MINUTES OF THE ORGANIZATIONAL MEETING OF
KEOKUK COUNTY AGRICULTURAL EXTENSION COUNCIL
The first meeting of 2014 of the Iowa County Agricultural Extension Council was held on the 6thday of January, 2015, at 6:00 p.m. in Sigourney, Iowa.
Janis Collins, acting chairperson, called the meeting to order at 6:00 p.m. with the following council members present: Mike Bensmiller, Janis Collins, Shirley Holm,Brian Kitzman by phone,Clint Mikesell,Gail Weber. The following council members absent:Justin Abell, Shirley Conkity, Carla Dumont
Others present: Gene Mohling
Extension Council Members for the Year 2015
(Terms beginning January 1, 2015 and expiring December 31, 2018)
Name
/ Address (including zip code) / Telephone (including area code)Clint Mikesell / 15980 HWY 149, Webster, IA 52355 / 319-667-2264
Carla Dumont / 26734 260th Ave., Ollie, IA 52576 / 641-622-2272
Shirley Conkity / 206 Lafayette Street, Harper, IA 52231 / 641-660-8760
Mike Bensmiller / 24931 200th Avenue, Sigourney, IA 52591 / 319-330-9934
Janis Collins / 16807 160th St., What Cheer, IA 50268 / 641/634-2160
(Terms beginning January 1, 2013 and expiring December 31, 2016)
Name
/ Address (including zip code) / Telephone (including area code)Shirley A. Holm / 211 E. Jackson, Sigourney, IA 52591 / 641-295-4748
Brian Kitzman / P.O. Box 144, Gibson, IA 50104 / 641-295-4782
Gail L. Weber / 22786 264th St., Sigourney, IA 52591 / 641-224-2259
Justin Abell / 23174 210th Avenue, Sigourney, IA 52591 / 641-224-2680
Election of council officers:
Motion by Clint Mikesell to nominate the slate of officers as follows: Brian Kitzman seconded the motion, motion carried 7-0. Officers for 2015 will be as follows: Chairman, Gail Weber; Vice-Chairman, Janis Collins; Secretary, Mike Bensmiller; Treasurer, Brian Kitzman
Review and approval of Fiscal Policies:
Gene Mohling shared the Fiscal Policy for Keokuk County. Mike Bensmiller moved to accept the fiscal policy. 2nd by Janis Collins. Carried unanimously.
The Council discussed Petty Cash Funds, Debit Cards, Signature requirements, and Credit Cards. *See Fiscal Policy for Keokuk County Agricultural Extension District Manual
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Motion by Shirley Holm and seconded byJanis Collinsthat the Keokuk County Agricultural Extension District approve the following(Carried 6-0)
- The County Bank in Sigourney, IAbe approved as the depository for the County Agricultural Extension checking account fund for 2015 and MidWestOne Bank, Sigourney, IA, serve as the depository for the Savings account; and that all receipts be deposited in said bank; and that the maximum amount to be on deposit is $250,000.
- The regional extension education director be directed to secure an appropriate treasurer's bond for $20,000 and employee dishonestly policyfor duly elected treasurer, and that the chair, treasurer,other council members,youth outreach educator, regional extension education director, office assistant, and county bookkeeper be placed on the county bond. Cost of $163.58 annually; invoiced semi-annually. Council finds the group package in compliance with Iowa Code 176.A.14.5 and sufficient coverage for county staff and volunteers handling money.
- Brian Kitzman duly elected as treasurer, and Janis Collins, duly elected Vice Chair, is directed to sign operating fund checks as needed to pay for budgeted expenses between regularly scheduled Council meetings, as authorized under Keokuk County Fiscal Policy Section 4.1.B.
- All council members receive at every meeting the following financial reports: Balance Sheet; Council Revenue & Expense Report; and Voucher Report. The council members receive at every meeting the financial reports for monthly bills (expenses), a summary of accounts by month and year to date expenses to budget. The chair and treasurer will also receive monthly transaction of all account balances.
Selection of a date and time for meetings of the council:
Motion by Janis Collins that 2015 future council meetings will be held on the 1st Tuesday of the month at 6:00 pm, unless otherwise stated. 2nd by Mike Bensmiller Motion carried 6-0. Gene Mohling talked about having a quorum to vote on items and how important it is to have all council members present at the monthly meetings.
The following Rules of Procedure are established:
1)The minutes and agenda to be sent to members in advance of each meeting.
2)The extension council shall follow "Robert's Rules of Order" as a guide to conduct meetings.
3)A quorum for conducting business of the extension district is defined as more than one-half of the extension council members per Iowa Code Chapter 4.1, subsection 25.
4)All council members and the regional extension education director are expected to attend monthly meetings.
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IACEC Liaison for 2015
Motion by Brian Kitzman to approve Mike Bensmiller as the IACEC Liaison for 2015. 2nd by Shirley Holm. Motion carried 6-0.
$2000 budget for program support for the variety of events and program efforts. Janis Collins moved to accept the $2000 budget for 4-H events/activities. Brian Kitzman seconded. Carried unanimously.
Presented information on a joint regional plan to hire an employee to manage and coordinate summer STEM camps. Janis Collins moved to opt out for 2015 and explore a regional camp STEM camp in 2016, 2nd by Shirley Holm. Carried unanimously.
Approval of December Minutes
Motion by Shirley Holm to approve the minutes for the December meeting. 2nd by Mike Bensmiller. Motion carried 6-0.
Approval of December Financial Statements & January Vouchers
Motion byJanis Collins to approve checks 10028-10052 plus the EFT’s. 2nd by Clint Mikesell. Carried unanimously.
Motion by Mike Bensmiller to accept the Operating Checking account balance of $175,210.59 and the savings account balance of $21,552.14 as of December 31, 2014. 2nd by Shirley Holm. Carried 6-0
List of volunteers: Changes to the beef committee will be forth coming.
Other extension council business:
Budget Estimates for FY15were reviewed along with the FY’14 figures
Budget Estimate & Levy for FY’16
Gene handed out a draft budget and certificate of taxes to be looked over. Discussion followed.
Mileage Reimbursement
Set at the state rate of $.39 per mile.
Motion by Janis Collins to set the estimated FY’16 tax levy at $165,260 with a mil rate of $.30 with total expenses of $294,567 (includes tort) plus a tort liability levy of $800 and a mil rate of $.00145. 2nd by Shirley Holm. Carried unanimously. The budget will be posted to the IDOM web site, the public hearing notice will be published in the local newspaper. The final FY’16 budget will be approved after the public hearing.
Mike Bensmiller moved to table wage discussion until February. 2nd by Brian Kitzman. Carried unanimously.
.
Set Time and Date for Budget Hearing
Motion by Shirley Holmto setthe public hearing on February 3 at 6:30 p.m. for the FY’16 budget 2nd by Clint Mikesell. Motion carried 6-0.
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Selection of Official Newspapers for 2015
Motion by Janis Collins to select the Clarion Plainsman and Sigourney News Review as the official newspapers for placing public notices. 2nd by Shirley Holm. Motion carried 6-0.
Council Committee Structure
Motion by Brain Kitzman that committees would be appointed when the need arises. 2nd by Mike Bensmiller Motion carried 6-0. Potential committees include finance, program and personnel
Review of ADA, EEO, Title IX and VI, openmeetings laws: We will follow the statutes/laws and meeting laws.
Program Update: PABS has ended and presented in two school. Holiday season camps were held for youth. Farm Bill training sessions have been offered. Youth opportunities workshop held Dec. 29.
Discussion centered on hiring a summer intern. Mike Bensmiller moved to approve the hiring of a summer intern. 2nd by Shirley Holm Carried unanimously.
HR Office Policy policy was updated in May 2013
Other Business Motion by Janis Collins to work on Martin Luther King Day and take the Friday, April 3, as a holiday. 2nd by Clint Mikesell . Motion carried 6-0.
Guidelines changes for the county fair can be covered in the months ahead.
Motion by Brian Kitzman to adjourn the meeting, 2nd by Mike Bensmiller. Carried 6-0
I, Gail Weber, Chairperson, and I, Mike Bensmiller, Secretary, to the best of our knowledge and belief, certify that the above is a correct record of actions taken at said meeting.
Signed this 6th day of January, 2015, ______
Mike Bensmiller, Secretary
Signed this 6th day of January, 2015, ______
Gail Weber, Chairperson
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One copy to be filed in the County Extension Office and typed in the
County Agricultural Extension Council Minute Book.
CERTIFICATE OF ORGANIZATION*
Keokuk County Agricultural Extension Council
I, Gail Weber, Chairperson, and I, Mike Bensmiller, Secretary of the Keokuk County Agricultural Extension Council do hereby certify that the first meeting of 2015 of the elected council members of the Keokuk County Agricultural Extension Council was held on the 6th day of January, 2015, at 6:00 p.m. at the Extension Office, Sigourney, Iowa, and elected the following as chairperson, vice-chairperson, secretary and treasurer of the Keokuk County Agricultural Extension Council for one-year terms starting January 2015.
Name / Address(including zip code) / Telephone
(including area code) / E-mail address
(if available)
Chairperson / Gail Weber / 22786 264th St., Sigourney, IA 52591 / 641-224-2259 /
Vice-chairperson / Janis Collins / 16807 160th St-What Cheer, IA 50268 / 641/634-2160 /
Secretary / Mike Bensmiller / 24931 200th Avenue, Sigourney, IA 52591 / 319-330-9934 /
Treasurer / Brian Kitzman / P.O. Box 144, Gibson, IA 50104 / 641-295-4782 /
The following is a complete list of members of the Iowa County Agricultural Extension Council: (List all members including officers listed above.)
Extension Council Members for the Year 2015
(Terms beginning January 1, 2015 and expiring December 31, 2018)
Name
/ Address (including zip code) / Telephone (including area code)Clint Mikesell / 15980 HWY 149, Webster, IA 52355 / 319-667-2264
Carla Dumont / 26734 260th Ave., Ollie, IA 52576 / 641-622-2272
Shirley Conkity / 206 Lafayette Street, Harper, IA 52231 / 641-660-8760
Mike Bensmiller / 24931 200th Avenue, Sigourney, IA 52591 / 319-330-9934
Janis Collins / 16807 160th St., What Cheer, IA 50268 / 641/634-2160
(Terms beginning January 1, 2013 and expiring December 31, 2016)
Name
/ Address (including zip code) / Telephone (including area code)Shirley A. Holm / 211 E. Jackson, Sigourney, IA 52591 / 641-295-4748
Brian Kitzman / P.O. Box 69, What Cheer, IA 50268 / 641-295-4782
Gail L. Weber / 22786 264th St., Sigourney, IA 52591 / 641-224-2259
Justin Abell / 23174 210th Avenue, Sigourney, IA 52591 / 641-224-2680
The following are bona fide signatures of duly elected officers of the Keokuk County Agricultural Extension Council:
Signature of Chairperson Gail Weber ______
Signature of Vice-Chairperson:Janis Collins______
Signature of Secretary:Mike Bensmiller______
Signature of Treasurer: Brian Kitzman______
______
Depository: The County Bank and MidWestOne Bank in Sigourney, Keokuk County, Iowa are approved as the depository for the Keokuk County Agricultural Extension District for the year of 2015, with maximum amount on deposit to be $250,000.
Date January 6th, 2015 Signed ______
Gail Weber, Chairperson
Date January 6th, 2015 Signed ______
Mike Bensmiller, Secretary
Original copy to be filed in office of the Board of Supervisors (CountyAuditor)
One copy to be filed with the CountyTreasurer
One copy to be sent to your Regional Extension Education Director
One copy to be filed in the County Extension Office
NOTICE THAT BOND OF
KEOKUK COUNTY AGRICULTURAL EXTENSION
DISTRICT TREASURER HAS BEEN FILED
I, ______, County Auditor of Keokuk County, Iowa, do hereby notify Gail Weber, Chairperson of the Keokuk County Agricultural Extension District, that Brian Kitzman, Treasurer; Gene Mohling, Regional Extension Director; Lori Meierotto, Bookkeeper; Michele Sieren, Youth Outreach Educator; Katrinna Bain, Office Managerand Jorie Altenhofen, Office Assistant; of the Keokuk County Agricultural Extension District has filed in this office on this ______day of ______, 2015, a surety bond in the amount of $20,000 dollars.
Dated this ______day of ______, 2015.
______
Keokuk County Auditor
File original copy in the CountyExtension Office
Send one copy to your Regional Extension Education Director
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