Linn County Agricultural Extension Council Minutes of Organizational Meeting 9 January 2013

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1 Linn County Agricultural Extension Council Minutes of Organizational Meeting 9 January 2013 The Linn County Extension Council Organization meeting was called to order by Acting-Chair Thea Cole at 7:01 P.M. at the Linn County Extension Office Conference Room, 383 Collins Road NE, Cedar Rapids on January 9, Those present were: Dan Abel, Thea Cole, Brendan Murphy, Lloyd Smith, Anne Suggs, Jerry Ziese, Louis Zumbach. Those absent were: Pat Harstad, Judy Stevens. Also present were: County Extension Director Rachel Rockwell and Region 10 Extension Education Director Linda Fischer. Additional persons present were: Bud Blackford, Kristine Blackford, Jackie Bohlken, Michael Bohlken, Jennifer Dunn, Stephen Martin, Carrie Robertson, Casey Robertson. Election of Council Officers: Chair 1. Brendan Murphy. Nominated by Anne Suggs. Seconded by Jerry Ziese. Those voting for this candidate: Thea Cole, Brendan Murphy, Lloyd Smith, Anne Suggs, Jerry Ziese, Louis Zumbach. 2. Pat Harstad Nominated by Dan Abel. Seconded by Brendan Murphy. Those voting for this candidate: Dan Abel. Moved by Anne Suggs that nominations cease; seconded by Dan Abel. Motion carried by a vote of 6 to 1. Elected: Chair, Brendan Murphy. Vice Chair 1. Dan Abel Nominated by Anne Suggs. Seconded by Louis Zumbach. Those voting for this candidate: Dan Abel, Thea Cole, Brendan Murphy, Anne Suggs, Louis Zumbach. 2. Pat Harstad Nominated by Jerry Ziese. Seconded by Lloyd Smith. Those voting for this candidate: Lloyd Smith, Jerry Ziese. Moved by Louis Zumbach that nominations cease; seconded by Dan Abel. Motion carried by a vote of 5 to 2. Elected: Vice Chair, Dan Abel.

2 Secretary 1. Anne Suggs Nominated by Thea Cole. Seconded by Brendan Murphy. Nominations closed. Motion carried by a vote of 7 to 0. (Unanimous). Elected: Secretary, Anne Suggs. Treasurer 1. Thea Cole Nominated by Anne Suggs. Seconded by Louis Zumbach. Moved by Jerry Ziese that nominations cease; seconded by Anne Suggs. Motion carried by a vote of 7 to 0. (Unanimous). Elected: Treasurer, Thea Cole. Meeting handed over to duly elected chairperson: Brendan Murphy. Regular council meeting date and time: Regular council meeting date: First Wednesday and time 7:00 P.M. moved by Anne Suggs. Seconded by Dan Abel. Motion carried 7 to 0. (Unanimous). Fiscal Procedures The depository for the county extension district tax receipts will be Hills Bank. Farmer s State Bank in Marion and Security State Bank in Springville are also approved as depositories for the Linn County Operating Fund in addition to any bank that is FDIC approved in Linn County. Maximum to be on deposit is $1,000,000. Thea Cole moved, Dan Abel seconded. Carried. Anne Suggs moved, Louis Zumbach seconded that the County Extension District will not authorize an agency account. Carried. Council designee (Extension Director) will facilitate purchase of treasurer and staff bond in the amount of $50,000. Louis Zumbach moved, Dan Abel seconded the bond be raised to $100,000. Voting yes: Dan Abel, Louis Zumbach, Lloyd Smith, Anne Suggs. Opposed: Brendan Murphy, Thea Cole, Jerry Ziese. Bond will be purchased through ISU. 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. Council Chair is authorized to sign checks. Moved by Anne Suggs, seconded by Thea Cole. Motion carried 7 to 0. Ann Suggs moved, Thea Cole seconded that the Vice Chair be authorized to sign. Carried.

3 Thea Cole moved, Anne Suggs seconded, that Director, Bookkeeper, and Treasurer be authorized to transfer funds and/or access the bank account electronically. Carried. Personnel Policy Thea Cole moved, Anne Suggs seconded to keep existing policy until new one is in place. Motion unanimously carried. Fiscal Policy Louis Zumbach moved, Jerry Ziese seconded that the existing County Fiscal Policy be approved. Motion unanimously carried. Dan Abel recommended that we might want to maintain a policy book that can be referenced at any time. Rules of Procedure Minutes and agenda to be sent in advance of each meeting. Follow Roberts Rules of Order to conduct meetings and a quorum is defined as one half of council members present. Moved by Anne Suggs, seconded by Thea Cole. Motion unanimously carried. Committee Assignments The following members will serve on each committee: (*Designates Chair) Budget/Fiscal Personnel Building & Equipment *Thea Cole *Anne Suggs *Dan Abel Jerry Ziese Louis Zumbach Judy Stevens Bendan Murphy Lloyd Smith Pat Harstad Moved by Thea Cole, seconded by Dan Abel. Motion carried 6 to 1 (Louis Zumbach opposed). Committees as written above with chairman to set up ad hoc committees as needed. Official Newspapers Thea Cole moved, seconded by Dan Abel that we continue with the current newspapers as official newspapers for the county extension district. General circulation Cedar Rapids Gazette and two others: Mt. Vernon Sun and Linn Newsletter. Motion unanimously carried.

4 Regular January 9, 2013 Meeting of Linn County Extension Council Thea Cole moved, Dan Abel seconded and the motion carried to approve the minutes of the December 5, 2012 meeting. Carried. Rachel Rockwell reviewed the financial report for the period ending 12/31/2012. Jerry Ziese moved, Thea Cole seconded and motion carried to approve vouchers #20618 through and through including ACH deposits, balance sheet, Council Revenue and Expense Report and bank Reconciliation. Carried. Old Business: There were no volunteers submitted for approval. 1. November 28, 2012 minutes had been tabled. The minutes have been brought off the table. Thea Cole moved, Anne Suggs seconded to approve the November 28, 2012 Special Meeting minutes. Carried. 2. Finance/Fiscal Committee needs to meet soon. Rachel will send out some possible dates. 3. ISU Families and Nutrition Specialist would like Linn County to chip in for 7- county specialist. Louis Zumbach moved, Ann Suggs seconded Linn County participate by paying 1/3 of $10,000 to fund a nutrition specialist. Carried. 4. ISU MOU review Council should look over ISU/EC MOU. There is a link to the MOU in Linda Fischer s . Feedback to before January 31. New Business: 1. Linda Fischer reviewed open meetings law, Chapter 21 of Iowa Code. 2. Rachel Rockwell presented a Linn County Budget Overview. 3. Volunteers to be Program Liaisons - recommended by Dan Abel and he is willing to coordinate match ups. Dan suggested a retreat and a strategic planning session with operational audit. 4. REED Report: New Staff Training 2/19/13. Linda would like people to volunteer for Regional Council Dan Abel, Louis Zumbach, Jerry Ziese are interested. Announcements were as follows:

5 Agenda Items: - Retreat planning - Review Council Meeting Guidelines - Recognize Laurie Copper for her service - Missing Vouchers - Fair MOU - Reconsideration of CYC (County Youth Coordinator) position. Thea Cole moved and Dan Abel seconded to adjourn the meeting at 10:02 P.M. Ann Suggs, Secretary

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