Financial Management Focus Area Committee Minutes
March Quarterly Board
Northfield Inn
Rollie Spaniol, Chairman
March 3, 2008
Present: Absent:
Chairman, Rollie Spaniol Judy Cordier
Lee Bunting Phil Fossler
Kenny Vosholler Dale Jahraus
Jerry Snodgrass Bob McLeese
David McCormick
Emory Oesch
Erin Pate
Steve Mozley
Debbie Holsapple
Annyce Winters
Cindy Moon
Donna Roads
Terry Davis
Rich Nichols
Chairman Rollie Spaniol called the meeting to order at 3:05 p.m.
Approval of Minutes
Debbie Holsapple stated that in the minutes on page 39 under SWCD Insurance Account should have a period after premiums and then read that “CMS was not paying claims waiting for passage of Budget reconciliation bill.” Jerry Snodgrass made a motion to approve the March Financial Management Focus Area Committee Minutes with changes. Kenny Vosholler seconded the motion, motion passed by voice vote.
Review Financials
Kenny Vosholler asked if all the expenses were in for the NACD Nevada trip. Erin reported that they were not. Erin reported that they had received 1 dues check in the amount of $420.00 which is 3% of the 1st quarter allocation. Lee Bunting moved to approve the financial report. Jerry Snodgrass seconded the motion, motion passed by voice vote.
SWCD Insurance Account Update
Debbie Holsapple reported that IDA had paid the November and December payments. Premiums for January, February, and March are still outstanding at an amount of approximately $147,000.00 a month. Claims are now being paid by CMS and all outstanding claims have been paid to date. Debbie state that if anyone does have an outstanding unpaid claim that they don’t know about they need to contact Debbie and let her know. Jerry Snodgrass made a motion to approve the SWCD Insurance Account update. Emery Oesch seconded the motion, motion passed by voice vote.
Old Business
Good Search
Rollie asked Erin what “Good Search” was. Erin explained that it was a search engine that sponsors individual groups according to how often those that signup using the group name use the search engine. Rollie then asked Erin how much the AISWCD had made so far and she reported that she thought it was around $1.50. Jerry Snodgrass suggested that she send out the information again or possibly putting the information about “Good Search” in the Conservation Catchall.
New Business
Dennis Hastert Tribute
Correspondence was reviewed and discussion was held as to whether the AISWCD should donate to the Dennis Hastert Tribute which part of the contribution would go to Ag in the Classroom. No response was will be made at this time.
Audit
Erin reported that she had sent inquiries to 4 agencies to replace the AISWCD’s current auditor. AISWCD received 1 proposal from the accounting firm of Cowen, Epperson, & Associates for 75 hours at $80.00 per hour to audit the AISWCD books for a cost of $6,000.00 for FY 07 and $6,500.00 for FY 08. Erin stated that she had met with Darren Epperson and asked if they have questions concerning their accounting practices, etc. could they go to them for the answer? The answer was no. The auditor cannot do that but they do have someone on staff that could do that at an additional fee.
Erin stated that they FY 07 audit has not been completed and that the AISWCD is currently under contract with Eck, Shaffer, and Punke. Rich stated that a letter has been sent to Eck, Shaffer, and Punke that stated that their services were no longer needed and he also stated that he had a prior email from them that stated that if the AISWCD wanted to they should seek a new contractor to do their audit.
Emory Oesch made a motion to approve the contract with Cowen, Epperson, & Associates to do the AISWCD FY 07 audit at a cost not to exceed $6,000.00. The approval is contingent on the response from Eck, Shaffer, and Punke in the dissolution of the current contract with the AISWCD. This does not include the audit for the SWCD Insurance Account which is to be audited by whomever the ISWCDEA Insurance Committee chooses with the report to be included in the AISWCD year end report. Kenny Vosholler seconded the motion, motion carried by voice vote.
Emory Oesch made a motion to approve the contract with Cowen, Epperson, & Associates to do the AISWCD FY 08 audit at a cost not to exceed $6,500.00. Kenny Vosholler seconded the motion, motion carried by voice vote.
Urban Manual
The AISWCD has been approached to assume the responsibility of the Urban Manual. A Grand Victory Grant in the amount of $65,000.00 and an IEPA Grant in the amount of $215,200.00 have both been applied for to cover the cost of establishing the standards and to retain Jim Nelson to work on the manual. Lee Bunting made a motion to take ownership of the Urban Manual. Emery Oesch seconded the motion, motion carried by voice vote.
NACD DUES
Discussion was held not decision was made, will be placed on the agenda for the June Quarterly Board meeting.
Resolution
A resolution was made to put Rollie Spaniol as corporate treasurer for the Comptroller’s office. Jerry Snodgrass made a motion to approve the resolution to put Rollie Spaniol as corporate treasurer for the Comptroller’s office. Lee Bunting seconded the motion, notion carried by voice vote.
Wyoming Executive Director Meeting
The Executive Director Meeting in Wyoming will only cost $400.00 for travel. State of Wyoming Association is paying for other expenses. Kenny Vosholler made a motion to approve the Wyoming trip for the Executive Director Meeting. Jerry Snodgrass seconded the motion, motion carried by voice vote.
Dues Notice
Discussion was held as to whether or not the AISWCD should send out dues notices. Jerry Snodgrass made a motion to send out dues notices for 3% of the first allocation to be paid if districts can afford it. Voting delegates in good standing as of December 31, 2007 will remain as voting delegates even if they cannot afford to pay their dues at this time. Kenny Vosholler seconded the motion, motion carried by voice vote.
AISWCD Financial Status
A question was asked as to how long the AISWCD can remain open without dues? Terry Davis stated that without getting into building reserves and funds in the Foundation that are not restricted and if they did not get any dues, they could run through the end of the calendar year.
Temporary Help
Discussion was held concerning the void left in the AISWCD office since Sarah Dillman has accepted another job. Rich Nichols stated that they may need to hire a temporary employee for 4 to 5 hours a week for the AISWCD and about 10 hours a week for Forestry to be paid by Forestry. Rich Nichols also stated that if funds come back there is the need to find a replacement for Sarah’s position. Due to the current financial situation no recommendation was made.
Adjournment
Kenny Vosholler made a motion to adjourn. Lee Bunting seconded the motion, motion carried by voice vote. Meeting was adjourned at 4:30 p.m.