U of Extension
Bond-Clinton-Jefferson-Marion-Washington Unit
Multi-County Council Minutes
August 15, 2016 @ 6:30 pm
Council members were invited to attend an informal dinner and meet and greet beginning at 6:30 pm.
Call to Order:
Meeting called to order at 7:15p.m.
Roll Call:
Roll call was taken. Council members present as indicated by a checkmark, members absent as indicated by no checkmark:
Bond Co.Clinton CoJefferson Co.
☐ Robert Johnson☒Tracy Grayling (Secretary)☒ Cathy Gajewski
☒ Diana Ostrom (Chair)☒Taylor Zurliene☒Paula Kiselewski
☒ Jan Woker☒ David Ratermann(Vice)☒ Steffen Gordon
☐ Josh St. Peters☒Deanna Ratermann☐vacant
Marion Co.Washington Co.
☐Michelle Hester☒ Christine Bevil
☒Jeff Littrell☒ Jim Wisely
☒Connie Williams☒Kimberly Taylor
☐ Jay Telford☐ Jim Lehde
Extension Staff Present: Lisa Wait – County Director
Jera Sloat – Jefferson County Office Support
NEW MEMBERS PRESENT:
Mike Claypool
Linda Summers
Helen Leonhardt
NEW MEMBERS NOT PRESENT:
Treasa Brookman, Jefferson County
Jeremy Gajewski, Jefferson County,
Roger Staff, Bond County
Retiring members Cathy Gajewski, Christine Bevel, and Tracey Grayling were welcomed to the front of the room for recognition of their service to the committee. Lisa presented members with a plaque of appreciation. As well, Lisa asked Taylor Zurliene to come up and receive a plaque of appreciation, as he will be a representative on the New Baden Village Council.
Lisa welcomed new membersLinda Summers, Mike Claypool and Helen Leonhardt with an attaché and their council binders. Linda was the librarian in Nashville for many years, and is married to Will Summers, Master Gardener, and herself has recently become a Master Gardener. Mike makes rounds at some of the county shows judging and is a Master Naturalist and Federation leader, as his daughter is involved in 4-H. He had judged in every county except Washington. Helen Leonhardt, was our Family Consumer Science (FCS) Program Coordinator until she retired to spend more time with her husband and family. She is also a Master Gardener and member of the HCE.
New members not present are Roger Staff of Bond County; Treasa Brookman, and Jeremy Gajewski of Jefferson County.
Members rolling off are welcomed to leave for the evening.
Tracey inquired about a substitution for Taylor Z. and suggested Lynn Sherman. Lisa agreed.
Approval of Minutes:
Motion to approve minutes as submitted made by David Ratermann. Seconded by Mike Claypool. All in favor, none opposed. Motion carried. Meeting minutes approved.
Review of Financial Reports:
See Financial Report for End of FY16 Year.
It is anticipated to not receive any funding for FY16 (approximately $387,000), however funding has been released for FY17 which began in July of this year. Unit 23 will financially be okay without that funding, and currently has about three (3) years in carryover funds. The state released about ten (10) millions dollars for Extension a couple of weeks prior to meeting. Additionally, funding for 2015 Fair premiums has been received, with 2016 fair premiums still unknown.
Expenses
- Program Supplies were over 11%, but awaiting reimbursements for SNAP and other expenses, which will put back in the black, although they will be carried over into this fiscal year.
- Travel expense was over.
- Separation pool went over quite a bit.
- All total, reading 17%, showing although three (3) lines items were over in expenses, overall, we were 17% above what was expected, essentially saving $186,339 in expenses, staying under budget.
- Red line, at bottom, shows year to date, fund balance at $50,003, where if we received the state match, we would have been. We were all within budget, just did not receive anticipated revenues.
Deanna Ratermann asked about the separation pool, and what that is for. Lisa explained that a percentage is taken from all units collectively to pay into a pool for any employee that retires or resigns within the year.
Lisa explained that we also had received $5221 more funds in other areas than anticipated.
Connie asked if this was the first time that there was absolutely no state match, and what the lowest percentage received prior had been. Lisa answered that she thought that it was 1999 or 000 when it was at 15%. Anticipated match now, this budget year, is at 65%.
Deanna asked if other Units are struggling or worried about shutting down completely. Lisa said that there are other counties that do not have any carry over funds or have expended them to date, but the University has stated that they will not allow them to close down. Funds can be found from Smith-lever grant or a stop-gap funding plan. As well, no layoffs are anticipated. They have put a hiring freeze on new positions, but vacant positions are still able to be filled.
Lisa noted that the SNAP program and Smith Lever funds are strong, with over $83,000 received for reimbursements (copies, utilizes, rent, etc.). Connie asked if that had to do with the fact that we area low income area(s). Lisa answered partly, and also because of the high levels of childhood obesity, particularly in Marion County. She went on to explain that is also why the ISBE (Illinois State Board of Education) grant, which is being housed in Jefferson County, was brought to our Unit. Ashley Hoffman has taken this position and will work with all the schools in the Unit to assist with training lunchroom staff in areas of professional development. Throughout the state, we are one of three Units to receive this grant opportunity.
Motion to accept Financial Statements as presented made by Mike Claypool. Connie seconded. All in favor, none opposed. Motion carried, Financial Statements were accepted.
Correspondence:
No correspondence.
Old Business:
Review of FY16 Council Member Evaluations Summary
Lisa can provide evaluations to anybody that was not able to fill one out.
New Business:
Voting in of new members
Bond County – Roger Staff
Clinton County – Mike Claypool
Jefferson County – Jeremy Gajewski
Jefferson County – Treasa Brookman
Marion County – Helen Leonhardt
Washington County – Linda Summers
Motion to accept new members was made by Kim Taylor. Seconded by Steffen Gordon.
All in favor, none opposed. Motion carried…Welcome new members!
Officers
Nominations for President was opened to the floor. David Ratermann nominated Dianna Ostrom. Motion seconded by Jim Wisely. Position was uncontested. Kim Taylor made motion to close nominations. Motion seconded by Steffen Gordon.
Motion was brought to board. All in favor, none opposed. Motion carried. Dianna Ostrom will remain President.
Nominations for Vice-chair was opened to the floor. Jan Woker nominated David Ratermann. Motion seconded by Jim Wisely. Position was uncontested. Steffen Gordon made motion to close nominations.
Motion was brought to board. All in favor, none opposed. Motion carried. David Ratermann will remain Vice-chair.
Nominations for Secretary was opened to the floor. David Ratermann nominated Deanna Ratermann. Motion seconded by Mike Claypool. Motion to close nominations was made by Jeff Littrell. Motion seconded by Jim Wisely.
Motion was brought to the board. All in favor, none opposed. Motion carried. Deanna Ratermann will serve as board Secretary.
Dianna Ostrom thanked the Office Support, Jera Sloat, for taking minutes at the meetings.
Signing of the Council Agreements
Council agreements were mailed to the new members. Member Information Forms and Agreement are given as a reminder to what the Council is for. Members were asked to sign the agreement and pass forward to Lisa, and reminded that any questions can be addressed to her.
Operating Procedures
Deanna asked if Kaskaskia College will still be implementing a charge for room usage. Lisa said that they would be charging, after the end of this year, however, Cathy Gajewski, informed her that Ameren would allow usage of their conference room, located in Centralia, free of charge. Cathy went on to explain that a friend, Greg, had said that they were looking to get back into the community. He, personally, would come and let members in for the meetings, and that food and drinks would be welcomed in their facility. It was mentioned to possibly bring him on as a board member next year.
Checking account Signatories for the audit
Lisa noted that there was also a time line for Extension focus and financials handed out to them.
Mike Claypool had been asked to replace signatory in Clinton County. Mike accepted.
Treasa Brookman had been asked to replace signatory in Jefferson County. Treasa accepted.
Linda Summers had been asked to replace signatory in Washington County. Linda accepted.
Lisa explained that each county check must have two (2) signatures. Whilst four (4) signatories are put onto the account, two (2) is usually fairly easy to obtain.
Motion to accept new signatories – Mike Claypool, Clinton County; Treasa Brookman, Jefferson County; and Linda Summers, Washington County – was made by Deanna Ratermann. Motion seconded by Jeff Littrell. All in favor, none opposed. Motion carried. New signatories have been accepted.
Office Support in those counties will help with getting the proper paperwork filled out with the bank(s).
Scheduling of the County Extension Board meeting
Each fall, the four (4) members from Advisory County, plus three (3) appointees from each county board, meet to discuss what will be asked for in appropriations of each county. Jefferson County is an exception, as funding proposal was submitted by Lisa in July, requesting the traditional 3% increase. Meetings must be before next October meeting, as proposals need to be presented to County Boards by November.
Meetings were scheduled (tentatively) as followed:
Bond County – September 19th
Clinton County – September 28th
Marion County – September 26th
Washington County – September 29th
General Announcements:
UP or Unit Progress Report was included with each member packet. Lisa pointed out the piece called “Growing Healthy Communities” that was put together to show stakeholders about how Extension has been addressing this particular area. The map contains the areas known as “food deserts” which are areas of residents that are at least ten miles or more from a grocery store with no public transportation.
Staffing Updates
Stacey Weiss, Bond County Office Support, applied for and was offered the open Marion County ANR position, however, she declined.
Jefferson County – Carla Chesnek has accepted a position for 5th grade teacher for St. Mary’s School, with her last day being this week. That position will be open.
Ashely Hoffman, has been hired as the new ISBE (Illinois State Board of Education) Educator for the Unit, but will be housed in Jefferson County.
Idella Robertson, 50% SNAP staff, will be retiring at the end of September. That position will as well be opened up.
Marion County – Interviews were conducted for the ANR position, however, hiring has been held as checking eligibility for the 4-H position in Jefferson County as well. Ramona Girtman has been hired for the Marion County position, but not sure exactly where she will land yet. Ramona is a former executive of Big Brothers, Big Sisters, with an abundance of experience in fundraising.
Lisa noted that these positions will not be affected by the budget concerns. She praised Dee Thomas, in Marion County Extra Help position, for doing an excellent job with the Marion County fiar and making sure everything ran smooth, however she has went back to school, leaving an Extra Help position open. These position openings have been submitted to the Regional Director.
Jeff had mentioned that Power Days is approaching and was wondering if 4-H will still be participating, as he has already received a request for pies. He stated that there are plenty of volunteers, if and when needed. He suggested that meat (hamburgers) be bought not at Walmart. Lisa had said that she would be leaning on volunteers to be on target for the event. Jeff mentioned, Brett and Janessa Vandeveer, Greg Branch, Jonathon McConnaghey as volunteers and possible cooks. They usually fix 500 hamburgers and hot dogs.
Mike Claypool will be attending the Shooting Sports Coordinator training coming up.
Connie asked how Pam Schallhorn, Unit CED, has been doing. Lisa mentioned that she had been out sick a few days, but good with everything. She noted that Laurie George, Unit ANR Educator will be out for six (6) to eight (8) weeks for a total knee replacement.
Mike encouraged Council members to participate in the Master Naturalist program. Lisa recognized him and told of how he was speaking with his daughter’s principal for registration, and had secured the I Think Green program in their school this upcoming year.
Next Meeting:
October 10th 2016at 7:00 p.m. to be held at the Kaskaskia College, Lifelong Learning Center.
Adjournment:
Motion to adjourn meeting made by David Ratermann. Seconded by Mike Claypool. All in favor, none opposed. Motion carried. Meeting adjourned at8:22 pm.
Respectfully submitted,
Jera Sloat
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