Northwest Service Cooperative

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MINUTES

NORTHWEST SERVICE COOPERATIVE

DISTRICT #928

THE ANNUAL REORGANIZATIONAL MEETING &

BOARD OF DIRECTORS MEETING

TUESDAY, JANUARY 26, 2016

 

CALL TO ORDER BY FRANK THOMPSON – 5:00 P.M.

 

ATTENDANCE

BOARDFrank Thompson, Jon Carlson, Jim DeVries, Chris Melbye, Shawn Rominski, Ann Long Voelkner, Jason Carlson, Jim Christianson and Sally Roller.

SUPERINTENDENT ADVISORS (EX-OFFICIO):  Jim Guetter. Absent: Galen Clow.

STAFF IN ATTENDANCE:  Bruce Jensen, Jaci Jorde and Toni Cox.

VISITORS:   Dan Weir

 

 

 

~~ANNUAL ORGANIZATIONAL BOARD OF DIRECTORS MEETING~~

 

APPROVE THE NWSC ELECTION RESULTS AS CERTIFIED by the Election Canvassing Board.

Motion by Jason Carlson and second by Shawn Rominski. Vote u/c

 

CALLING FOR THE NOMINATION OF THE 2016 BOARD OFFICERS

 

APPROVE FRANK THOMPSON FOR THE OFFICE OF PRESIDENT nominated by

Jim DeVries.  

 

THE NEW 2016 PRESIDING OFFICER CONDUCTED THE REMAINDER OF THE ORGANIZATIONAL AND REGULAR GOVERNING BOARD MEETING – 5:10 p.m.

 

APPROVE JIM DEVRIES FOR THE OFFICE OF VICE PRESIDENT

nominated by Jon Carlson.

 

APPROVE ANN LONG VOELKNER FOR OFFICE OF CLERK nominated by Jon Carlson.

 

APPROVE JON CARLSON FOR OFFICE OF TREASURER nominated by Ann Long Voelkner.

 

APPROVE THE 2016 ELECTION OF THE GOVERNING BOARD OFFICES OF VICE PRESIDENT, CLERK AND TREASURER.

Motion by Shawn Rominski.  Vote u/c

 

 

SETTING THE 2016 REGULAR MONTHLY MEETING DATE, LOCATION AND TIME - The meetings are scheduled for 5:00 p.m. on the fourth Tuesday of each month (no meetings in  December & July) at the NWSC Conference Room located in Thief River Falls, MN.

Motion by Jason Carlson and second by Jim DeVries. Vote u/c

 

 

 

 

 

APPROVE THE GOVERNING BOARD COMPENSATION FOR 2016 AS FOLLOWS - This compensation schedule covers attendance at the monthly board meetings, along with all committee and special meetings authorized by the Board within the NWSC Regions I & II.  (Note: The per meeting compensation will be based on round trip mileage to and from board members residence. Attendance by phone or electronic means will be at the base rate of $110.)

              0 to 25 miles              $110                              76 to 100 miles          $140

            26 to 50 miles              $120                            101 to 125 miles          $150

            51 to 75 miles              $130                            126 or greater             $160

Meetings and conferences outside of the NWSC Regions I & II will be compensated $160.00 per day.  Board and Ex-Offico members are also eligible for the current IRS mileage rates and travel expenses in addition to the per day/meeting compensation.

Motion by Jim DeVries and second by Shawn Rominski.   Vote u/c

 

 

NAMING 2016 OFFICIAL DEPOSITORIES

To hereby authorize the following as the 2016 official Northwest Service Cooperative depositories; Wells Fargo Banks NA of Thief River Falls, Mankato and Minneapolis, Minnesota and San Francisco, CA. The Minnesota School District Liquid Asset fund which includes the US Bank St. Paul, Bremer Investment Management & Trust and any other United States Banking Institution insured with FDIC coverage provided deposits do not exceed the legal limits at any time.  The Wells Fargo Banks NA are authorized to exceed these FDIC limits provided current Certificates of Collateral are on file with said institutions.   

Motion by Ann Long Voelkner and second by Chris Melbye.  Vote u/c

 

 

APPROVE NAMING THE FOLLOWING FOR THE NWSC GOVERNING BOARD COMMITTEE ASSIGNMENTS:

PERSONNEL COMMITTEE: S. Rominski/A. Voelkner/J. DeVries/C. Melbye

POLICY & BY-LAW COMMITTEE: F. Thompson/C. Melbye/S. Rominski

RISK MANAGEMENT COMMITTEE: J. Christianson/A. Voelkner/J. DeVries

PLANT & EQUIPMENT COMMITTEE: J. DeVries/Jon Carlson/Jason Carlson

PROGRAMS & SERVICE COMMITTEE J. DeVries/S. Roller/A. Voelkner

FINANCE/AUDIT & GOVERNMENTAL RELATIONS: F. Thompson/J. DeVries/Jason Carlson

AD HOC COMMITTEES {Named by the President/Chair as needed}

Motion by Shawn Rominski and second by Jon Carlson. Vote u/c   

 

 

AUTHORIZE EXECUTIVE DIRECTOR TO PERFORM FINANCIAL TRANSACTIONS ON BEHALF OF THE NWSC

BE IT RESOLVED: That the Governing Board hereby authorizes the Executive Director and Administrative Staff to cause the use of Facsimile Signatures of the officers on the NWSC agency checks after proper Governing Board authorization approving the payments of said claims or services and the authorization to invest temporary excess cash funds in interest generating investments that conform with the terms of this meeting’s financial depository authorization.

Motion by Jason Carlson and second by Shawn Rominski.  Vote u/c

 

 

 

 

 

 

 

 

 

AUTHORIZE THE EXECUTIVE DIRECTOR TO EMPLOY DAY AND SPECIALIZED LABOR AS NEEDED

BACKGROUND: Occasionally used in situations like grass mowing, a clerical or van driver substitute, etc.  To approve the Executive Director to employ occasional temporary help as needed and if within the budget limitations of this agency. 

Motion by Chris Melbye and second by Jim Christianson.  Vote u/c

 

 

AUTHORIZE THE EXECUTIVE DIRECTOR AND THE FISCAL AUDITOR to make year-end transfers to eliminate any operating fund deficiencies

BACKGROUND: The General Fund is currently responsible for all NWSC funds and any transfers would be temporary (due to and due from) until formally approved by the board.

Motion by Jon Carlson and second by Shawn Rominski. Vote u/c

 

 

AUTHORIZE ANN LONG VOELKNER AND JON CARLSON TO REPRESENT THE NWSC on the Minnesota Service Cooperatives (MSC) Governing Board for 2016.

There are two meetings per year, held at the MSC and MSBA annual conferences.

Motion by Jason Carlson and second by Chris Melbye.  Vote u/c

 

 

APPROVE THE THIEF RIVER FALLS TIMES AS THE OFFICIAL NEWSPAPER for the NWSC bid notices and include all legal publications as required by MN Statute.

Motion by Jim DeVries and second by Shawn Rominski.  Vote u/c

 

 

 

END OF THE ANNUAL ORGANIZATIONAL PORTION OF THIS MEETING

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MINUTES

NORTHWEST SERVICE COOPERATIVE

DISTRICT #928

BOARD OF DIRECTORS MEETING

TUESDAY, JANUARY 26, 2016

 

 

CALL TO ORDER BY FRANK THOMPSON

 

ACTION ITEMS:

 

APPROVE THE AGENDA.

Motion by Ann Long Voelkner and second by Jim DeVries to adopt the agenda.

Vote u/c

 

APPROVE THE NOVEMBER 24, 2015 BOARD MEETING MINUTES as reviewed and presented at the meeting.

Motion by Jim DeVries and second by Jason Carlson.  Vote u/c

 

APPROVE THE NOVEMBER 19, 2015 through JANUARY 20, 2016  REGULAR BILLS in the amount of $244,865.60.

Motion by Jim DeVries and second by Shawn Rominski.  Vote u/c

 

 

Presentation from Dan Weir, Insurance/Risk Management Consultant.

 

 

APPROVE F.Y. 2015 AUDIT.

Motion by Jason Carlson and second by Jim DeVries. Vote u/c

 

APPROVE F.Y. 2016 COOPERATIVE PURCHASING CONNECTION CONTRACTS.

Motion by Ann Long Voelkner and second by Shawn Rominski. Vote u/c

 

APPROVE THE PAY EQUITY IMLEMENTATION REPORT dated December 31, 2015.

Motion by Chris Melbye and second by Jim DeVries. Vote u/c

 

APPROVE SCHOOL POOL REINSURANCE FEES.

Motion by Jim DeVries and second by Jason Carlson.  Vote u/c

 

 

 

 

ITEMS FOR INFORMATION:

 

§  Finance/Budget report was presented by the Business Manager

§  HLC Update

§  Discussed Genie Newville’s contract

§  NWSC information and updates from the Director

 

Adjourned.

 

 

 

RESPECTFULLY SUBMITTED:                        APPROVED BY:__________________

                                                                                    ______President

____________________________                            ______Vice President

Clerk                                                                           ______Treasurer

NW Service Cooperative – District #928

Date:__________________                           Date:____________________

 

 

 

 

Next Meeting:   February 23, 2016

Last Modified on Monday at 1:06 PM