Transcript SWCD Admin Duties - Association of Illinois Soil and Water

• In most cases, bookkeeping is done in house. You
are in charge of keeping an accurate set of books
for your district. Most SWCDs in Illinois are on a
recent version of QuickBooks. QuickBooks is a
simple program which allows ease of bill payment,
invoicing, payroll and account tracking. It is also
very easy to create reports for your board
meetings.
• You are required to submit a budget, prepared by
your board of directors, to your Regional
Representative by September 15 of each year.
• Quarterly Report of District Operations Expenditures
is due to the Bureau of Land and Water Resources
(BLWR) at Illinois Department of Agriculture seven
days after the end of each Quarter, i.e.
September, January, April and July.
• The Financial Management Report or an Audit is
required by the BLWR by October 15 of each year.
The Financial Management Report can be located
on the DARTS website.
• The Internal Controls Checklist is also required at
the same time and can also be located on DARTS.
DISTRICT OPERATIONS QUARTERLY REPORT FOR FY13 GRANT AGREEMENT
July 1, 2012 – December 31, 2015
____________COUNTY SWCD
The following totals are expenditures from the District Operations account:
Received $
1st Quarter (July 1, 2012 – September 30, 2012)
Expended $
0
2nd Quarter (October 1, 2012 – December 31, 2012)
12041
3rd Quarter (January 1, 2013 – March 31, 2013)
24753
4th Quarter (April 1, 2013 – June 30, 2013)
11367
Initials
0
5th Quarter (July 1, 2013 – September 30, 2013)
6th Quarter (October 1, 2013 – December 31, 2013)
7th Quarter (January 1, 2014 – March 31, 2014)
8th Quarter (April 1, 2014 – June 30, 2014)
9th Quarter (July 1, 2014 – September 30, 2014)
10th Quarter (October 1, 2014 – December 31, 2014)
11th Quarter (January 1, 2015 – March 31, 2015)
12th Quarter (April 1, 2015 – June 30, 2015)
13th Quarter (July 1, 2015 – September 30, 2015)
14th Quarter (October 1, 2015 – December 31, 2015)
$48,161.00
TOTAL:
$0.00
Balance left to spend
$48,161.00
Chairman Signature
Date
FY2013 IDOA Financial Management Program - Part II
EXPENDITURES OF __________ COUNTY SWCD
This Financial Management Program Part II form will address only your expenses. Fill in the Columns below with the correct figures, based on your Annual Financial Report and your expense
accounts. Column 3 is to be used for all IDOA allocated money that has been spent; Column 2 is to be used for all other expenses; Column 1 will match your AFR and list your total expenses for
the entire fiscal year. Section II is a breakout of your Column 3 expenses only. Line 270 total under Column 3 and Total of Section II will match.
SECTION I - EXPENDITURES
COLUMN I
COLUMN 2
COLUMN 3
Expended Funds From Other Revenue
Sources
(IDOA $ only) Expended Dist. Operations &
CPP Money
(Matches AFR)
Code
Type
All Funds
Amounts will equal Total of Columns 2 & 3
251
General Government
257
Culture and Recreation
258
Housing
275
Environment
259
Debt
272
Depreciation
280
Capital Outlay
260
Other Expenditures or Expenses
270Total Expenditures/Expenses
SECTION II - BREAKOUT OF EXPENDITURES LISTED IN COLUMN 3 ABOVE
251General Government
RC Salaries
Taxes
AC Salaries
Taxes
Rent
Phone
Utilities
Office Expenses
275Environment
CPP Projects
Special Projects
SSRP Projects
Bond CPP Projects
Bond SSRP Projects
DO NOT USE THIS SHADED AREA
Sustainable Ag Projects
Returned CPP Funds
Transferred to _____________District
Transferred to _____________District
Transferred to _____________District
260Other
Other Expenditures
TOTAL OF SECTION II
SECTION III
Balance of Dist Operations in Reserve
Purpose of Reserve
Robert F. Flider, Acting Director
Bureau of Land and Water Resources
State Fairgrounds $P.O. Box 19281 $Springfield, IL 62794-9281 $217/782-6297 $TDD 217/524-6858 $Fax 217/557-0993
Internal Control Checklist
________ County SWCD
Do your checks require two signatures?
Are monthly bank statements kept on file in the District Office after
reconciliation, approval by a Board Member, and obtaining signatures
at the monthly Board Meeting?
Are all credit card statements mailed to a Board member’s home
for review and approval signatures before being returned to the
District Office for payment and filing?
Do you use a signature stamp at any time on a check?
Do you use and retain one copy of a pre-numbered duplicate receipt
for all cash transactions?
Are all employee contracts completed, signed and on file, available for
review by the IDOA upon request?
Are all cost-share contracts complete with signatures on file in your
office for review by the IDOA upon request?
I certify that the information on this application is true and accurate and understand that
misrepresentation of any material fact may be grounds for termination of any grant
agreement with the Illinois Department of Agriculture.
_____________________________
SWCD Board Chairman
____________________________
Date
THIS FORM MUST BE COMPLETED, SIGNED AND RETURNED
TO THE ILLINOIS DEPARTMENT OF AGRICULTURE
BY OCTOBER 15, 2012
• Elections are required to be held in January or
February of each year. There are two means in which
elections can be held: by General Election at a
polling place or at an Annual Meeting. Complete
election instructions and election forms are located
on the DARTS website at www.agr.state.il.us/darts.
• Petition to hold an election at Annual Meeting or
Polling Place must be submitted to IDoA at least 20
days prior to the date of the meeting.
• A nominating committee must meet at least 90 days
prior to the meeting/election and must consist of at
least three members. It may have more members,
but it must be an odd number.
• Election notices should be published in at least one
newspaper in general circulation within the district at
two points: 30 days prior and 15 days prior to the
meeting/election. Posting in three prominent
locations is also an option, unless there are no news
outlets in general circulation, then posting becomes
mandatory at 30 days prior to the meeting/election.
• Election forms due to the BLWR by April 1 of each
year include: Annual Report and Annual Meeting
minutes, Organization of the Board form, Election
Counting Record and Acceptance of Office forms.
• SWCD Board meetings are held monthly. An
agenda of the meeting must be posted at least 48
hours in advance of the meeting at the physical
meeting location.
• Minutes from these board meetings should give a
short, accurate description of the business discussed
during the meeting. They should include the date,
time, place and list of attendees/absentees.
• Board meetings should follow an agenda which is set
prior to the meeting, with additions being allowed at
the discretion of the board.
• Board meetings must follow guidelines set by the
Illinois’ Open Meetings Act. This act contains
requirements for setting/changing meeting
dates/times/places (which must be done at least 48
hours prior to the set time), as well as rules for closed
sessions (which must be audio and/or video
recorded) and other protocol.
• Electronic meetings or meetings by telephone may
be utilized, however, any action taken must be
approved at the next in-person meeting.
• For a 5-member public body, 3 members of the
body constitute a quorum and the affirmative vote
of 3 members is necessary to adopt any motion,
resolution, or ordinance.
• Every public body shall designate employees, officers,
or members to receive training on compliance with
the Open Meetings Act. Each elected director must
complete the Open Meetings Act certification: new
directors must do so within 90 days of taking office
and all other directors were to have completed it by
December 31, 2012.
• The complete act can be accessed at the Illinois
Attorney General’s website at
www.illinoisattorneygeneral.gov
• All records in the custody or possession of a public body
are presumed to be open to inspection or copying. Any
public body that asserts that a record is exempt from
disclosure has the burden of proving by clear and
convincing evidence that it is exempt.
• Each public body shall, promptly, either comply with or
deny a request for public records within 5 business days
after its receipt of the request, unless the time for
response is properly extended.
• Failure to comply with a written request, extend the time
for response, or deny a request within 5 business days
after its receipt shall be considered a denial of the
request.
• The time for response under this Section may be
extended by the public body for not more than 5
business days from the original due date.
• Fees may be charged, but shall not exceed the
actual cost of the supplies used. The Act limits copy
charges of black and white copies to $0.15 per
copy, after fifty copies. Charges for color copies
must not exceed the district’s actual cost to
reproduce the records.
• Each public body shall designate one or more
officials or employees to act as its Freedom of
Information officer or officers. Certification of these
officers must be done annually at the Illinois
Attorney General's website at
www.illinoisattorneygerneral.gov
• Upon receiving a request for a public record, the
Freedom of Information officer shall:
1. note the date the request is received
2. compute the date for which the period for
response will expire and note that date on the
written request
3. maintain an electronic or paper copy of the
written request until the request has been
complied with or denied
4. create a file for the retention of the original
request, a copy of the response, a record of
written communications with the requester, and
a copy of other communications.
• Exemptions: There are a number of
documents/information which are exempted from the
FOIA law. Please refer to the Act for specifics if you are
in doubt.
ILLINOIS WITHHOLDING—See Pub 130 on
www.tax.illinois.gov
Form IL-W-4
• Your employee must complete Form IL-W-4,
Employee’s Illinois Withholding Allowance Certificate.
This is your record of the number of allowances that
your employee is entitled to claim.
FEDERAL WITHHOLDING—See Pub 505 on
www.irs.gov
Form W-4
• The amount of income tax your employer withholds
from your regular pay depends on two things:
1. The amount you earn in each payroll period.
2. The information you give your employer on Form
W-4.
• Form W-4 includes four types of information that your
employer will use to figure your withholding:
1. How many withholding allowances you claim
(each allowance reduces the amount withheld).
2. to withhold at the single rate or at the lower
married rate.
3. Whether you want an additional amount
withheld
4. Whether you are claiming an exemption from
withholding in 2013
• Both the state and federal forms W-4 should be
reviewed and changes made whenever any of the
following occur:
1. Lifestyle change such as marriage, divorce or
addition/loss of dependents
2. Changes in wage income such as pay increase,
decrease, and/or loss or addition of second
household income
3. Changes to taxable income, adjustments to
income or changes to amount of itemized
deductions or tax credits
NEW EMPLOYEE
• Employees working 37 or more hours per week are “Full
Time” and will be eligible for fully funded Health Insurance
(including dental and vision coverage) and Life/Long
Term Disability Insurance coverage on the first day of the
month following a 60-day waiting period.
• Those same employees are eligible for Short Term Disability
coverage at their own/district’s expense at the same time.
• Employees working 50% of their district’s regular work week
are eligible for the same coverage at their own/district’s
expense after the same waiting period.
Required Forms:
To be submitted to Insurance Administrator
• Personnel Status Form: Copies go to Admin, IDoA,
AISWCD, NRCS and Regional Rep
• LGHP Enrollment Form: This is the health insurance
enrollment
• Standard Life/LTD Enrollment: Employees are provided
with $15,000 coverage. Additional coverage may be
purchased for employee and/or their dependents
• Short Term Disability Enrollment Form: This coverage is
optional and must be paid for by district check, either
through payroll deduction or provided by the SWCD
board.
DEPARTING EMPLOYEE
• A departing employee may be one who has been let go,
has resigned or has retired
Required Forms:
To be submitted to the Insurance Administrator
• Personnel Status Form: Copies go to Admin, IDoA,
AISWCD, NRCS and Regional Rep
• LGHP Change and Correction Form: This will be
completed in the “Termination” section
• Standard Life/LTD Enrollment and Change Form:
Complete the “Change” section of the form by marking
“other” and writing an explanation, i.e. “resigned”,
“terminated”, etc.
• Standard Life/STD Enrollment and Change Form:
Complete as you would for the Life/LTD form
• Coverage will remain in effect until midnight of the last
day of the month in which the employee is terminated
CHANGES TO COVERAGE
• Qualifying changes to coverage may be made any time
during the year using the LGHP Changes and Corrections
Form and the Standard Enrollment and Change Forms.
• Qualifying changes include increase/decrease in hours
worked, spouse/dependent losing their insurance
coverage, change in work county, etc.
• Other changes, such as a change in insurance carrier and
additions or deletions of dependents must be made
during the Benefit Choice Period in the month of May
Assistance is never very far away. We are a close knit network of
employees who are always willing to help when we can. You should
always feel comfortable asking for help from employees in your
neighboring counties, from your ISWCDEA reps, from your Regional
Reps, technical committee reps, and your insurance administrator.
Please don’t hesitate to use that network whenever questions arise!
The
Experts
In order to assist new and veteran SWCD Employees, we have updated the list of district employees who have an expertise or knowledge in a certain area.
Please feel free to contact these folks when you have a question.
CPP
CREP
Region 1 John Lundquist Kara Downin
CPESC
Education/Envirothon
Quickbooks
Comptrollers Report
Insurance
Josh Joseph/Dennis Anthony Jessica Cocroft
Melissa Long
Wendy Brokaw
Sharon Matson
Carroll Co.
Knox Co.
Peoria Co./Winnebago Co.
Winnebago Co.
Winnebago Co.
Warren Co.
Henry Co.
815-244-8732
309-342-5714
309-671-7040/815-965-2392
815-965-2392
815-965-2392
309-734-8569
309-937-5263
Ed Weskerna
Debbie Ruff - Both
Ruth Anthe
Ruth Anthe
Richard Howell
Region 2 Thad Eshleman Thad Eshleman
Iroquois Co.
Iroquois Co.
McHenry Co.
Livingston Co.
LaSalle Co.
LaSalle Co.
Kankakee Co
815-432-6055
815-432-6055
815-338-0099
815-844-6127
815-433-0551
815-433-0551
815-937-8940
Region 3 Brad Smith
Steve Bracey
Rick Macho
Jane Brangenberg - Both Cindy Moon
Annyce Winters
Annyce Winters
Pike Co.
Logan Co.
Madison Co.
Calhoun Co.
McDonough Co.
Greene Co.
Greene Co.
217-285-5448
217-735-5508
618-656-5166
618-576-2717
309-833-1711
217-942-5464
217-942-5464
Region 4 Randy Hurt
Jonathon Manuel
Denise Willenborg - Both
Karen Sanders
Cumberland Co.
Champaign Co.
Effingham Co.
Fayette Co.
217-849-2201 x3
217-352-3536
217-347-7107
618-283-1095
Region 5
Keith Livesay
Phyllis Mace - Education Jeannie Millikin
Jewel Brooks
Cindy Zipfel
Union Co.
Gallatin Co.
Perry Co.
White Co.
Monroe Co.
618-833-5666
618-272-4521
618-357-6016
618-382-2213
618-939-6181
Debbie Gray - Envirothon
White Co.
618-382-2213
IAAP
President
Vice President
Secretary
Treasurer
Jane Brangenberg
Sally Ferguson
Melissa Cauble
Brenda McMillan
Calhoun Co.
Rock Island Co.
Montgomery Co.
Cass Co.
618-576-2717
309-764-1486
217-532-3610
217-452-3535
Region
Name
1
Sherry Huffstutler
1
Sharon Matson
Phone & Fax
309-582-5153
Email
County
[email protected]
Mercer
[email protected]
Henry
[email protected]
Knox
[email protected]
Henderson
[email protected]
DeWitt
[email protected]
McHenry-Lake
[email protected]
Iroquois
[email protected]
LaSalle
[email protected]
McDonough
[email protected]
Hancock
[email protected]
Calhoun
[email protected]
Hancock
[email protected]
Champaign
[email protected]
Edgar
[email protected]
Vermillion
[email protected]
Edwards
[email protected]
Randolph
[email protected]
Union
309-582-5308
309-937-5263
Aledo, IL 61231
309-937-2171
ISWCDEA
Contacts
1
Kara Downin
309-342-5714
Shannon Pence
309-924-1167
Sondra Baker
217-935-6504
Spring Duffey
815-338-0099
Thad Eshleman
815-432-6055
Vicki Heath
815-433-0551
Cindy Moon
309-833-1711
Abbie Sperry
217-357-2180
Jane Brangenberg
618-576-2717
Betty Buckert
217-357-2180
Renee Weitekamp
217-352-3536
Tara Hopkins
217-465-5325
Stephen Miller
217-442-8511
Cindy Poppenhager
618-445-3615
Meghan Polacek
618-443-4381
Keith Livesay
618-833-5666
Jodi Hawkins
618-993-5396
Carla Barnes
618-438-4021
201 Springfield Ave, Suite C
Anna, IL 62906
[email protected]
Williamson
618-993-3014
5
313 W. Belmont
Sparta, IL 62286
618-833-3608
5
90 West Pine Street
Albion, IL 62806
618-443-4699
5
1905-A U.S. Route 150
Danville, IL 61832
618-445-3838
5
11757 IL Hwy 1
Paris, IL 61944
217-442-6998
4
2110 W Park Ct. Ste. C
Champaign, IL 61821
217-466-1130
4
110 Buchanan
Carthage, IL 62321
855-289-5179
4
RR 2, Box 80
Hardin, IL 62047
217-357-3292
4
110 Buchanan
Carthage, IL 62321
618-576-2328
3
1607 West Jackson
Macomb, IL 61455
217-357-3292
3
1691 N. 31st Road
Ottawa, IL 61350
309-837-1512
3
1001 East Grant St., Ste. A
Watseka, IL 60970
815-433-0665
3
1648 South Eastwood Drive
Woodstock, IL 60098
815-432-5740
2
5920 Revere Road
Clinton, IL 61727
815-338-7731
2
323 East Main Street
Stronghurst, IL 61480
217-935-6731
2
233 S. Soangetaha Rd
Galesburg, IL 61401
309-924-1431
2
301 E. North St
Cambridge, IL 61238
309-342-2259
1
Address
308 SE 8th Avenue
502 Comfort Drive, Suite C
Marion, IL 62959
[email protected]
Franklin
855-283-4830
711 North DuQuoin St.
Benton, IL 62812
Advisors:
Officers
AISWCD - Lonnie Wilson, President
Co-Chairs - Betty Buckert & Kara Downin
AISWCD - Rich, Nichols Ex. Dir.
Co-Vice-Chairs - Keith Livesay & Sondra Baker
IDA - Joe Bybee, Region 2 Rep.
Secretary - Meghan Polacek
IDA - Mike Rahe
Treasurer - Sharon Matson
NCDEA - Cindy Moon
NRCS - Paige Buck, PAS
Past AC Co-chair - Debi Slade
Past RC Co-chair - Dean Johnson
updated: 3/4/13