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SWCD Admin Duties Administrative Duties Required of Soil and Water Conservation District Employees
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SWCD Admin DutiesAdministrative
DutiesRequired of
Soil and Water Conservation District
Employees
Bookkeeping• 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.
Examples of Forms
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 $ Expended $ Initials
1st Quarter (July 1, 2012 – September 30, 2012) 0 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
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)
TOTAL:$48,161.00 $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
(Matches AFR)
Expended Funds From Other Revenue Sources
(IDOA $ only) Expended Dist. Operations & CPP MoneyCode 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 ABOVE251General Government
RC Salaries
DO NOT USE THIS SHADED AREA
Taxes
AC Salaries
Taxes
Rent
Phone
Utilities
Office Expenses
275Environment
CPP Projects
Special Projects
SSRP Projects
Bond CPP Projects
Bond SSRP Projects
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/Annual Meetings• 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.
Board Meetings
• 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
Freedom of Information Act (FOIA)
• 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 received2. compute the date for which the period for response will expire and note that date on the written request3. maintain an electronic or paper copy of the written request until the request has been
complied with or denied4. 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.
Payroll Tax Forms
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
InsuranceNEW 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
Miscellaneous Forms
BLWR Transmittal Sheet
New Hire/Departing Employee Checklist
FINALLY……
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!
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 CPESC Education/Envirothon QuickbooksComptrollers
Report InsuranceRegion 1
John Lundquist Kara Downin
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
Region 2
Thad Eshleman Thad Eshleman Ed Weskerna Debbie Ruff - Both Ruth Anthe Ruth Anthe
Richard Howell
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
The Experts
Region Name Phone & Fax Email County Address
1 Sherry Huffstutler 309-582-5153 [email protected] Mercer 308 SE 8th Avenue
309-582-5308 Aledo, IL 61231
1 Sharon Matson 309-937-5263 [email protected] Henry 301 E. North St
309-937-2171 Cambridge, IL 61238
1 Kara Downin 309-342-5714 [email protected] Knox 233 S. Soangetaha Rd
309-342-2259 Galesburg, IL 61401
1 Shannon Pence 309-924-1167 [email protected] Henderson 323 East Main Street
309-924-1431 Stronghurst, IL 61480
2 Sondra Baker 217-935-6504 [email protected] DeWitt 5920 Revere Road
217-935-6731 Clinton, IL 61727
2 Spring Duffey 815-338-0099 [email protected] McHenry-Lake 1648 South Eastwood Drive
815-338-7731 Woodstock, IL 60098
2 Thad Eshleman 815-432-6055 [email protected] Iroquois 1001 East Grant St., Ste. A
815-432-5740 Watseka, IL 60970
2 Vicki Heath 815-433-0551 [email protected] LaSalle 1691 N. 31st Road
815-433-0665 Ottawa, IL 61350
3 Cindy Moon 309-833-1711 [email protected] McDonough 1607 West Jackson
309-837-1512 Macomb, IL 61455
3 Abbie Sperry 217-357-2180 [email protected] Hancock 110 Buchanan
217-357-3292 Carthage, IL 62321
3 Jane Brangenberg 618-576-2717 [email protected] Calhoun RR 2, Box 80
618-576-2328 Hardin, IL 62047
3 Betty Buckert 217-357-2180 [email protected] Hancock 110 Buchanan
217-357-3292 Carthage, IL 62321
4 Renee Weitekamp 217-352-3536 [email protected] Champaign 2110 W Park Ct. Ste. C
855-289-5179 Champaign, IL 61821
4 Tara Hopkins 217-465-5325 [email protected] Edgar 11757 IL Hwy 1
217-466-1130 Paris, IL 61944
4 Stephen Miller 217-442-8511 [email protected] Vermillion 1905-A U.S. Route 150
217-442-6998 Danville, IL 61832
4 Cindy Poppenhager 618-445-3615 [email protected] Edwards 90 West Pine Street
618-445-3838 Albion, IL 62806
5 Meghan Polacek 618-443-4381 [email protected] Randolph 313 W. Belmont
618-443-4699 Sparta, IL 62286
5 Keith Livesay 618-833-5666 [email protected] Union 201 Springfield Ave, Suite C
618-833-3608 Anna, IL 62906
5 Jodi Hawkins 618-993-5396 [email protected] Williamson 502 Comfort Drive, Suite C
618-993-3014 Marion, IL 62959
5 Carla Barnes 618-438-4021 [email protected] Franklin 711 North DuQuoin St.
855-283-4830 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
ISWCDEA
Contacts
