IASCD Board Meeting November 14, 2012 Hotel on the Falls, Idaho Falls

IASCD Board Meeting November 14, 2012 Hotel on the Falls, Idaho Falls IASCD Present: Kit Tillotson, President Billie Brown, Vice-President Rick Rodgers, Secretary Steve Becker, Treasurer Lynn McKee, Director Lynn Bagley, Director Bret Rumbeck, Executive Director Nancy Weatherstone, Executive Assistant Others Present: Chris Simons - IDEA Clint Evans - NRCS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 Call to Order: President Kit Tillotson called the meeting to order at 8:07 am. A quorum was present. Minutes to Approve: Rick Rodgers moved to approve the minutes for September 26, 2012 and October 8, 2012 as emailed. The motion was seconded and carried. Budget: The board discussed the IASCD proposed budget for FY14 and agreed by consensus to the following changes or clarifications to line items: Dues propose the full amount for dues ($75,000.00-50 districts), since that is the continuing goal of the board. NRCS move the proposed $1,750.00 into the income (admin. fee) Farm Bill category. IASCD Administrative Fees - $1,000.00 will be left as is, to cover any funds generated from new programs (unknown at this time). SW Conference Income $13,550.00 needs to be moved to FY13 column (only a one-time income for holding the conference this past September). Sale of Assets move the proposed funds ($4,000.00) earned from the sale of the IASCD truck to FY13 and $0 the same line item in FY14. SW Conference Expenses $10,000.00 needs to be moved to FY13 column (when bills are paid out, again the conference was a one-time thing, not held annually). Conference Expenses - $25,000.00 proposed for FY14 reflects actuals from previous years. 1 P a g e I A S C D B o a r d M e e t i n g : N o v e m b e r 1 4, 2 0 1 1

23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 Board Meeting Rental the board discussed holding their meetings at the current office location (conference room), and moving the $3,000 proposed for Director s Meetings into two categories: move $1500 to Staff Expenses and the other $1500 to Director Expenses. Director s Expenses consolidate the sub categories of Lodging, Mileage Reimbursement, Director s Meet, and Directors Travel under the new heading Director s Expenses. Delete subcategory Director s Communications, since this is now listed under Conference Calls Fees. The total proposed budget for FY14 for the above listed category (Director s Expense) should now reflect a total of $12, 500.00 - after approving the proposed budget for Conference Call Fees of $600.00 and Division Meetings of $125.00, the total under Directors Expenses should be $13,225.00. Donations/Dues consolidate the subcategories under Dues, Donations and Outreach into one Dues/Donations Expenses category. Bond $188.00 will remain to cover current policy (need to have when dealing with grants). Health Insurance - $13,503.54 proposed in FY14 reflects Executive Director s policy. Phone increase in proposed budget reflects move to current location. Rent increase in proposed budget reflects move to current location. Supplies remove $140.00 for software updates proposed for software updates (up to date currently); remove $650.00 for toner (disposed of secondary printer requiring toner). Staff Travel change category to read Staff Expenses, adding $1500 from previous category of Board Mtg. Rental (see above), for a total of $4,500.00 proposed budget in FY14. Envirothon/Insurance need to research the expense of adding a rider to our liability insurance for Envirothon. The board discussed opening a new company (IASCD) in Quick Books to clean up the historic categories within the IASCD account, to provide a more understandable, clean report for budgeting and reporting. Staff and board will discuss and move forward on the process. The board took a 15 minute recess at 9:48 am. The board reconvened at 10:07 am. Bret Rumbeck recorded minutes for Nancy Weatherstone at 10:07 am, while she and Steve Becker left the meeting to discuss budget (report) with Des Berg (IASCD Accountant) by phone. IDEA Report Chris Simons gave an IDEA report, and let the Board know that IDEA will have their directors meeting at 11am today (November 14 th, 2012). There are new IDEA officers, and Karma Bragg did not run for re-election. Robbie Taylor is the new Division VI Director, and Kathy Bolin is the new Division II Director. IDEA will reorganize their officers today. Division IV is working with the Idaho Department of Environmental Quality to hold a detailed grant writing workshop. Kit Tillotson asked Chris Simons if raffle tickets were given to IDEA members. Chris Simons stated that Division IV did not receive any tickets. Kit Tillotson said it was the Board s full intent to continue with this fundraiser in the future, and encouraged IDEA to reach out to IASCD Board and staff for future raffle tickets in the future. Billie Brown asked for more info in future reports of results of IDEA workshops. 2 P a g e I A S C D B o a r d M e e t i n g : N o v e m b e r 1 4, 2 0 1 1

72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 Attendance at Idaho Farm Bureau Federation Annual Meeting Kit Tillotson asked about attending next month s Idaho Farm Bureau Federation annual meeting. Bret Rumbeck gave input on cost and the agenda. There was discussion on attendance and benefits of attending the conference. The Board decided to put the issue on Saturday s agenda to finalize if a Board member will attend to represent IASCD. IASCD Alternate Division Directors Bret Rumbeck asked for direction on how to keep alternate directors more involved with IASCD Board business. Kit Tillotson said we should send out draft agendas to the alternates, and division directors continue to push for alternates to be a part of calls and such. IASCD Alternate Directors Division I: Tom Daniels Division II: Bob Reggear Division III: Art Beal Division IV: Aaron Andrews Division V: Brett Leyshon Division VI: Matt Woodard National Envirothon The Board and IASCD staff had a general discussion on attendance at next year s National Envirothon in Montana. Kit Tillotson asked if a motion was already made and passed for IASCD staff to attend, and directed staff to check into this after conference. Nancy Weatherstone and Steve Becker rejoined the meeting at 10:30am. Billie Brown said that if Idaho Enviorthon is sponsored and run by IASCD, then a non-member district shouldn t be involved, as travel to the national event is paid through IASCD s Envirothon account. Lynn Bagley said he would talk to the Yellowstone SCD to find out if they would be joining IASCD. He will report back to the board at the IASCD Board meeting on Saturday, November 17 th, 2012. IASCD Accounting Steve Becker said we need to decide this week what we want out of our accountant and bookkeeper. Steve Becker also said we want a third party to do payroll, as it keeps the Board out of hot water and keeps us on the up-and-up on payroll taxes. Steve Becker also pointed out we also need an accountant to file the yearly tax form. It would benefit the board to put together a request for proposal and at the winter meeting make some informed decisions on accounting processes. Overall, the IASCD Board felt that a review of the accounting fees makes good fiscal sense for the Association. Lynn McKee said a frustration with our current accountant is that we continue to ask for something, and what we get back is not accurate. Steve Becker made the suggestion that at the end of this fiscal year, we clear our current QuickBooks account and restart it, as this allows us to start a new spreadsheet/budget sheet, and clean up unnecessary or old budget items. Kit Tillotson asked if Nancy Weatherstone was up on Quick Books software, and Nancy Weatherstone said she was not (in depth). 3 P a g e I A S C D B o a r d M e e t i n g : N o v e m b e r 1 4, 2 0 1 1

121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 Steve Becker moved to draft a Request For Proposal for accounting services for the Idaho Association of Soil Conservation Districts to ten firms in the Boise area, and proposals due back in time to review for the IASCD Board winter meeting. Seconded. Discussion: Nancy Weatherstone asked if this was IASCD books or the TMDL Account, as the TMDL was much more complicated. Steve Becker said this would be for both. Desire Berg (current accountant) would be allowed to bid for this job. Bret Rumbeck asked if the IASCD Treasurer would work with IASCD staff on the Request For Proposal, and the Treasurer agreed to assist. Billie Brown said that once the Request For Proposal is out, IASCD staff could not speak with or help an applicant. Nancy Weatherstone asked if this person would work from our office, or would they work from their own firm. The Board said the person could work in either location, and if they worked in their own firm, a books transfer may be necessary. Billie Brown asked to amend the motion to say, select the accounting firms from the Idaho Society of Certified Public Accountants. Steve agreed to this amendment. New motion now read: To draft a Request For Proposal for accounting services for the Idaho Association of Soil Conservation Districts (IASCD) and select the accounting firms from the Idaho Society of Certified Public Accountants. Proposals should be submitted in time for the IASCD Board of Directors to review at their winter meeting. Motion passed. Nancy Weatherstone took over recording minutes at 11:11 am. The board agreed that Steve Becker (Treasurer), will inform the current IASCD CPA (Des Berg) of the board s decision to solicit and accept bids for the CPA position with IASCD in an attempt to decrease expenses. A list of deliverables will be developed and provided when bids are requested. Sale of IASCD Truck: The board discussed the option of selling all or some of the remaining IASCD trucks, currently in field use, to raise revenue. The board requested staff put together an informational report comparing the use of personal vehicles versus rentals costs, etc. for staff travel. The board agreed, by consensus, to allow staff to offer the current staff truck (IASCD 5) up for sale. Secretary Rick Rodgers was requested to open and present the board with the bids received for the field truck (IASCD 8) offered for sale through the IASCD. Three sealed bids were received, opened and read aloud to the board. Rick Rodgers moved the IASCD award the truck to Ada SWCD, having offered the highest bid of $4,501.00. The motion was seconded. Vote: 5 Yes, 1 Abstained (Lynn McKee). The motion carried. The board recessed at 11:25 am. The board reconvened at 11:33 am. One Plan: The board discussed the current agreement with Montana State University, for design of a website. Contract has been signed and waiting on payment process. The board discussed the need to have a clear and concise understanding of Wayne Newbill s current role concerning One Plan and IASCD. Should the role of IASCD be changed as a vehicle to 4 P a g e I A S C D B o a r d M e e t i n g : N o v e m b e r 1 4, 2 0 1 1

171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 move One Plan forward? Does IASCD need to release Wayne from his contract, to allow him to seek other funding sources? Lynn McKee moved to invite Kent and Wayne to discuss One Plan with Bret and provide results in writing to the board. The motion was seconded. Discussion: IASCD receives no funds (administrative fees) for administering the program, while IASCD is expending staff time. We need to consider ending IASCD s involvement in the program, in writing. Vote: 3 Yes, 2 No. Motion carried. Steve Becker left the meeting briefly to make copies of revised proposed budget for board members. The board recessed for lunch at 12:20 pm The board reconvened at 1:40 pm Revised Budget Discussion: The board continued discussion of the proposed FY14 budget with those items agreed upon by consensus now reflected in the report. As revised, the FY14 budget is over by more than $24,000.00. Either need to increase income or decrease expenses. The board discussed ideas on balancing the budget: district percentages for dues instead of one flat rate, health insurance options, and other items to cut or reduce. Clint Evans joined the meeting at 1:55 pm. The board postponed further discussion on the budget until after the NRCS report. NRCS Report: NRCS Chief, Dave White, is retiring in December (political appointee) Still waiting on the NRCS budget Gearing up for 2013 programs, reorganization of payment rates State Technical Committee has met, discussion and support for soil health initiative on a local (state) level, which would equate to approximately 10% of the general allocation ($1.2 million) for related activities The State Administrative Officer position is vacant Hal Swenson is acting, hope to have it filled this spring Jeff Burwell will be returning to Idaho in January (13 th ) as State Conservationist (acting Rob Sampson followed by Dave Schmidt) Rob Sampson, state Engineer, has accepted a position at headquarters, and will be leaving in January, his position will be advertised soon No Farm Bill yet (could extend the current Farm Bill) NRCS can extend IASCD office space, free of charge at the State office, Clint will make Jeff aware of the offer Revised Budget Discussion (continued): Steve Becker moved to go into Executive Session (without staff present) at 2:00 pm. The motion was seconded and carried. Billie Brown moved to come out of Executive Session at 2:40 pm. The motion was seconded and carried. The board discussed the following changes or action items for the FY14 proposed budget: Offer Bret Rumbeck $5,000.00 above salary towards health insurance of his choosing 5 P a g e I A S C D B o a r d M e e t i n g : N o v e m b e r 1 4, 2 0 1 1

219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 Sell the current staff truck (IASCD 5), which will help reduce the insurance and maintenance expense by $1,500.00 annually. Perhaps look at adding a rental car to Staff Expenses Should we prepare a separate budget or the raffle?...bret will look into what the state lottery office requires and will report findings By consensus, the board agreed to have the treasurer present the proposed FY14 budget report to the membership as two separate budget reports original proposed budget (showing a $24,000 deficit) and the IASCD board revised proposed FY14 budget (showing a $8,000 deficit). Staff is to research penalties for breaking current lease for possible move to the NRCS state office IASCD By-Laws: The board discussed the legal definition of an endowment fund. Steve Becker moved to present a clean copy of the proposed By-Laws to the membership. The motion was seconded. Discussion: The clean copy incorporates all changes provided to the IASCD throughout the revision process and those discussed at division meetings prior to conference. The By-Laws will be projected on screen, but without paper copies (provided previously and found on the website). By unanimous vote, the motion carried. Communications: Bret discussed the feedback from districts concerning the need to act quickly on specific issues presented to IASCD (media opportunities, legislative feedback, etc.). The board agreed with the suggestion put forth at division meetings, to utilize a tiered email system Red Light means priority (action requested), and Green Light means information. NACD Conference: The board discussed attendance at the NACD conference in January. Bret will request scholarship information from NACD, concerning attendance by any new member of the board. The following members expressed an interest in attending: Kit Tillotson (NACD Board Representative) Billie Brown (NACD Board Representative Alternate) Lynn McKee (new attendee eligible for scholarship) Business Meeting Agenda: The board discussed the following agenda items: member feedback concerning attendance at conference (or lack of), committee structure/process, and survey provided for conference feedback and requests. IASCD Board Organization: Rick Rodgers moved to retain all board positions (officers) as currently structured, to be effective until the following conference held in November 2013. The motion was seconded and carried. IASCD Raffle: The board discussed the IASCD raffle and how specific Division 5 administrative assistants went above and beyond assisting with the sale of tickets. Billie Brown moved to enter one raffle ticket in the name of each administrative assistant from Division 5 that participated in the sale of tickets during the SW Regional NACD Conference into the IASCD raffle drawing. The motion was seconded and carried. 6 P a g e I A S C D B o a r d M e e t i n g : N o v e m b e r 1 4, 2 0 1 1

268 269 270 271 272 273 274 275 276 277 278 Rick Rodgers moved to adjourn. The motion was seconded and carried. The meeting adjourned at 4:25 pm. Respectfully Submitted, Nancy Weatherstone Bret Rumbeck IASCD Executive Assistant IASCD Executive Director 7 P a g e I A S C D B o a r d M e e t i n g : N o v e m b e r 1 4, 2 0 1 1