Minutes of the Organizational Meeting and Regular Meeting of Van Buren County Agricultural Extension Council Date: January 15, 2018 Time: 7:00 p.m. Location: VB County Extension Office I. Call the Meeting to Order Council present: Duke, Kruse, Noll, Eden, Westercamp, Whitaker, Smith, and Staff present: Nancy Carr, Sue Henderson gave the Regional Report and answered budget questions by phone II. Approval of Agenda: Eden moved to approve the agenda, Noll seconded. Motion carried. III. Organizational Meeting a. Election of Council Officers Nominations do not require a second. General Consent: Elections can be expedited greatly by avoiding the formality of motions and voting should there be only one candidate for an office. The chair says, "There being no other nominations the candidate is elected." If at any time a nomination is made with reasonable promptness, the chair ignores what has been done in that case even if he has announced the result, and requires a regular vote. Note to Secretary: 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 motion passed unanimously may be used. i. Chair 1. Nominated by Noll Elected: Steve Meeting handed over to duly elected chairperson ii. Vice Chair 1. Eden Nominated by Duke Elected: Amy Eden Page 1 of 5
iii. Secretary 1. Whitaker Nominated by Eden Elected: Will Whitaker iv. Treasurer 1. Kruse Nominated by Noll Elected: Darrell Kruse b. Regular council meeting date and time Regular council meeting date second Thursday of each month and time 7:00 p.m. Moved by Duke; Seconded by Kruse (Appropriate time to discuss whether the council will meet monthly, or less frequently based on agenda items) c. Committee Assignments These committees will be organized (suggested) with the following members serving on each committee (*Designates Chair): (a) Fiscal/Legal (b) Personnel (c)program/marketing * *Eden *Noll Kruse Coffman Westercamp Whitaker Duke Smith Eden Moved by Eden; Seconded by Kruse d. Appointments to Other Committees and Boards (optional) Regional Council Iowa Extension Council Assc. Liaison Fairboard Robert s Foundation Moved by Eden; Seconded by Noll Eden Westercamp Coffman e. Official Newspapers (identify two for publication of published report) The official newspapers for the county extension district will be VB County Register and Bloomfield Democrat Page 2 of 5
Moved by Kruse; Seconded by Eden f. Fiscal Procedures (all of the following into one motion) a.) The depository for the county extension district will be First Iowa State Bank, with all receipts deposited in said bank. Maximum to be on deposit is $120,000. The County Extension District (will -or- will not) authorize an agency account. b.) 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 authorized to sign checks: Sandra Coffman, Steve Duke, Steve, Rachel Smith, and Darrell Kruse. Members authorized to transfer funds and/or access the bank account electronically: Steve c.) 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 Duke; Seconded by Kruse. g. Approval of policies, meeting requirements, meeting conduct, volunteers and financial reports (The following items are required for those councils without consent agenda approval.) Motion by Duke to approve the county personnel and fiscal policies, adopting Robert s Rules of Order, approval of cumulative volunteer list and the following financial reports provided prior to each meeting: Balance Sheet; Council Revenue and Expense Statement; Bank reconciliation. The Volunteer list was tabled to be updated at a future meeting. Seconded by Kruse.. Regular Meeting- Open Forum for Public Comments -- 1. Joy Westercamp sent a letter asking for financial assistance to attend the National 4-H Healthy Living Summit in Chevy Chase, Maryland this February. Duke moved to provide $500 to Joy to be used for this trip. Joy will need to report abut the trip at a local event. Smith seconded. Motion carried 7-0. Chrissy Westercamp abstained from voting. 2. Amy Eden reported on the committee decision for 4-H members receiving member certificates and year pins. The committee proposed that 4-H members who do not turn in a 4-H record book by the deadline for awards consideration, will receive a certificate stating the number of years they have been in 4-H. This certificate will not have gold stickers on it and they will not receive a year medal. They will be recognized at the 4-H award banquet by having their name called and standing only. They will receive this certificate from their leader, it will not be presented to them on stage. Kruse moved to accept this decision. Duke seconded. Motion carried 8-0. IV. Secretary s Report Approval of minutes for December Page 3 of 5
Moved by: Noll Seconded by: Eden V. Treasurer s Report a. Approval of Vouchers checks #4858 to 4871 for a total of $5,754.30 Moved by: Smith Seconded by: Noll b. Review of financial reports for December VI. Old Business a) VII. New Business a) Consideration of 4-H Trip Expense Approved in open forum. b) Consideration of FY19 budget and set hearing date " Eden moved that the FY19 Extension Education Operating Budget estimate be approved for $132,283 in expenditures with a total tax request of $105,698, with $104,099 from property tax and $1,599 from utility excise tax, and that the Council Secretary or designee be directed to officially publish the FY19 Budget Public Hearing for February 8th, at 7:00 p.m. at the Van Buren County Extension office in Keosauqua, IA 52565. Motion seconded by Smith. Motion carried by a vote of 8 to 0. Motion passed unanimously. If unanimous, write motion passed unanimously. However, if there are any no votes or abstains, list the names of council members voting yes, the names of those voting no, and the names of those abstaining. "Eden moved that the FY19 Extension Education Operating Budget estimate be approved for $900 in tort expenditures with a total tax request of $900, with $885from property tax and $15 from utility excise tax, and that the Council Secretary or designee be directed to officially publish the FY19 Budget Public Hearing for February 8th, at 7:00 p.m. at the Van Buren County Extension office in Keosauqua, IA 52565. Motion seconded by Smith. Motion carried by a vote of 8 to 0. Motion passed unanimously. If unanimous, write motion passed unanimously. However, if there are any no votes or abstains, list the names of council members voting yes, the names of those voting no, and the names of those abstaining. "Eden moved that the FY19 Extension Education Operating Budget estimate be approved for $5000 in unemployement expenditures with a total tax request of $5000, with $4924 from property tax and $76 from utility excise tax, and that the Council Secretary or designee be directed to officially publish the FY19 Budget Public Hearing for February 8th, at 7:00 p.m. at the Van Buren County Extension office in Keosauqua, IA 52565. Motion seconded by Smith. Motion carried by a vote of 8 to 0. Motion passed unanimously. If unanimous, write motion passed unanimously. However, if there are any no votes or abstains, list the names of council members voting yes, the names of those voting no, and the names of those abstaining. c) Consideration of Employee Assistance program---eden moved to provide the Employee Assistance program for the OA and CYC at a cost of $21 each. Westercamp seconded; motion carried 8-0. d) Consideration of MOUs ISU and Fair Tabled until a later date. e) Consideration of Summer help This was tabled and will be discussed futher upon Jennifer s return. VIII. Reports: Page 4 of 5
a. Staff and program specialists --- Sue Henderson gave the regional report by phone. Extension Council Committee i. Personnel ii. Fiscal iii. Programming iv. Other appointed committees b. Regional c. IECA d. Fair board IX. Agenda Items for Next Meeting--- Eden will bring February refreshments X. Date/Time/Location of Next Meeting---February 8, 7:00 p.m. at the VB County Extension office. XI. Adjourned Eden moved to adjourn at 8:34 p.m. Duke seconded. Motion carried. Secretary, Agricultural Extension District Page 5 of 5