MINUTES OF THE ORGANIZATIONAL MEETING AND REGULAR MEETING OF WARREN COUNTY AGRICULTURAL EXTENSION COUNCIL

Transcription

1 MINUTES OF THE ORGANIZATIONAL MEETING AND REGULAR MEETING OF WARREN COUNTY AGRICULTURAL EXTENSION COUNCIL Date Wednesday, January 4, 2017 Time 6:30 pm Location Indianola I. Call the Meeting to Order by 2016 Chairperson Amy Tlach II. Oath of Office for terms to Tracy Vanderlinden County Auditor III. Roll Call IV. Approval of Agenda V. Organizational Meeting a. Election of Council Officers Note: Nominations do not require a second. Note to Secretary: On all motions in every meeting, Chair will call for Ayes, Nays and Abstains. Anytime, in any vote at any meeting, if there is a split vote, even if one person abstains, include all names of those individuals who voted Aye, all those voting Nay, and/or all those who Abstain. Otherwise, if a motion passes unanimously with all voting, motion passed unanimously may be used. General Consent: Elections can be expedited by avoiding the formality of motions and voting should there be only one candidate for an office. After giving ample time for nominations, asking for nominations at minimum twice for people to respond, the chair says: "There being no other nominations, the candidate (name) is elected to the office of." If at any time a nomination is made with reasonable promptness, the chair ignores this declaration in that case even if she/he has announced the result, and requires a regular voting process for the election. i. Chair Those voting for candidate #1- Those voting for candidate #2 -. Meeting handed over to duly elected chairperson _ ii. Vice Chair Those voting for candidate #1 - Those voting for candidate #2 - Page 1 of 5

2 iii. Secretary Those voting for candidate #1 - Those voting for candidate #2 - iv. Treasurer 2. _Nominated by Those voting for candidate #1- Those voting for candidate #2 - b. Approval of Organizational Consent Agenda Items (recall the rules of the Consent Agenda if any council member wishes to discuss any item, that agenda item is pulled off for later discussion, after the consent agenda of remaining items action is completed). i. Personnel policy ii. Fiscal policy, procedures and standing Authorizations iii. Meeting attendance expectations iv. Adopting Roberts Rules of Order v. Approval of cumulative volunteer list for 4-H volunteers and Master Gardener volunteers vi. Financial reports provided before each council meeting: Balance sheet Revenue and expense summary report Bank reconciliation Moved by to approve Consent Agenda Items. Seconded by. Motion carried to c. Council meeting date and time (currently Tuesdays at 6:30 pm) Regular council meeting date and time Moved by Seconded by Motion carried to (Appropriate time to discuss whether the council will meet monthly, or less frequently based on agenda items) Page 2 of 5

3 d. Committee Assignments These committees will be organized with the following members serving on each committee (*Designates Chair): Finance/Facilities: Personnel: Program Marketing Moved by Seconded by Motion carried to e. Appointments to Other Committees and Boards (optional) Regional Council (add blank for 2) Charles Ertzinger serves this region IACEC Liaison Other (fairboard, 4-H Committee) Other Moved by Seconded by Motion carried to f. Official Newspapers (identify two for publication of published report) The official newspapers for the county extension district (currently Indianola Record- Herald, The Carlisle Citizen and N / Warren Town and County News) will be and Moved by Seconded by Motion carried to g. Depository: (The depository (currently Peoples Bank) for the county extension district will be, with all receipts deposited in said bank. Maximum to be on deposit (currently $250,000) is $. Page 3 of 5

4 Duly elected treasurer is directed to sign operating fund checks as needed to pay for budgeted expenses between regularly scheduled Council meetings, as authorized in Fiscal Policy section 3.4. Any other members (currently: all officers any new officers must go to depository and sign new authorization) authorized to sign checks: Members authorized to transfer funds (currently: all officers and Office Manager we recommend only Treasurer) and/or access the bank account electronically (currently: all officers, Office Manager and Outsourced Bookkeeper): A group surety bond purchased through LaMair-Mulock-Condon (LMC) and Cincinnati Specialty Underwriters provides a $20,000 bond for Treasurers as required by state statutes and a $250,000 Employee Dishonesty policy for all other council members, county employees and volunteers. Certificate of insurance is available through LMC. Certificate is provided to County Auditor. Moved by Seconded by Motion carried to h. Mileage Reimbursement Request to Change to Match IRS official rate henceforth (Background: It is not uncommon for Extension Districts now to simply adopt the IRS rate for mileage purposes. Warren county has been at $.45/mile since , and before that was $.40/mile. Outgoing Regional Director Hertel recommends adoption of IRS rate for consistency among staff and counties. Official IRS mileage for 2017, beginning on Jan. 1, 2017, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be: 53.5 cents per mile for business miles driven (reduced from 54 cents for 2016) Moved by Seconded by Motion to Page 4 of 5

5 VI. Regular Meeting a. Approval of Consent Agenda Items: (could include:) i. November 15, 2016 Minutes ii. November 2016 (and perhaps December 2016, if available) Financial reports iii. Staff and program specialist reports iv. Audience counts of past events v. Upcoming calendar events vi. Additions and deletions from approved volunteer list -- see above b. Committee and Staff reports c. Voucher Report Approval Checks # to # for $139, (which includes purchase of $125,000 Certificate of Deposit) Moved by Seconded by Motion carried to d. Old Business i. Discussion: Appointment of replacement council member ii. Discussion: Solar lighting for entrance sign iii. Update: 100 th Anniversary e. New Business i. Correction of July 12, 2016 minutes, 4 th paragraph.to continue the medical insurance employee benefit to $285 rather than erroneously stated as $275. ii. Hiring of summer assistant f. Approval of Work Budget (if presented at this meeting) moved that the FY WORK budget be approved for $ in expenditures with a tax request of $ with $ from property tax and $ from utility excise tax. The Council treasurer is directed to officially publish that the FY 18 budget public hearing is scheduled for p.m. at (location). Seconded by Motion carried to (Edit and reuse above motion if levying for tort or unemployment.) VII. Agenda Items for Next Meeting VIII. Next Meeting: February, 2017 IX. Adjourned Page 5 of 5