The Peotone Park District will be engaging the services of an accounting firm, SKDO, P.C., pending a positive recommendation from references provided by the firm.
The board does not believe they need a full audit but feels the CPA could provide much-needed assistance with finances.
“I think having a non-employee, non-volunteer having their eyes on the book is huge,” President Barb Sim said of the proposal. She added many grant applications require a review by a CPA, and this would enable the district to apply for those grants.
The accounting service would cost approximately $3,000-to-$5,000 annually, but they would not be locked into a contract, and costs would be expected to go down once staff are more familiar with the QuickBooks accounting system and less training and management are required.
“I agree. We talk about the community maybe holds on to things that were part of boards long before we were involved with the parks, and showing that we are paying a service to oversee what our employees are doing is an act of good will,” board member Lindsay Schwiesow said.
At the last board meeting, the board learned that one of its accounts had been overdrawn, an occurrence park officials say had not happened before.
Ultimately, the overdraft fees were reversed as the account was brought to a positive balance the next day. Park Board President Barb Sim explained it was the result of a check deposit not clearing before tax payments were automatically deducted. Sim noted the automatic withdrawals were new, and bookkeeper Jennifer Swanson was on vacation when the overdraft occurred.
“We figured out what happened, and I take full responsibility for that. We’ve corrected it,” Sim said.
In light of the error, park officials sought out the third-party CPA to help provide better account management and prevent instances like this from happening in the future.
Additionally, the accounting firm would assist in compiling reports for the Illinois Comptroller and other financial reports mandated by the state. The firm would provide training, configure its accounting system, review bank reconciliations and transactions, assist with financial planning and strategy for the annual tax levy and budget, and offer a brief monthly management meeting.
SKDO, P.C., the firm the district intends to contract, works with smaller communities and taxing bodies, so they understand the limited resources available, Sim said.
Board member Aimee Saari inquired if the board should seek out other CPAs for comparison, but the board felt that, provided the references checked out ok, it would be unnecessary to get other quotes. Schwiesow volunteered to call and check the references provided.
The firm provided references that include the Kankakee Valley Park District, Bradley Public Library, Wilmington Fire Protection District, and Park Manager Kelly LaMore, who said they were highly recommended by Wilmington’s park district, as well.
Some discussion occurred regarding the upcoming tax levy, with the possibility of capturing more funds but, ultimately, the board decided they would heed the guidance from the accounting firm.
The board kept a close eye on the bills this month, extensively reviewing and discussing bills payable down to a $17 membership to SSPR (South Suburban Parks and Recreation), which helps with outreach and legislative assistance.
LaMore reported she renewed her FOIA certificate and did some cleaning up in the office to ensure pertinent documents were easily accessible. She also encouraged the board to renew their OMA certificates that require annual recertification.
With regard to maintenance, Maintenance Supervisor Jeff Eschbach reported McCloud Aquatics came out to kill the duckweed, turning the pond an unsightly green. He called them out after the efforts he had made failed, he explained, likely due to the hot temperatures and no rain. Once it is clear, they will reinstall the fountain. He also noted these services were less expensive than the companies they had used in the past, though he did not state the exact difference in cost.
Eschbach also stated he should have pricing on used Gators next month, which was requested by the board at the last meeting after brand new equipment was deemed costly.
Additionally, Eschbach mentioned the dugouts on fields six and seven would need to be reshingled, and some limestone screening would need to be spread on the trails and around the pavilions.
And of course, no park meeting is complete without the everlasting gobstopper of a discussion on who will control the ball fields was brought up again. The district had a meeting with parks attorney Wade Callahan, who assembled concerns and questions about the school district’s proposal to take over the fields and sent them to the school district’s attorney. To date, the park district has still not received a response from the school district, park officials say.
“So, it continues to be no response,” Sim said.
Discussion occurred as to whether the IGA was in effect, which park officials now believe it to be in effect after finding that the IGA was dissolved with the village, but nothing on the school district’s agreement.
“I wonder if we’re not going to get any response because they’re covered for the season,” Schwiesow pondered aloud, noting PBSA’s efforts had made it possible for the baseball and softball seasons to proceed.
Sim acknowledged that the school district had contributed their third as agreed upon at the last park board meeting.
Everyone on the board commended the efforts of everyone in PBSA, noting they even worked on the weekend to get everything ready for the kids. Each board member present commented on how they appreciated their help and wanted to continue to foster a positive relationship with PBSA. Specifically, the board called out Eric Wright’s positive attitude, leadership, and assistance, noting he was wonderful to work with.
Before the meeting concluded, board member Chris Miller inquired if Aqua had ever been approached with regard to a corporate sponsorship to help the community, whether with a splash pad or other assistance. Miller noted the issues that everyone has with Aqua and felt it would be a way to make the best of having the costly water source that is the recipient of constant complaints.
“I think it would be a good faith gesture, especially since we’re a small town,” board member Miller said.
Schwiesow and Sim both added that when Blue Devil Drive was under construction, it was a consideration, but their inquiries never got anywhere. Both indicated they felt Aqua had strung the park district along, especially after they wouldn’t hand over land to Aqua for free for an easement.
Miller said he was determined and would reach out.
Finally, the success of the party in the park ended the meeting on a positive note, with all acknowledging how combining the event with National Night Out was a success. Fall programming flyers will be in mailboxes later in the month.
Stephanie Irvine is a freelance reporter.