University of Illinois Extension serving Logan, Menard and Sangamon Counties
700 S. Airport Drive
Springfield, IL 62707
Hours: Monday - Friday 8 am to 4:30 pm (Closed 12 - 1 pm)
980 N. Postville Dr.
Lincoln, IL 62656
Hours: Monday - Friday 8 am to 4:30 pm (Closed 12 - 1 pm)
420 S. 7th St.
Petersburg, IL 62675
Hours: Monday & Wednesday 8:30 am - Noon and 1 pm - 4 pm (Closed 12 - 1 pm)
November, 2013 Extension Council Minutes
Thursday November 21, 2013 • 7:00 PM
This meeting has passed.
Logan, Menard, Sangamon Extension Council
November, 21, 2013
Sangamon County Office (main site) with Logan and phone-in options
The meeting was called to order by Chairman Hoerbert. Present were Adams, Ayers, Duckworth, Hoerbert, Irwin, Keeton, Oller, Peeler, Petrilli, Stambaugh, and Struebing. Abesent were Chard, Graff, Krone, and Mendenhall.
Minutes of the August 22 meeting were approved on a motion by Struebing (Adams).
There were no committee reports at this time.
Staff reports were handed out to those physically attending at the Sangamon or Logan sites and emailed to those who requested to attend by phone call-in. Comments were made on the variety of programming being offered in the unit. Highlighted were the ag literacy programs now happening in Logan County.
Fulton gave the financial report. Highlighted were income sources and how the county board match dollars worked. He also switched to a powerpoint orientation that covered additional information on finances including the In and Out Accounts and Federation accounts, the revolving account and trust account, and other information.
The orientation talked about the history including in our unit, the mission, the role of the council, staff in the unit and the funding sources paying for staff, graphs of income and expenses for the unit, how much each county contributes to the overall budget – and gets back in return, and programming in the unit. The orientation was a powerpoint shown in the Logan and Sangamon sites, but just verbally for the phone-ins.
- Staffing update- we have a new Extension Director for the State Dr. George Czapar, all SNAP-ed staff are now in place with two community workers in Sangamon County, one community worker in Logan to cover Logan and Menard, and a SNAP-ed educator housed in Sangamon County (Whitney Ajie). Carrie Winkelmann has also returned to work in the Ag Literacy program after her maternity leave. There will be some additional hiring hoops since our unit hiring register will be merged with the unit to our east starting in February.
- Audit committees – they audited the in and out and Federation accounts for each county with forms being sent to the university.
- IT and facility updates – John has met with a local company to provide cost information about converting to an owned multi-line phone system to allow for additional work stations and offices being wired, shared phone lines to reduce cost (currently with the state system everyone has to have their own line and a leased phone), and to allow for secretaries to see who is on the phone and transfer calls efficiently. The system does not work the same way it did at the State Fairgrounds since the current facility only has analog supply wiring available. Also, there is less need for individual lines with the meeting place telenet system being replaced by the internet Lync system (which we are using to simulcast tonight). We are also looking at upgrading the internet speed in the Menard Office to cable speed from the DSL in place. The parking expansion is being planned by the Airport in Sangamon also. It will coincide with a new lease in all likelihood.
- Civil Rights Compliance – there will be a review in the unit on May 14, 2014. There may be an opportunity for council members to be involved. Fulton discussed the need to actively target underserved and minority audiences as opposed to just inviting everyone in general notifications.
- The offices in our unit will be closed over the holiday period beginning December 23 and reopening on January 2. Reduced service days for the period are December 23, 27, 30, and 31, and this means staff will be taking vacation time for these days.
- Extension Council Committees and liaisons were discussed. The Extension Council is not large enough to be relevant in program planning with the different areas to cover. It was discussed to have committees or liaisons with the following emphasis and volunteers: Small Farms/Locally Grown (Tyler Ayers), Horticulture (Jackie Peeler, Steve Petrilli, Joe Stambaugh, and Jim Struebing), Youth Development and participation in the Expansion and Review process (Jeff Duckworth and Jill Keeton), Youth Metro (Jackie Peeler), and Commercial Agriculture/Hartsburg Field Operations (John Adams and Blair Hoerbert).
Future Meeting Dates: January 23, 2014; June 12, 2014, and August 21 as a possible – but may be replaced by committee/program planning activities at a different time.
The Lync type meeting was discussed. The meeting was actually offered with audio and visual at the Sangamon and Logan Office facilities with staff operating the systems at both locations. Additionally phone-in for audio only was offered for those unable to attend at a facility. Attendees at physical location sites commented on the clarity of both the audio and visual. The visual part also helped to include people equally from both sites. The phone-in attendees commented on the clarity of the audio from the Jabra units, and the fact they received audio from both sites – along with discussions that were sometimes muted out before on the old system. Those calling in were also heard very clearly. Attendees physically at an office noted the powerpoint used for orientation was very effective and clear and added a lot to the orientation. It was decided to continue to offer this format in the future pending availability of staff to run equipment at multiple locations.>