Financial Management Focus Area Committee Minutes
December Quarterly Board - Northfield Inn
Rollie Spaniol, Chairman
December 8. 2008
Present: Absent:
Chairman, Rollie Spaniol Mark Besse
Lee Bunting Judy Cordier
Terry Davis Dave McCormick
Phil Fossler Emery Oesch
Debbie Holsapple Kenny Vosholler
Sheila Lane Cindy Moon
Steve Mozley Donna Roads
Rich Nichols Annyce Winters
Jerry Snodgrass
Stacy Stremsterfer
Jim Todd
Chairman Rollie Spaniol called the meeting to order at 3:09 p.m.
Approval of the Agenda
Chairman Spaniol called for a review of the agenda. The following items were added to the agenda: Executive Session – Recommendation for staff salary increases and Christmas bonuses; Proposition from Envirothon and Education committee; Legislative Directory; NACD Auction Items; NACD President’s Association silent auction. Phil Fossler moved to approve the amended agenda. Terry Davis seconded motion. The motion carried.
Approval of Minutes
The September Financial Management Focus Area Committee minutes were reviewed. Phil Fossler moved to approve the minutes. Terry Davis seconded the motion. The motion carried.
Review Financials
Rich Nichols reported that he was contacted by the auditor requesting that a disbursement of one hundred dollars ($100) should be made before the end of the year. The figure shows as an exception for auditing purposes resulting from a deposit / interest credit. Rich has completed the disbursement request. Stacy Stremsterfer noted that some assistance may be needed to complete end of year tax forms. Phil Fossler moved to approve the Financials as printed. Jerry Snodgrass seconded the motion. The motion carried.
SWCD Insurance Account Update: Debbie Holsapple
Debbie Holsapple reported that she had called to request the status of the insurance payment. The spokesperson said currently bills are being processed through August 27, 2008. The insurance payment was vouchered on December 3, 2008. Debbie stated that $480,000 is coming from the state. $404,531 is currently owed to CMS for the October, November and December payment. This can not be paid until the money is received from the state. Steve Chard and Debbie Holsapple have spoken to Diane Reed at CMS. The procedure will be done as last year with a letter from IDOA stating the agency’s intent to cover the insurance. Debbie reported that thirty-seven employees have left since July 2007. Eleven employees have left employment since July 08. Seven employees have moved to part time, 4 employees have reduced hours. Four positions have been filled.
Old Business
There was no old business.
New Business
▪ Summer Conference
Summer Conference sessions will keep the same general format as last year. Topic ideas include: How to be Successful Districts, Marketing Update, How to sell your District, Legislative Training Ideas, How to Recruit Directors, Grant writing, How to close an office.
▪ McKibben Scholarship
The Education Committee recommended awarding a $500 scholarship to a recipient this year. Jerry Snodgrass moved approve the $500 McKibben Scholarship. Lee Bunting seconded the motion. The motion carried. The board discussed moving the scholarship certificate of deposit to get a better interest rate. Stacy Stremsterfer will look in the local area for a better rate.
▪ Auditor
Rich Nichols made two recommendations. Use the same auditor. Since the AISWCD and Foundation are on different fiscal years, a short tax return needs to be filed to move the Foundation to the same fiscal year as the AISWCD. Jerry Snodgrass moved to use the same auditor and make AISWCD and the Foundation fiscal year concurrent. Phil Fossler seconded the motion. The motion carried.
▪ Dues
The board held a discussion on what way and when dues should be paid by the districts.
After much consideration a recommendation was made for President Jim Todd to exercise the option to suspend the By-Laws of payment and wait until the March Quarterly Board to review. The recommendation was not supported by the members present. After more discussion and deliberations, Phil Fossler motioned that the president should exercise options to suspend payment of dues until district funds are received. Districts will not be billed for dues until the allocations are acquired. Payment of dues will be reviewed at the March Quarterly Board if necessary. Jerry Snodgrass seconded the motion. The motion carried.
▪ Illinois Roster Ad Expense
Lee Bunting moved to approve the Illinois Roster Ad cost of $1,055. Jerry Snodgrass seconded the motion. The motion passed.
▪ Education
The Education Committee recommended hiring a college student or retired teacher to write test questions for the State Envirothon competition. There are 4 categories and 100 questions per category that would be written at $100 per question. Jerry Snodgrass moved to hire a person to write test questions for the State Envirothon. Lee Bunting seconded the motion. The motion carried.
▪ Legislative Directory
The Legislative Directory brochure is published every two years with the Association’s logo and name on the book. Lee Bunting motioned to purchase the Legislative Directories. Jerry Snodgrass seconded the motion. The motion carried.
▪ NACD Auction
Lee Bunting recommended gifts to be purchased for the NACD auction and Past President Silent Auction at a cost of $150 each. Jerry Snodgrass seconded the motion. The motion carried.
▪ Salary Increases and Performance bonuses
Phil Fossler moved to go into executive session to discuss staff salary increases and performance bonuses. Jerry Snodgrass seconded the motion. The motion carried.
Performance reviews were evaluated and salary recommendations were discussed. Following the executive session, Lee Bunting moved staff salaries and bonuses will be recommended to the board. Jerry Snodgrass seconded the motion. The motion passed unanimously.
Adjournment
Rollie Spaniol adjourned the meeting at 6:00 p.m.
Submitted by Sheila Lane