She suggested removing that language and adding language that if a purchase was made that included sales tax, the Board of Trustees would need to review and approve before payment could be made. Kramer noted that she had had discussions with Burger and Davidson regarding other aspects of the policy but for the sake of getting the credit card application processed in a timely manner she would like a motion to approved the policy as amended. If we need to add or remove individuals currently named on the credit card policy, we can always amend at a later date. Kramer noted that Davidson felt we should use a purchase order system that isn’t addressed in the policy. Kramer said she agreed that we should look at that but also stressed that the credit card is going to be used minimally and that it was needed most to allow Burrington Group to make purchases for items not available locally that will be used for the start-up and maintenance of the dam. Kramer stated that in order to get the credit card application processed it needed to through the County Supervisors. Davidson asked why that was necessary. Kramer explained that because our finances are held by the County, any credit card application would require their approval. Motion was made by Burger, second by Davidson to approve the amended policy and open for further discussion. Burger said he wanted to make sure that since an important part of the credit card is to buy supplies & equipment for the dam we should have the ability to expand the number of credit card holders to Pat Colgan or those who may either work or volunteer at the dam at a later date. He also said we need to make sure we have control over the credit cards and that is the responsibility of the Treasurer. He said he would support approving the amended policy at this time but we should review to make sure we the right people approved to carry the card and would like to review the policy again at another time. Leonard said he agreed that this policy would probably always need to be looked at and reviewed as our needs continue to evolve but that we do need to get the application processed. Davidson commented that there should be a purchase order for anything ordered using the credit card and that it should be attached with the invoice when it’s presented for approval. With no further discussion, Leonard asked for a vote. Motion carried.
Leonard opened the meeting to public comment. Larry Aschbrenner noted that Sunday, March 13th would the the 4th Annual St. Patty’s Day Guest Bartender Event at the Pizza Place. He said he hoped to see as many people from the lake attend and asked that the Trustees send out an email to make people aware that the event was coming up. All tips go to the rebuilding of the dam. The Trustees thanked Larry for his continued support of the Lake.
Motion to adjourn by Davidson, second by Kramer. Motion carried. Meeting adjourned at 7:10 pm.