I. MONTHLY BOARD MEETING INFORMATION

A. AGENDA:

Provide our members with information to increase profitability, quality of life, and to serve as an advocate on agricultural issues.

Montgomery County Farm Bureau

Board of Directors Meeting

Tuesday

March 28, 2017

8:00 p.m.

Call Meeting to Order-

Pledge of Allegiance-

Announcements: 1. Anyone going to have anything that will need to be brought up later in meeting?

Introduction: Gene Boehler

GUEST- 1. Todd Knodle- 4-H Livestock 2. . Katie Wilson—WSMI Radio

Minutes of Previous Meeting–

Treasurer Report-

M & M Service Report-

Insurance Report-

Young Leaders-

Prime Timers- 1. No Meetings until April

Women’s Committee- 1. Letter to the Editor, and ads in paper

AITC-

Foundation-4 schola

Membership Committee-

Building Committee- 1. New tile floor washed and waxed 2. LED Light replacement

Natural Resources-

CEO-

Olde Tyme Tractor Show- n/a

Manager’s Report-

Membership—“MM” member—February $31.504 “A” member is still -$20

Old Business:

GALC—Governmental Affairs Leadership Conference
Breakfast Meeting with County Board & Legislators—March 14—
Leaders to Washington—Heath
Job Fair with LLCC

Unfinished Business:

Dynaminic Director Meeting Date—Bring your caldendar so we can set a date
June-July or August regular board meeting day
1:00 p.m. to 8:00 p.m.
Supper served at 6:00 p.m.

New Business:

PM Membership Approval—needs to pass by 2/3 vote or 12 votes
100^th Ideas — ice cream social — pork patty appreciation
MCED—Montgermery County Economic Developent Annual meeting—April 13
MCED Dues–$1,500
FSA List Update on Potential New Members

Any further business?

Next Meeting: April 25, Starting at 8:00 p.m.

Adjourn

Birthdays:

Lynn and Dennis

Dates to Remember:

March 28………………….Regular Board Meeting

April 5…………………….Managers Meeting—IN OUR BUILDING

April 10-11……………….FFA Youth Conference—Embassy Suites, East Peoria

April 11……………………County Board Meeting

April 19……………………Prime Timers

April 25……………………Regular Board Meeting

AFBF Annual Convention Dates
1. January 7-10, 2018 Nashville, TN
2. January 13-16, 2019 New Orleans, LA
3. January 19-22, 2020 Austin, TX
IAA Annual Meeting Dates
1. December 2-5, 2017 Palmer House, Chicago
2. December 1-4, 2018 Palmer House, Chicago
3. December 7-10, 2019 Palmer House, Chicago
4. December 5-8, 2020 Palmer House, Chicago

The Powers That Be:
President Donald J. Trump The White House 1600 Pennsylvania Ave. NW Washington, DC 20500		Governor Bruce Rauner Office of the Governor 207 State House Springfield, Illinois 62706 Phone:217-782-0244
US Senator Dick Durbin 525 So. 8th Street Springfield, Illinois 62703 Phone: 217-492-4062		Senator Andy Manar 103 W. Main Street Staunton, Illinois 62088 Springfield Office 217-782-0228
US Senator Tammy Duckworth G12 Dirksen Senate Office Building Washington, DC 20510 Phone: 202-224-2854		Representative Avery Bourne 324 A N. State Street Litchfield, Illinois 62056 Phone: 217-324-5200 Fax: 217-324-5201
Congressman Rodney Davis 2004 Fox Drive Taylorville, Illinois 62568 Phone: 217-824-5117

B. PAST MINUTES:

MARCH

MONTGOMERY COUNTY FARM BUREAU

The REGULAR meeting of the Board of Directors of Montgomery County Farm Bureau was called to order by President Jay Niemann at 8:03 p.m. in the Montgomery County Farm Bureau Board Room on Tuesday, March 28, 2017.

DIRECTORS PRESENT WERE: Adam Anderson, Lynn Black, Gene Boehler, Kevin DeVries, Tracy Dressler, Thomas Elmore, Kenneth Folkerts, Garrett Fuchs, K. Justin German, Dennis Hand, Tyler Helgen, Heath Houck, Mark Knodle, Carl Marten, Jay Niemann, Randy Singler, Brad Young.

DIRECTORS ABSENT WERE:

MANAGER PRESENT: J. Robert (BOB) Lentz

GUESTS PRESENT: Todd Knodle- 4-H Livestock show

Katie Wilson- WSMI forum broadcaster

THE PLEDGE to the flag was led by Joseph Pope.

It was regularly moved by: Joseph Pope and seconded by: Garrett Fuchs to approve the minutes from the previous meeting as amended. Motion Carried.

Minutes were amended as follows: Pledge led by Adam Anderson (spelling) and it was regularly moved by Kenny Folkerts and seconded by Garrett Fuchs: to allow PM members to sit on the board. Motion Failed.

It was regularly moved by Kenny Folkerts, and seconded by Lynn Black to approve the treasurer’s report and to file for audit. Motion Carried

J.R. Early, Manager for Country, was not present and did not send report.

Jay Niemann gave a report on the Building Committee

Heath Houck gave a report on the Young Leaders.

Heath Houck gave a report on the MCFB Foundation

It was regularly moved by: Adam Anderson and seconded by: Heath Houck to accept the Manager’s Report and New Members as given. Motion carried

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It was regularly moved by: Adam Anderson and seconded by: Lynn Black to strike the word farm from Article III Section 2 line 51 of the bylaws. Motion Carried.

It was regularly moved by: Heath Houck and seconded by Adam Anderson to approve the revised bylaws. Motion Carried

It was regularly moved by: Mark Knodle and seconded by Justin German to oppose the change in weight limits on County Roads. Motion Carried.

It was regularly moved by Adam Anderson, and seconded by Garrett Fuchs to adjourn the meeting. Motion Carried.

There being no further business to transact, the Regular meeting of the board of directors was adjourned at 9:41 p.m.

Carl Marten

C. HANDOUTS:

D. PRESIDENT’S THOUGHTS:

MARCH 2017

Good afternoon, well it won’t be long now and the tractors, tillage and planters are going to be out in full force. Don’t forget to take a break once in a while to slow down, catch your breath and relieve some of the stress that goes along with this time of year. It will all get done in due time, but here I am preaching to the choir. Just be careful out there, one accident can really set a person back. Safety first.

Thank you all for showing up for our breakfast with the legislators, county board members, mayors and other guests that were present as well as going over to the courthouse for their board meeting, it reflects the good working relationship we all have in this county, I have heard good reviews from several people that were there and they really enjoyed the opportunity to visit and get acquainted.
On Tuesday night during our meeting, we will discuss setting a date for doing our Dynamic Director program. We would like to have this program on an afternoon before our regular meeting, possibly on June 27, July 25, or August 22. Please look at your calendars prior to our meeting this Tuesday so we can set a date that will work for everyone on the board. We will provide supper and after the program, we will have our regular monthly meeting. By participating in the Dynamic Director Program, you will earn a 10-dollar monthly increase in your per diem throughout your term(s) as a director on the board.

Other items we need to discuss are member relations pertaining to our centennial celebration. Do we want to host an ice cream social evening for our members and if so when. Do we want to cook out pork patties in front of our building and do a drive thru benefit for our members as they do down the street at the bank and have it free for our members showing their membership card and otherwise charging for other guests?

I am looking forward to the discussions,

Jay Niemann, President MCFB

E. MANAGER’S COMMENTS:

MARCH 2017

Manager’s Page Montgomery County Farm Bureau March 20, 2017

Good Morning:

What a busy first part of the month.

Thanks to Denny Held and his crew for getting the new carpet and tile laid before our breakfast meeting with the county board, mayors and legislators.
The tile floor was washed and waxed over the weekend of the 18^th.
Thanks to all the directors for coming to the Breakfast Meeting and the going over to the county board meeting for a while. It just helps with a working relation with the county. From what several of the mayors told me, they were glad to be invited to attend and were looking forward to it again next year
We were sorry the legislators had to go so soon to get up to Springfield. They sure were looking forward to go clay bird shooting.
The job fair we held on Friday March 17^th seen to go over fairly well. We had 38 people come through that afternoon. All the participating companies were please and glad to come and set up a booth.

My presentation at Governmental Affairs Leadership Conference went a lot better than I thought. I couldn’t believe a 100 people in the state would be interested in county township consolidation. A lot of good questions were asked. It was standing room only in my breakout session.

We were short on our scholarship applicants this year. We only had four students apply, two from college and two from high school. For being advertised in the paper for two months, emails to the principals of the high schools, guidance counselors and high school FFA Advisors it’s pretty disappointing more students didn’t apply. The judges will meet March 30^th and judge the applications.

Thanks to Kenny for helping set up chairs and rearranging tables for the job fair. We used 18 tables.

2 students from Nokomis, 2 students from Raymond and one from Hillsboro are going to the FFA and FB Acquaintance Day Program in East Peoria. Claire Geiger FFA Advisor from Nokomis is going as a chaperone.

When you respond to a text from us, please sign your name. If you don’t, we have to go through and find your telephone number to see who replied. Since we send the text out in an email format if you reply, you are relying to my email account; it doesn’t show your name as when you rely to a cellphone. So Please just let us know who is relying!

Don’t forget the meeting starts at 8:00 p.m. this month.

Bob

II. BY-LAWS

MONTGOMERY COUNTY FARM BUREAU BYLAWS

ARTICLE I

This corporation is organized and exists under and by virtue of the “General Not For Profit Corporation Act” of the State of Illinois.

The geographical area to be served by this Farm Bureau shall be Montgomery County, Illinois. The principal office of this Farm Bureau shall be located in the City of Hillsboro, County of Montgomery, State of Illinois. This Farm Bureau may have such other offices within the geographical area served by this Farm Bureau as the business of this Farm Bureau may from time to time require.

The registered office of this Farm Bureau required by the “General Not For Profit Corporation Act” to be maintained in the State of Illinois may be, but need not be, identical with the principal office and the address of the registered office may be changed from time to time by the Board of Directors.

ARTICLE II

Members – Meetings

Section 1. Member Qualifications: (a) Voting Members. Persons eligible for voting membership in this Farm Bureau shall (1) have a substantial financial interest in the production of agricultural products and be engaged in the production of agricultural products as an owner or operator or be a full-time on farm employee of such owner or operator, or (2) be a natural person employed in an agriculture-related occupation. Persons meeting the qualifications for voting membership above in (1) shall only be eligible for voting membership, except that a full-time on-farm employee of an owner or operator is eligible, at his or her election, for either a voting membership or a non-voting associate membership. Persons meeting the qualifications for voting membership above in (2), but not meeting the qualifications for voting membership in (1), will be eligible, at their election, for either a voting membership or a non-voting associate membership. Persons meeting the qualifications for voting membership in (1) will be referred to as Regular Voting Members. Persons meeting the qualifications for voting membership in (2), and who elect voting membership, will be referred to as Professional Voting Members. Unless otherwise specified, the terms “voting member” and “voting membership” will be used to refer to both Regular Voting Members and Professional Voting Members.

Persons meeting the above criteria and accepting the obligations of voting membership, and upon acceptance by this Farm Bureau and the Illinois Agricultural Association, shall be voting members with all the rights and privileges of voting membership, except partnerships, corporations, trusts, and other business entities or their representatives shall 1) not be eligible for Professional Voting Membership, and 2) will not be eligible to hold office or to vote at meetings of members or on any issues submitted to members for their approval. Provided also that the right to vote or hold office of any member of the voting member class shall be suspended during any period in which he or she is deriving income, other than on an occasional basis, as an employee, agent or independent contractor from this Farm Bureau or the Illinois Agricultural Association. The right to vote of any member of the voting member class will be suspended during any period in which he/she is a regular full-time employee, agent, or independent contractor of any company controlled by the Illinois Agricultural Association.

Persons who have been Regular Voting Members for at least the ten (10) years immediately prior to ceasing to be actively engaged in the production of agricultural products and who are not otherwise gainfully employed to the extent that maximum Social Security benefits are reduced, may continue their voting membership provided they have demonstrated by the length and quality of their service in Farm Bureau and continue to demonstrate their belief in and support of the objectives and purposes of this Farm Bureau and Illinois Agricultural Association.

(b) Non-Voting Associate Members. Persons, organizations, and businesses who do not qualify as Regular Voting Members and who believe in Farm Bureau as an organization through which farm people and others can think, act, and work together and cooperate to strengthen agriculture’s role and influence as a vital part of a strong and prosperous economy in a free America, and who have an interest in bettering the conditions of those engaged in agriculture, improving the grade of agricultural products and developing a higher degree of efficiency in producing agricultural products shall be eligible for non-voting associate membership in this Farm Bureau. Persons meeting the above criteria and accepting the obligations of non-voting associate membership, and upon acceptance by this Farm Bureau and the Illinois Agricultural Association, shall be non-voting associate members with such rights and privileges as may be provided by law, but without the right to vote or hold office.

(c) Policy Resolutions. Any policy resolution on membership duly adopted by the delegate body at any annual meeting of the Illinois Agricultural Association shall be applicable to membership in this Farm Bureau.

Section 2. Relations with IAA. This Farm Bureau shall enter into an agreement with the Illinois Agricultural Association for the purpose of coordinating the activities of their respective officers and personnel to the end that sound and effective national and state legislation may be adopted and administered; that proper and satisfactory public relations may be established and maintained; that needed services may be developed and sustained; that cooperative marketing and distribution may be fostered and that proper information in respect to all such activities may be made available to members, government agencies and others.

This Farm Bureau shall unite with the Illinois Agricultural Association in a joint membership arrangement for its members wherein each member of this Farm Bureau shall become a member in the Illinois Agricultural Association with all the obligations attaching thereto and with all the rights and privileges of membership therein. During the existence of any such joint membership arrangement, this Farm Bureau shall not admit to membership any person who is not mutually satisfactory to the Illinois Agricultural Association nor any person who is not or does not concurrently become a member of the Illinois Agricultural Association.

Section 3. Dues Under any joint membership arrangement entered into between the Illinois Agricultural Association and this Farm Bureau, cooperating with such Association, the annual dues in this Farm Bureau and the Illinois Agricultural Association shall be payable in advance in accordance with the provisions of Policy Resolution No. 1 (Membership in Good Standing). The annual dues for voting members of this Farm Bureau (including the dues of the Illinois Agricultural Association for voting members, which are currently Twenty-one dollars ($21.00)) shall be Forty-Two dollars ($42.00), payable in advance. A voting member who joins this Farm Bureau at any time during a Membership Year is entitled to a pro rata reduction of his first year annual dues based on the time such person becomes a member of this Farm Bureau. The annual dues in this Farm Bureau for non-voting associate members (including the dues of the Illinois Agricultural Association for non-voting associate members, which are currently $10.00)) shall be Twenty dollars ($20.00), payable in advance. There shall be a reinstatement fee of $10.00 (ten dollars) in addition to the full year’s dues for reinstatement of all memberships that have been cancelled.

Section 4. Membership in Good Standing. A member of this Farm Bureau shall be deemed in good standing if his membership is free from dues delinquency and not otherwise terminated, cancelled or in default as of the date on which the question of membership in good standing is determined. Membership shall be deemed free from dues delinquency if the annual dues have been paid in cash not later than thirty-one (31) days after the beginning of a member’s membership year. The annual dues of a new member must be paid in cash at the time he becomes a member. Any definition of membership in good standing adopted by the delegate body of the Illinois Agricultural Association shall be part of the definition of membership in good standing in this Farm Bureau. In case of conflict, the definition of the Illinois Agricultural Association shall control over any definition of membership in good standing adopted by this Farm Bureau. The statements relating to membership in good standing set forth in this Section shall also apply where the matter of membership in good standing in this Farm Bureau is the basis for fixing a right to or a privilege of membership in any associated, affiliated or subsidiary organization of this Farm Bureau. Upon the written request of an associated, affiliated or subsidiary organization of this Farm Bureau for a list of the members of this Farm Bureau in good standing, which request specifically states that the list is being requested for the organization’s own use, the secretary of this Farm Bureau shall certify to the organization making such request a list of this Farm Bureau’s members in good standing.

Section 5. Meetings. Membership meetings may be held at any place in the geographical area served by this Farm Bureau. The date and place of such meetings shall be selected by the Board of Directors. Special meetings of members may be called by the President or by two-thirds vote of the duly elected Board of Directors, and shall be called by the President upon written request signed by one-twentieth of the voting members.

Section 6. Notice of Members’ Meetings. Written or printed notice (which includes a printed notice appearing in the official publication of this Farm Bureau) stating the place, day and hour of the meeting and, in case of a special meeting, the purpose or purposes for which the meeting is called, shall be delivered not less than ten nor more than forty days before the date of the meeting, either personally or by mail, by or at the direction of the officers or persons calling the meeting, to each member entitled to vote at such meeting. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail addressed to the member at his address as it appears on the records of the corporation with postage thereon prepaid.

Section 7. Voting. Voting members of this Farm Bureau in good standing shall be entitled to take part and vote in person or by proxy at any regular or special meeting of members. Each voting member shall have one vote.

Section 8. Privileges of the Floor. Voting members and associate members of this Farm Bureau in good standing shall be entitled to the privileges of the floor at any regular or special meeting of members, subject always to the rules governing the meeting.

Section 9. Quorum. Five (5) percent of the voting members of this Farm Bureau in good standing shall constitute a quorum for the transaction of any and all business at any annual or special meeting, and the favorable vote of a majority of the voting members present in quorum shall be necessary for the determination of any matter. If less than five (5) percent of the voting members in good standing are present at any annual or special meeting of members, a majority of the voting members present may adjourn the meeting to a later date. Notice of the adjourned meeting shall be given to all members entitled to vote in the manner provided in Section 6 of this Article II.

Section 10. Presiding Officer. The President, if present, shall preside at all meetings of the members of this Farm Bureau. In the absence of the President, the next officer in due order who may be present at a meeting of the members shall preside and for such purpose the order of officers shall be as follows: President, Vice President, Treasurer and Secretary.

Section 11. Local Organizations. The Board of Directors may form township or community committees to strengthen the work of this Farm Bureau and for other purposes consistent with the purposes and objectives of this Farm Bureau. Such committees may elect officers and adopt those rules and regulations necessary to the conduct of their meetings. Such committees shall report the actions of their meetings to the Board of Directors.

Section 12. Nomination and Election of Unit Directors. At least thirty days prior to the annual meeting in each year, the President shall appoint a nominating committee of not less than five (5) nor more than nine (9) members. The persons appointed to serve on this committee must be residents of the townships that are to elect directors. The persons appointed to the nominating committee shall be approved by the Board of Directors of the Farm Bureau. The nominating committee shall meet and shall nominate person(s) for election to the Board of Directors from the township in which a director is to be elected. A ballot with the name(s) of the person(s) nominated from each of the respective townships shall be mailed to the voting members of the Farm Bureau in the respective township at least ten days prior to the date of the annual meeting. Members may write in the name and vote for a person other than the person(s) nominated by the nominating committee. The ballots of the members in the respective townships shall be returned to the nominating committee and canvassed. The person receiving the highest number of votes in each township shall be elected to the Board of Directors from the respective township.

Section 13. Election of IAA Delegates. In connection with the annual meeting of this Farm Bureau, one or more delegates shall be elected from and by the voting members in good standing to represent the members of the Illinois Agricultural Association within the geographical area served by this Farm Bureau. The voting members at an annual meeting may vote to allow the Board of Directors of this Farm Bureau to elect the Illinois Agricultural Association delegates. The number, qualifications, term of office, powers, duties and voting rights of such delegates shall conform to the Bylaws of the Illinois Agricultural Association.

ARTICLE III

Board of Directors

Section 1. Number and Authority. The business and property of this Farm Bureau shall be managed and controlled by a Board of Directors consisting of eighteen members. Directors shall hold office for a term of four terms consisting of three years per term and until their successors are elected and qualified. No director who has served for twelve (12) consecutive years is eligible for re-election until at least one (1) 3-year term has intervened.

Section 2. Qualifications. Each member of the Board of Directors must meet the following qualifications: (A) Must be a resident regular member in good standing of the township from which he is elected to serve and may not hold a membership with any other farm organization that conflicts with the ideas and policies of Farm Bureau. (B) Should be willing and able to devote sufficient time to assist in developing an active Farm Bureau program through participation by the members in the township or precinct. (C) Should believe in and support the principles of Farm Bureau and its affiliates. (D) Should be willing to support the decision of the majority of the board of directors regardless of personal feelings. (E) Should be willing to defend Farm Bureau and its policies among friend or foe. (F) Be willing to enter every meeting with an open mind. (G) Be willing to vote on the facts and reliable information and not line up with a clique or faction if one develops. (H) Should be determined to keep the organization financially sound. (I) Be morally qualified to represent the membership.

Section 3. Meetings. The Board of Directors shall meet as soon as practicable after the annual meeting of this Farm Bureau to elect the officers of this association and to transact any other business that may properly come before the meeting. The Board shall meet in regular session as often as may be necessary to properly conduct the business of this Farm Bureau. The regular meetings of the Board shall be held on such day and at such time and place as may be fixed by a majority of all members of the Board of Directors. Special meetings of the Board may be called by the President. Special meetings of the Board shall be called by the Secretary upon request in writing signed by one-third (1/3) of the entire number of directors. Notice of meetings shall be given in such manner as a majority of all members of the Board of Directors may determine. Attendance at any meeting shall constitute waiver of notice thereof. All meetings of the Board of Directors shall be held within the geographical area served by this Farm Bureau unless a majority of the members of the Board of Directors votes to meet outside such area.

Section 4. Quorum. A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business. If less than a majority of the members of the Board are present at any meeting, a majority of the directors present may adjourn the meeting to a later date. Notice of the adjourned meeting shall be given to all members of the Board in the same manner as notice of the original meeting was given.

Section 5. Failure to Attend Meetings. Continued failure on the part of a director to attend regular or special meetings of the Board of Directors may in and of itself be deemed sufficient cause for the members to remove such director from office and to declare the vacancy. Such action by the Board shall be by the vote of three-fourths (3/4) of the entire number of directors.

Section 6. Vacancy. In the event of any vacancy on the Board of Directors, the remaining directors, though less than a quorum, may elect a successor director to fill such vacancy. The successor director shall have the qualifications herein prescribed for directors and shall hold office for the unexpired portion of the term of the director whom the successor director replaces.

Section 7. Cooperation with Others. The Board of Directors shall have the authority to and may cooperate with governmental bodies, other agricultural organizations and others on matters of concern to the members of this Farm Bureau.

ARTICLE IV

Executive Committee

Section 1. Appointment. The Board of Directors may provide for an Executive Committee of five (5) members, which shall include the officers (President, Vice President, Secretary, and Treasurer) of this Farm Bureau with the remaining member of the Executive Committee appointed by the Board of Directors from its members. The members of the Executive Committee, other than the President and Secretary, shall serve upon such committee for one year or until the appointment of and acceptance of such appointment by their duly qualified successors. The President and Secretary shall serve on the Executive Committee during their terms of office. Any member of the Executive Committee, other than the President and Secretary, may be removed at any time by a two-thirds (2/3) vote of the entire number of Directors. The Board may fill all vacancies on the Executive Committee.

Section 2. Authority. The Executive Committee shall exercise those powers delegated to it by the Board of Directors and shall report its actions at each meeting of the Board. Full minutes of all meetings of the Executive Committee shall be kept and submitted to the Board of Directors.

Section 3. Quorum and Procedure. Subject to any regulations prescribed by the Board of Directors, the Executive Committee shall fix its own rules of procedure. A majority of the members of the Executive Committee shall constitute a quorum for the transaction of business. If less than a majority of the members of the Executive Committee are present at any meeting, a majority of the members present may adjourn the meeting to a later date. Notice of the adjourned meeting shall be given to all members of the Executive Committee in the same manner as notice of the original meeting was given.

ARTICLE V

Officers

Section 1. Principal Officers. The principal officers of this Farm Bureau shall be President, Vice President, Secretary and Treasurer. The principal officers shall be elected annually by the Board of Directors from within the membership of the Board.

Section 2. President. The President shall be the chief executive officer of this Farm Bureau. He shall preside at all meetings of members and at all meetings of the Board of Directors and of the Executive Committee. He shall have general charge of the business of this Farm Bureau, subject to the control of the Board of Directors and Executive Committee.

Section 3. Vice-President. The Vice-President shall, in the absence of the President or in the event of his inability or refusal to act, exercise the powers and perform the duties of the President; otherwise, he shall have such powers and perform such duties as may be assigned to him by the President, by the Board of Directors or by the Executive Committee.

Section 4. Secretary. The Secretary shall: (a) keep minutes of the meetings of members, the Board of Directors and the Executive Committee in a book or books kept for that purpose; (b) be custodian of the corporate records and of the seal of the corporation; (c) attend to the giving of all notices required to be given; (d) in general, perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to him by the President, by the Board of Directors or by the Executive Committee.

Section 5. Treasurer. The Treasurer shall give a bond for the faithful discharge of his duties in such sum and with such surety or sureties as the Board of Directors shall determine and with the premium of such bond paid by this Farm Bureau. He shall: (a) keep a full and accurate account of receipts and disbursements of this Farm Bureau and deposit all money, checks and other obligations to the credit of this Farm Bureau in such depository or depositories as may be designated by the Board of Directors or the Executive Committee; (b) disburse the funds of this Farm Bureau as ordered by the Board of Directors or the Executive Committee; (c) make a complete annual statement before each annual meeting of this Farm Bureau, which statement shall be verified by a qualified auditor to be selected by the Board of Directors; (d) keep an accurate account of all real and personal property owned by this Farm Bureau; (e) in general, perform all the duties incident to the office of Treasurer and such other duties as from time to time may be assigned to him by the President, by the Board of Directors or by the Executive Committee.

Section 6. Other Officers and Agents. The Board of Directors may create such other offices, elect such other officers or assistant officers and appoint such agents as it may deem necessary. Such officers, assistant officers and agents shall hold office at the pleasure of the Board, and they shall have authority to perform such duties as from time to time may be prescribed by the Board of Directors, the Executive Committee and the principal officers.

Section 7. Removal of Officers. Any officer of this Farm Bureau may be removed at any time by a two-thirds vote of the entire number of directors.

Section 8. Vacancy. In the event of a vacancy in any office, the Board of Directors may elect a successor officer to fill such vacancy. A successor principal officer shall have the qualifications herein prescribed for principal officers and shall hold office for the unexpired portion of the term the principal officer replaces.

ARTICLE VI

Finance and Distribution of Assets

Section 1. Investments of Surplus Funds. Investments of surplus funds of this Farm Bureau, over and above the cash requirements of its operations, may be made by the Treasurer on its behalf and in its name, in United States Treasury bonds and United States Treasury certificates and notes. Investments in stock and evidences of indebtedness of other corporations or associations whose activities will directly or indirectly promote agriculture or the interests of those engaged in agriculture may be made only with the consent of the Board of Directors. Other investments of surplus funds, within the limitations of law, may be authorized from time to time by the Board of Directors.

Section 2. Borrowing Funds. The Board of Directors may, without the consent of the voting members, borrow in the aggregate up to $10,000.00 for working capital on a short term (one year or less) unsecured basis. The Board of Directors may, with the consent of the voting members, borrow money to be used solely for the purpose of this Farm Bureau and may pledge this Farm Bureau’s property therefore.

Section 3. Distribution of Assets. No distribution of the property of this Farm Bureau shall be made until all debts are fully paid and then only upon the final dissolution of this Farm Bureau. Such distribution shall only be made to one or more domestic corporations, societies or organizations engaged in activities substantially similar to those of this corporation pursuant to a plan of distribution adopted as provided in the Illinois General Not For Profit Corporation Act. Such domestic corporations, societies or organizations engaged in activities substantially similar to those of this Farm Bureau shall be qualified for exemption under Section 501(c)(5) of the Internal Revenue Code of 1986, as amended. No distribution shall be made without the consent of two-thirds of the voting members of this Farm Bureau. None of the foregoing shall operate to prevent this Farm Bureau from receiving and distributing or disbursing any fund or funds.

ARTICLE VII

Sundry Provisions

Section 1. Fiscal Year. The fiscal year of this Farm Bureau shall begin on the first day of September in each year and terminate on the last day of August in each year.

Section 2. Order of Business. The order of business at all meetings, insofar as possible, shall be as follows:

(a) Reading of Notice

(b) Determining quorum

(d) Reading and disposal of any unapproved minutes

(e) Reports of officers and committees

(f) Unfinished business

(g) New business

(h) Appointment of tellers

(i) Election of directors

(j) Adjournment

Section 3. Corporate Seal. The Board of Directors shall provide a corporate seal which shall consist of two concentric circles between which circles shall be the name of the Farm Bureau and in the center of which seal shall be inscribed “Corporate Seal”.

Section 4. Committees. The President, with the advice and approval of the Board of Directors, shall appoint all standing and special committees. The President shall appoint all committees required in connection with any meeting of members.

Section 5. Contributions. At the discretion of the Board of Directors, this Farm Bureau may receive voluntary contributions in support of its program of work and activities and for special purposes.

Section 6. Remuneration. Members of the Board of Directors and the Executive Committee and principal officers of this Farm Bureau shall serve without remuneration, as such, but the Board of Directors may provide that such persons be reimbursed for their actual expenses incurred on Farm Bureau business, that such persons receive a per diem payment when engaged on Farm Bureau business, or that such persons receive a stated amount in lieu of expenses.

Section 7. Informal Action. Any action required by the General Not For Profit Corporation Act to be taken at a meeting of the members or directors of this Farm Bureau, or any other action which may be taken at a meeting of the members or directors may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the members entitled to vote with respect to the subject matter thereof, or all the directors, as the case may be. Such consent shall have the same force and effect as a unanimous vote, and may be stated as such in any articles or documents filed with the Secretary of State under the General Not For Profit Corporation Act.

Section 8. Indemnification. This Farm Bureau shall indemnify any and all of its directors or officers or former directors or officers or any person who may have served at its request or by its election as a director or officer of another corporation against expenses actually and necessarily incurred by them in connection with the defense or settlement of any action, suit or proceeding in which they, or any of them, are made parties, or a party, by reason of being or having been directors or a director or officer of this Farm Bureau, or of such other corporation, except in relation to matters as to which any such director or officer or former director or officer or person shall be adjudged in such action, suit or proceeding to be liable for willful misconduct in the performance of duty and to such matters as shall be settled by agreement predicated on the existence of such liability. This Farm Bureau may purchase and maintain insurance on behalf of any and all of its directors or officers or former directors or officers, or any person who has served at its request or by its election as a director or officer of another corporation against any liability, or settlement based on asserted liability, incurred by them by reason of being or having been directors or a director or officer of the corporation, or of such other corporation, whether or not the corporation would have the power to indemnify them against such liability or settlement under the provisions of this section.

ARTICLE VIII

Amendment of Bylaws

These Bylaws may be amended, repealed or altered at any regular meeting of the members of this Farm Bureau or at any special meeting of such members by the affirmative vote of a majority of the voting members in good standing present at such meeting. Also, these Bylaws may be amended, repealed or altered, in whole or in part, at any regular or special meeting of the Board of Directors of this Farm Bureau by the affirmative vote of two-thirds (2/3) of the entire number of directors, due notice of such meeting having first been given.

III. OPERATIONAL/PROCEDURAL MANUAL

MONTGOMERY COUNTY FARM BUREAU

BOARD OF DIRECTORS

HANDBOOK

APPROVED BY THE

MONTGOMERY COUNTY FARM BUREAU BOARD

Updated February 2017

BOARD HANDBOOK – INDEX OF INFORMATION

MONTGOMERY COUNTY FARM BUREAU

BOARD MEMBERS & SPOUSE, ADDRESS AND PHONE NUMBER

COUNTY FARM BUREAU STAFF & SPOUSE, ADDRESS AND PHONE NUMBER

BOARD OF DIRECTORS

DATE AND TIME OF BOARD MEETING

QUORUM

FOUNDATION INFORMATION

COMMITTEES

IAA DISTRICT 14

IAA ANNUAL MEETING

AFBF

COUNTY DIRECTORS AREA

12 . MAP OF IAA DIRECTOR DISTRICTS

MAP OF REGIONA

DISASTER RECOVERY PLAN

Board Members and Spouse – Address, Home Phone #, Work Phone #, Fax #, E-mail address

County Farm Bureau Staff and Spouse – Addresses and Phone Numbers.

Robert Lentz

16370 Old Cemetery Trail

Coffeen, Illinois 62017

217-534-6784 home

217-825-5698 cell

Julie Mathenia

Peggy Young (David)

Young Lane

Coffeen, IL 62017

534-2442 home
3. BOARD OF DIRECTORS – Our Board consists of nineteen (19) members. All nineteen (19)

members are unit directors elected at the Montgomery County Farm Bureau Annual Meeting.

The President, Vice President, Secretary, and Treasurer, are elected by the Montgomery

County Farm Bureau Board at the first regular Board Meeting following the IAA

Annual Meeting. If a township is left vacant, the board may appoint a director to represent the

vacancy.

DATE AND TIME OF BOARD MEETING – Regular Board Meetings are held the evening of the Fourth Tuesday of each month. Occasionally, the date will be changed by approval of the Board if circumstances dictate. You will be notified by letter for each meeting.

QUORUM – Our Bylaws state a simple majority is required to have a quorum.

FOUNDATION INFORMATION – The main functions of the Montgomery County Farm Bureau Foundation will be to encourage and fund agricultural-related education and research, to sponsor and fund seminars regarding agricultural-related subjects and leadership skills in the field of agriculture and to provide scholarships for individuals studying agriculture and related fields.

COMMITTEES – Board members are expected to serve on various committees of the County Farm Bureau. Committee meetings are occasionally held throughout the year. Our standing committees carry on from year to year, while time-and-need committees are formed on an as needed basis. The chairman and committee members are appointed by the County Farm Bureau President and approved by the Board. All actions of all committees are subject to approval by the Montgomery County Farm Bureau Board. The purpose of each of the standing committees is as follows:

EXECUTIVE COMMITTEE – The Executive Committee meets on a time-and-need basis, usually by the direction of the President to deal with issues that affect the County Farm Bureau. This Committee considers and gives counsel to the Board on such issues as By-Law changes, property and other areas of sensitivity to the County Farm Bureau.

LOCAL AFFAIRS COMMITTEE – This committee is involved with local issues that affect members in the county, i.e. taxes, roads, zoning, planning, landfills, and any other issue that may become a local concern. The Local Affairs Committee works with the Montgomery County Board.

MARKETING COMMITTEE – The Marketing Committee is concerned with markets within the county and carry out programs on a local level on a time-and-need basis.

MEMBERSHIP COMMITTEE – The Membership Committee is responsible for maintaining and increasing Farm Bureau membership in the county. The committee meets on a time-and-need basis. This committee reports the membership each month via the county manager.

VIEWPOINT – The Viewpoint Committee is responsible for surfacing issues and ideas that local members have that may be formulated into resolutions for consideration by delegates at the I.A.A. Annual Meeting. The committee usually plans a fall and spring program that members may participate in.

INSURANCE – The Insurance Committee was established to address any issue concerning Country Companies and its operations within the county.

PUBLIC RELATIONS – The Public Relations Committee is set up to help coordinate the fair booths, annual meeting hospitality suite and any other function that promotes and enhances the image of the Montgomery County Farm Bureau. This committee is also responsible for reporting information to local radio and newspapers.

LEGISLATIVE – The Legislative Committee is charged with evaluating issues that affect farmers through legislation and keeping the Board informed on important legislation. The committee also develops and maintains a working relationship with state and national politicians through various programs.

WOMEN’S COMMITTEE – The Women’s Committee is responsible for a variety of programs that affect farm families. The committee meets monthly, and the committee chairman reports to the Board as required.

PRIME TIMERS COMMITTEE – The Prime Timers meet on a monthly basis to enjoy educational programs, social events and plan bus trips. The age for this group is 55 and older.

YOUNG LEADERS’ COMMITTEE – The Young Leaders’ Committee meets monthly and is responsible for a variety of programs that affect young farmers.

BUILDING AND PROPERTY – The Building and Property Committee serves as the Board’s overseer of the organization’s real and personal property purchases, sales, upkeep, etc. The committee meets on a time-and-need basis and reports to the Board as necessary.

IAA DISTRICT 14 – The Illinois Farm Bureau has 18 director districts. Montgomery County is part of District 14, which is made up of Clay, Effingham, Fayette, Marion, and Montgomery Counties. Board members are encouraged to attend the District Meetings, which are held each year. Meetings are held in the spring and fall.

(ILLINOIS AGRICULTURAL ASSOCIATION (IAA) ANNUAL MEETING) – Farm Bureau members in Illinois are represented by delegates at the IAA Annual Meeting. Members in each county either elect those delegates or authorize the board of directors of our Farm Bureau to elect delegates and alternates. Delegates or alternate delegates are expected to attend the IAA Annual Meeting. Delegates will have travel expenses (rooms, meals, mileage, and parking paid). Montgomery County Farm Bureau is reimbursed for delegate expenses based on IAA delegate expense policy. Members (serving as alternate delegates), other board members, and committee chairs are encouraged to attend. The county expense policy, for each of the above, is listed below:

A. Alternate delegates

Board members (those not serving as delegates or alternates)

Committee chairs

AMERICAN FARM BUREAU FEDERATION (AFBF) ANNUAL MEETING – The AFBF holds its annual meeting in early January and the location is moved from year to year. Board members are encouraged to attend.

COUNTY DIRECTOR AREAS

NOTE: Place county map of director areas of representation here, i.e., townships, districts, etc. Include a listing of directors that coordinates with the representative areas. (See attached sheet at end of manual.)

MAP OF IAA DIRECTOR DISTRICTS

NOTE: Place statewide map of IAA Director Districts here. Include a listing of all IAA Directors to show their names. Include names, addresses, and phone numbers for your IAA District Director.

OPERATING GUIDELINES

AND PROCEDURES

FOR COUNTY FARM BUREAU MANAGER

POSITION

MONTGOMERY COUNTY FARM BUREAU

MANAGER

* Follow job description and other duties as assigned.

* Manager is charged with undertaking all operations, both office and program, as per job description. Manager is also responsible for other assignments given to Manager by Board, officers, committees, and IFB Regional Manager or the Director of Member Services and Public Relations Division, IAA.

* Manager reports to county Farm Bureau board of directors and IAA as per language of contract.

* Manager is ultimately responsible for administration of the organization, day-to-day operations, finances, etc. Manager may delegate authority to office staff personnel in accordance with job description and normal office practices. Manager may assign office staff duties outside the job description.

* Manager has responsibility to inform office staff of normal business operations and procedures affecting the work to be done by these individuals.

* Manager is expected to promote a friendly and professional relationship to office staff, all leaders, members, and the general public.

* Manager is expected to be helpful to office staff for the purpose of seeing that office operations, administration, and service to members is always at its best.

* Manager is to conduct his/her actions in a manner befitting a professional.

* Farm Bureau Manager will conduct an evaluation on office staff personnel (no less than annually) and make recommendations to the board in the normal budgeting process on any changes in salary/wage hour rate at appropriate time based on attitude, work habits, and other regular performance appraisal items.

* Manager will be under board supervision and supervision of the IAA Regional Manager and the IFB director of Member Services and Public Relations Division, as per the language of his/her contract.

* Manager has the responsibility for personnel administration. This includes appraisals, hiring, dismissals, and administers board-approved personnel policies.

* Manager may be evaluated by the board (or Executive Committee) and the IAA Regional Manager at any time this is requested by the parties.

* Manager may delegate fiscal assignments to office staff in accordance with good accounting practices and principles.

* Manager employment agreement will be reviewed annually on or near his/her anniversary date of agreement. The Executive Committee is encouraged to meet with manager and regional manager prior to the employment agreement renewal meeting. The Executive Committee could make employment agreement renewal recommendations to the full board. The regional manager will be in attendance to assist with the employment agreement renewal meeting. The Board of Directors may wish to change this annual review to some other time pending approval of the Manager and the IAA Regional Manager.

* Farm Bureau Manager will be reimbursed for all business expenses to include meals, mileage, and lodging when these expenses are shown on the standard IAA expense sheet form or another form that is acceptable for this purpose. This expense form and accompanying receipts will be on file at the office for review at any time. If a company car is owned by the County Farm Bureau, the use policy for that vehicle should be included in the Farm Bureau policies. Mileage rate and/or policy is spelled out in Manager’s employment agreement. The Manager will keep a log of all business miles on file.

* Manager shall receive salary and benefits as authorized in his/her employment agreement.

* Manager shall receive vacation as outlined in his/her employment agreement. Vacation is on an annual basis and arrangements for vacation should be made with at least the President prior to the use of the vacation time.

* Authorized expense policy: The manager may authorize checks for up to $10,000.00 (ten thousand). Checks above $10,000.00 (ten thousand) require the manager’s signature and authorization from the treasurer or president.

* Unauthorized expense policy: The Farm Bureau Manager in the case of emergency, or some unusual circumstance, whereby time is not allowed for a board meeting, committee meeting, etc., may spend the amount of $1000.00 (one thousand) outside and beyond any budgeted items and without board approval or the approval of the President. The Manager is required to inform the President, or in his absence the Vice President, of this expenditure and what it was for as soon as possible.

* Jury duty policy: All employees will be granted the necessary time off for jury duty. An employee who has been employed for six months or more and who is called for jury duty will be paid for the time spent on jury duty if he/she returns to the office and works when not in court. An employee may retain any jury warrants received.

OPERATING GUIDELINES

AND PROCEDURES

FOR COUNTY FARM BUREAU

OFFICE STAFF POSITIONS

MONTGOMERY COUNTY FARM BUREAU

OFFICE STAFF

* Follow job description and other duties as assigned.

* Office staff positions are responsible for clerical duties, including secretarial and bookkeeping as per job descriptions and as assigned by Manager.

* Office staff positions report to Farm Bureau Manager position.

* Office staff positions are supervised by Farm Bureau Manager position.

* Office staff positions should consult with, and inform Manager, with regard to normal operations and have the responsibility to communicate items to the Manager, which the Manager may or may not be aware of, that may be of different or unusual nature. In the event of a situation(s) that is most unusual in the opinion of the office staff, they may communicate with the President.

* Office staff positions are expected to be helpful to the Manager at all times for the purpose of seeing that office operations, administration, and service to members is always at its best.

* Office staff positions are to conduct their actions in a manner befitting a professional.

* Office staff positions will be evaluated by the Manager (at least annually) on regular performance appraisal items. Some type of an approved performance appraisal form and/or report will be kept on file by the County Farm Bureau Manager. The employee will receive a copy of this report.

* Personnel policies for wage hour employees, with regard to sick leave, funeral leave, vacations, etc., and other such related subjects are spelled out in the “Wage Hour Personnel Policies” document involved with these materials.

COUNTY FARM BUREAU MANAGER

JOB DESCRIPTION

MONTGOMERY COUNTY FARM BUREAU

Job Description – County Farm Bureau Manager

Preliminary Remarks: It is important to make the following preliminary remarks. It is difficult to write a job description for the county Farm Bureau Manager position in Illinois because of the unique qualities of each autonomous county Farm Bureau organization. For example, some organizations have different relations with various ag-groups and stress different committee or program areas, depending upon the desires of that particular Board of Directors and the needs of the membership in that county and the surrounding community. It is important to remember and realize that the uniqueness of this position requires excellent public relations skills, policy administration, management skills, budgeting, program and committee work, staff administration, and a multitude of other managerial responsibilities. Each county Farm Bureau Manager position is tailored to meeting the goals and objectives of that particular county, and in working harmoniously with the Illinois Farm Bureau on those goals and objectives, as well.

Job Description: This position will be entitled “Manager.” The individual serving in this position will be responsible for carrying out the policies of the county Farm Bureau Board(s) of Directors. This individual will exhibit a positive attitude and will incorporate sound public relations skills into all work-oriented activities. The Manager will be responsible for leading the employee team and will act as Office Manager and Personnel Administrator responsible for employee performance, as well as review and administration to include hiring, termination, evaluation and other responsibilities.

The Manager will be responsible for carrying out the financial decisions made by the Board(s) to include budget preparation, sound money management principles, cash flow analysis, and a monthly financial statement for board meeting, as well as other reports as determined by the board. The Manager will work with the Treasurer on all fiscal matters.

The Manager will act as a facilitator and motivator, as well as an advisory and resource professional to assist all active committees in carrying out their programs and activities as approved by the committees themselves and finally, by the Board of Directors for the benefit of the membership in that county(ies). The Manager will make every reasonable effort, if requested by the board, to start any new committees that the board deems necessary. The Manager will assist the board members and other committee leaders in an effort to establish these committees and carry out a well-rounded Program of Work. The following committees are some of the committees that may be involved in this kind of work:

Ag in the Classroom

Young Farmers/Leaders Committee

Women’s Committee

Local Affairs Committee

Legislative Committee

Policy Development/Viewpoint Committee

Public Relations

Marketing Committee

Membership Committee

It is also possible, and quite likely, that the Manager will have special committees to work with in a given county which meets special needs, as determined by the Board of Directors.

The Manager will help active committees conduct their programs, develop a Program of Work, and hold regular meetings. The Manager will communicate with committees on a regular basis to conduct the business and activities of those committees. The Manager will also communicate with the Board of Directors, and especially the President, to conduct the regular business of the organization.

The Manager will be responsible for reporting membership and filling out all regular forms for this process, such as cash reports, membership transfer forms, etc. The Manager will act as the fiduciary agent in the collection of dues and the remitting of those dues to the Illinois Agricultural Association, as well as the county Farm Bureau in the proper amounts.

The Manager will work with the Membership Committee and/or the Board of Directors to conduct programs directed toward signing new Farm Bureau members each year. This is an effort to reach the quota set by the Illinois Agricultural Association for both voting members and total members in good standing.

The Manager will be responsible for media and press relations and developing publicity programs. The Manager is not the spokesperson for the organization on issues of policy unless specifically directed by the board. Correspondence involving policy should be written by the President or approved by the President prior to mailing.

Manager will be familiar with and abide by all policy resolutions adopted by the Illinois Agricultural Association. Specifically, but without limiting manager’s obligation to abide by all policy resolutions, manager shall not either openly or covertly engage in the internal political activities of the IAA or Farm Bureau; directly or indirectly interfere in matters pertaining to or attempt to influence the nomination, election, or removal of any director or officer elected by the membership of the IAA or Farm Bureau; or interfere in the determination of matters of policy by the Board of Directors of the IAA or Farm Bureau.

The Manager will work with all tenants renting space from the organization in the Farm Bureau building to include lease terms and management. This individual will carry out the building and grounds management policies of the Board of Directors in whatever capacity that might be.

The Manager will assist the Board President and the Board of Directors in preparing for and conducting a monthly Board of Directors’ meeting to include a financial report of the organization, affiliated company reports, as well as any new and old business to be conducted. It is assumed that this meeting will be conducted in a professional manner to meet professional standards.

The Manager will be responsible for all communications in conducting the regular business of the organization in terms of planning meetings and activities, notifying people of upcoming activities, and explaining events, etc. The Manager will not originate communications relative to policy unless directed by the board.

This individual will serve as the Editor of the county Farm Bureau(s) publication if one exists, and will be responsible for the writing of news, editing, layout, and mailing of this to Farm Bureau members on whatever time schedule the Board of Directors deems necessary.

The Manager will be responsible for organizing a county Farm Bureau annual meeting and will work with the Board of Directors on this. This will be done in accordance with county by-laws. The purpose of this meeting shall be to inform and communicate to members about the achievements of the past year and the challenges to come. The meeting shall also include all legal and necessary activities to conduct the business of the organization.

This individual will work closely with the officer team(s) and most importantly, the President and/or Chairman of the board. The Manager reports to the President and the Board of Directors.

The Manager will work with the Illinois Farm Bureau through his or her capacity as a member of the Member Services and Public Relations Division. The Manager will attend state and regional functions when requested and assist with such activities as may be requested. Some examples of these will be attendance at Managers’ Meetings for the regional area, assistance with Sports Festival activities, attendance at state conferences and other events where Manager input and attendance is desired, and at such events for county Farm Bureau Managers.

The Manager does have the responsibility to oversee the overall operations of the organization. He/she also has the responsibility of delegating items to additional staff people as he or she deem necessary.

The Manager is responsible for these aforementioned items and other duties as assigned.

COUNTY FARM BUREAU

BOOKKEEPER

JOB DESCRIPTION

MONTGOMERY COUNTY FARM BUREAU

BOOKKEEPER

The position of bookkeeper will report to, the Manager, be administratively responsible to, the Manager, and supervised/directed by the county Farm Bureau manager. This individual will prepare all financial statements for board meetings and as other requests are made. This individual will reconcile bank statements and communicate all financial matters with the Farm Bureau manager. This person will assist the manager in the preparation of annual budget for the overall Farm Bureau operations and will also develop, prepare, and present budgets relative to individual programs and activities or committees as requested. This individual will do all Farm Bureau bookkeeping observing standard and approved bookkeeping and auditing practices as outlined by the IAA Auditing Association. This individual will utilize the double-entry bookkeeping method and will also make the best use possible of all office equipment designed for adding efficiency to the bookkeeping and financial operations including computer software programs and to use and follow the Record Retention Policy.

This individual will prepare all bills and keep track of all debts, liabilities, and incomes in a standard bookkeeping manner. This individual will be responsible for all salary and payroll records and the preparation of salary checks as approved by the Farm Bureau manager. This individual will:

prepare, report, and submit all monthly and quarterly taxes of any kind on a state and federal level;

submit tax deposits on a state and federal level according to the prescribed tax laws;

balance the office cash box;

record all receipts and prepare all deposits;

develop a good rapport with the IAA Auditing Association;

prepare any and all reports;

perform typing, filing, and any other clerical duties as assigned.

perform other duties as assigned.

COUNTY FARM BUREAU

JOB DESCRIPTION

MEMBERSHIP SECRETARY

POSITION AND JOB DESCRIPTION FOR FARM BUREAU

MEMBERSHIP SECRETARY

This position of membership secretary will report to the Farm Bureau Manager, be administratively responsible to and will be supervised/directed by the manager. This individual will process all dues during collection and on a year round basis. This person will be administratively responsible for the smooth operations of all dues collection procedures and will be expected to maintain all membership records as per county policies and procedures and as per operational procedures of the IAA and the County Farm Bureau. This person will develop a rapport with members as they come in and out of the Farm Bureau office for day to day business. This person will accurately submit all membership oriented reports necessary to the county Farm Bureau manager, board, and the IAA. This person will make monthly cash reports to the IAA in the standard approved manner. This individual will keep up to date membership records in the county Farm Bureau office and will keep the Farm Bureau manager informed of all membership levels, statistics, and quotas. This person will prepare a monthly board report on membership in the approved manner and will see that a copy of that report is submitted to the IAA Regional Manager. This individual will process all membership reports as needed on a monthly basis or more frequently if needed and/or requested by the county Farm Bureau manager. This individual will handle all membership cancellations, transfers, reinstatements, code changes, address changes, etc. This individual will be responsible for the administration of the organizational account. This individual will work with all affiliated company employees and/or independent contractors (i.e., COUNTRY COMPANIES agent) to assist them with their needs for membership information and other membership related items at the approval of the Farm Bureau manager. This individual will assist with all membership drives and campaigns to increase membership reduce back door loss of members, and to insure proper membership acquisition and maintenance in the county.

This person will perform all typing, filing, and clerical duties as assigned by the Farm Bureau Manager and in accordance with this job description. This person will become proficient in the use of all office equipment, machines, etc.

This individual will perform other duties as assigned.

POSITION DESCRIPTION

COUNTY FARM BUREAU

BOARD MEMBERS

MONTGOMERY COUNTY FARM BUREAU

POSITION DESCRIPTION

BOARD OF DIRECTORS

Function

As representatives of the membership, the board is the primary force pressing the Farm Bureau to the realization of its opportunities for service and the fulfillment of its obligations to all its members. Under the law, the Board of Directors is responsible for the property and operations of the Farm Bureau.

Duties

Planning

Approve the Farm Bureau’s philosophy and review management’s performance in achieving it.

Annually assess the ever-changing environment, and approve the Farm Bureau’s strategy, through strategic, long-range planning.

Annually review and approve the Farm Bureau budget.

Approve major policies guiding the Farm Bureau.

Organization

Employ, monitor, appraise, advise, stimulate, support, reward and, if deemed necessary, change top management. Regularly discuss with the Manager matters that are of concern to him/her or to Board.

Be assured that the status of organizational strength and manpower planning is equal to the requirements of the long range goals.

Approve appropriate compensation and benefit policies and practices.

Propose slate of directors to members and fill vacancies as needed.

Annually approve the Performance Review of the Manager and establish compensation based on recommendations of Executive Committee and approval of the Board of Directors. The Regional Manager will, if requested, assist the board directors with an annual manager performance review. The manager performance review is a good business practice that can assist the executive committee in their compensation recommendation to the full board of directors.

Determine eligibility for and appoint Board Committees in response to recommendations of the President and Manager.

Annually review the performance of the Board and take steps (including its composition, organization, and responsibilities) to improve its performance.

Operations

Review the results achieved by management and members as compared with Farm Bureau’s philosophy, annual, and long range goals, and the performance of similar institutions.

Be certain that the financial structure of the Farm Bureau is adequate for its current needs and its long range strategy.

Provide candid and constructive criticism, advice, and comments to volunteers and staff.

Approve major actions of the Farm Bureau, such as:

Capital expenditures on all projects over authorized limits.

Major changes in programs and services.

Strive to attain all annual membership and collection quotas by making membership our number one priority program.

Review membership classification. For convenience, voting members are divided into three subcategories (“MM”, “MS”, “EM”) and nonvoting associate members are designated “A” and “AM”.

MM – A person who has a substantial financial interest in the production of agricultural products; a farm owner/operator with $2,500 gross farm income per year.

PM –

MS – Allows two people in a household who meet the “MM” requirements to have individual voting rights and the ability to hold office. In some counties the “MS” membership is provided at a lesser dues amount.

EM – A legal entity such as a partnership, corporation, trust, or estate which owns or operates farmland. “EM” members may not vote or hold office.

AM – An employee of the IAA, county Farm Bureau, and affiliated companies (including agents and independent contractors) who own or operate farmland. “AM” members may not vote or hold office on the board of the county or state Farm Bureau.

A – A person who does not meet the voting member qualifications is classified as a nonvoting associate member.

Audit

Be assured that the Board and its committees are adequately and currently informed through reports and other methods of the financial condition of the Farm Bureau and its operations.

Be assured that published reports properly reflect operating results and financial conditions of the Farm Bureau.

Ascertain that management has established appropriate policies to define and identify conflicts of interest throughout the Farm Bureau and its affiliates diligently administering and enforcing those policies.

Support and review the internal controls section of this manual and the system in general.

Have books audited annually, Illinois Agricultural Auditing Association, etc.

Have in place the following Policies: Conflict of Interest, Whistleblowers Policies. Retention

(attached at the end of this Operational Procedural Booklet)

Attendance/Support

Attend and support the following activities, sending duly authorized delegates and alternates where necessary:

IAA Annual Meeting
IAAA (Auditing Association) Annual Meeting
AFBF Annual Meeting
FS Annual Meeting (local member company)
GROWMARK Annual Meeting
District Meetings
Director Training Programs (Dynamic Director Program)
Farm Bureau Presidents Meetings
State Leadership Meetings
District Committee Workshops
Association of Illinois Agricultural Association

PERSONNEL POLICIES

MONTGOMERY COUNTY FARM BUREAU^®

(PERSONNEL POLICIES FOR EMPLOYEES)

TOPICS

Page

EMPLOYMENT 29

Equal Employment Opportunity 29

Employment at Will 29

Discrimination and Harassment Policy 29

Immigration Reform and Control Act 29

Personal Responsibility and Work Opportunity

Reconciliation Act 30

Classification of Employment 30
Regular full-time 30
Regular part-time 30
Temporary 31

Employment of Relatives 31

Hours of Work 31
Regular 31
Overtime 31
Lunch 31
Absenteeism 32

Termination 32

PAID TIME OFF 32

Excused Absences 32
Death in the Family 32
Building Closing 33
Decision to Close 33
Pay Policy 33
Safety 33

Vacation 33
Eligibility 34
Scheduling 34
Carryover Time 34
Terminations 34

Holidays 34

Discretionary Time 35
Eligibility 35
Unused Discretionary Time 35
Terminations 35

Jury Duty 35

III. LEAVES OF ABSENCE 36

Disability Leave 36

Personal Leave 37

Military Leave 37-40

SALARY ADMINISTRATION 40

Salary Increase Guidelines 40

Paydays 40

Payroll Deductions 40

GROUP INSURANCE/RETIREMENT PROGRAMS 40

Active Employee Benefit Programs 40
Eligibility 40
Medical Insurance/Dental Insurance 41
Life Insurance 41
Short-Term Disability 42
Leave of Absence Benefits 42
Termination Benefits (Non-Disability) 42

Retiree Benefit Program 42
Eligibility 42
Medical Insurance 42
Life Insurance 42

Surviving Spouse Benefit Program 43

Retirement Program 43

MISCELLANEOUS 44

Flowers / Memorials 44

Solicitation 44

Clean Air Policy 44

Office Procedures 44

EMPLOYMENT

Equal Employment Opportunity

As an equal opportunity employer, it is our policy to provide equal opportunity in all areas of employment practice and to assure that there shall be no discrimination against any employee or applicant for employment because of race, religion, sex, national origin, age, disability, color, ancestry, marital status, or unfavorable discharge from military service.

Employment at Will

Any individual may voluntarily leave employment at any time or be terminated at any time and for any reason. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employee. The contents of the employee handbook and this manual are subject to change at any time at the discretion of the employer. This is not a contract of employment.

Discrimination and Harassment Policy

Because we are committed to providing employees with a nondiscriminatory work environment, a policy to fully address discrimination and harassment has been adopted.

Montgomery County Farm Bureau^® believes in equal employment and advancement opportunity for all individuals without regard to race, color, religion, sex, age, disability, or national origin.

We also believe employees have a right to work in an environment free of harassment, whether racial, sexual, or on any other basis described above. Harassment may be verbal, physical, written, or visual (such as the display of pictures).

If, on these bases, employees feel they have been discriminated against or harassed, they should contact their supervisor or Board President immediately.

All complaints will be promptly investigated and appropriate action taken.

Immigration Reform and Control Act

This act requires all employers to verify that employees hired are U.S. citizens or aliens who are authorized to work in this country. New employees must complete an I-9 form (available upon request from CCSI Human Resources) and must also present documentation of their identity and employment eligibility. The most common documents for establishing identity and employment eligibility are a Social Security card and driver’s license.

Law requires that the documentation process be completed within the first three days of work. If an employee is unable to produce the required documentation within this time, the law allows 21 days in which to obtain the appropriate documentation. Within the three-day period, the employee must present a receipt for the application to obtain the required documentation. If the employee is unable to furnish the necessary documentation they will not be allowed to work.

The employer is required to retain the form for at least three years (if you employ the person for more than three years, you must retain the form until one year after the person leaves your employment).

Personal Responsibility and Work Opportunity Reconciliation Act

Under this new Act, all employers (including farmers) must report any new hired employees. A new employee will be considered any full-time, part-time, temporary, or rehired (persons off the payroll for 180 or more days) employee. The “rule of thumb” Illinois Department of Employment Security (IDES) is using, as a definition for new employees is any person who is required to fill out a federal W-4 wage withholding form. An employer must report a new hire within 20 days of the new employee’s first day of work.

The information is required to be provided to IDES is the name, home address, and social security number of the employee. IDES also asks, but it is not required, that the date of the employee’s first day of work be provided. The employer must report it’s name, address, and Federal Employer Identification Number (FEIN). This information may be provided by using the IDES New Hire Reporting form, copying the employee’s W-4 form and including the employer information, or separate listing with all required information. This information may be sent to IDES by first-class mail, fax, or e-mail.

IDES states the reason for this requirement is to increase efforts to locate parents who are not supporting their children. IDES will match the information from the New Hire Reports against the State’s child support records to locate parents, establish a support order, or enforce an existing order. This information will also be deposited into a national directory to provide more current information for locating out-of-state non-custodial parents. IDES states the purpose for this is to speed up the location of non-custodial parents and allows for more timely support orders to be established and enforced.

Classification of Employment

The job you hold is designated as either nonexempt (wage hour) or exempt (staff) under federal and state wage and hour laws. If your position is a nonexempt (wage hour) one, you are entitled to overtime pay under the specific provisions of federal and state laws. If your position is classified as exempt (staff), you will not receive overtime pay. Discretionary time is available for eligible nonexempt (wage hour) employees but not exempt (staff) employees.

In addition to the exempt and nonexempt categories, you will be in one of the following employment categories:

Regular full-time employees are hired to work 40 hours per week. All full-time employees receive all fringe benefits for which they are eligible.

Regular Part-time employees are hired to regularly work at least 50 percent of each normal pay period. These employees are eligible for prorated holiday pay if they are scheduled to work on a holiday.

If the county provides benefits to Part-time employees: They are eligible for retirement benefits if they work at least 1000 hours per year and if the county offers the GRIP 12 Retirement Plan. Prorated vacation, discretionary time and group insurance benefits will be available to part-time employees after they meet the following eligibility requirements:

(For example: After completing 3 months or 6 months of employment; After 1 year of employment in which the employee works 1000 hours.)

Temporary employees are hired to work only on a temporary as-needed basis. Temporary employees are not eligible for benefits.

Employment of Relatives

No member of the immediate family of an officer or director of the Montgomery County Farm Bureau^® or an officer or director of any subsidiary or affiliated company connected with the Montgomery County Farm Bureau^® shall be eligible for employment by or be employed by the county Farm Bureau or affiliated or subsidiary company in which such officer or director is an officer or director, and provided further that this prohibition may be waived as to the employment of any particular individual by the favorable vote of the whole membership, less one, of the Board of Directors of the Association or company in which such employment is prohibited. “Member of the immediate family” as used herein means and includes the spouse and the children, sisters, brothers, and parents of the officer or director, whether the relationship is of the whole or half blood, foster, or arises by marriage and in addition means and includes any blood, marital, or foster relative residing in the same household with such officer or director.

Notation: Adopting the above statement may require an amendment to county Farm Bureau^® bylaws. See Policy Resolution No. 4 (pages 25-27) of “Articles of Incorporation, By Laws and Policy Resolutions for Illinois Agricultural Association as amended, effective December 5, 2000.

Hours of Work

Regular hours

The regular workweek is Monday through Friday of each calendar week. The regular daily hours are from 8:00 a.m. to 4:30 p.m. with a 30 (thirty) minute lunch period. This constitutes an 8 (eight) hour work day.

Employees will keep their own time records, filling in time sheets daily. The supervisor will approve these.

Overtime hours

Overtime will be paid at a rate of one and one-half times the regular hourly rate for all time worked in excess of 40 hours during the calendar week, Monday through Sunday.

The manager must approve all overtime.

Lunch

Employees shall have a 30 (thirty) minute lunch period. The lunch period will be staggered so that office hours will not be disrupted.

Employees are discouraged from eating lunches at their desks.

Absenteeism

In the event of sickness or absences due to other causes, the employee should notify their supervisor or the county Farm Bureau^® manager as soon as possible on the morning of the first day of absence. The supervisor should be advised as to the probable length of absence. An employee who is absent without notifying the supervisor may be subject to termination.

Termination

Every involuntary termination poses potential liability to the organization for violating an employee’s rights under the law. Proper documentation and due process should accompany every decision to terminate an employee for performance or behavior problems. (The CCSI Human Resources Division can provide assistance with voluntary and involuntary terminations.)

The following is a summary of policies that may affect an employee upon termination:

The last day the employee works is considered the termination date even though there may be additional payments for vacation, etc.

An employee terminating will normally receive the final check on the last day worked.

W-2 forms will be mailed at year-end to the terminated employee’s last known address.

Illinois law states that every employer shall pay the final compensation of separated employees in full at the time of separation, if possible, but in no case later than the next regularly scheduled payday. If an employee requests in writing the final compensation be paid by check and mailed, the employer shall comply with this request.

If death occurs during a week in which the employee is working, payment for time worked plus any unused vacation or sick leave will be made to the estate of the employee.

PAID TIME OFF

Excused Absences

Excused absences are time off with pay.

Death in the Family

An absence due to the death of a member of the immediate family, or of a relative living in the same household, may be excused for 2 days with no deduction in pay. Additional time may be charged against vacation or discretionary time if the employee desires. Immediate family is defined as:

For example immediate family may include:

Mother Wife Son or Son-in-Law

Father Brother Daughter or Daughter-in-Law

Husband Sister Mother-in-Law Father-in-Law

Any Step-Family member

1 day permitted absence may be granted without loss of pay to attend the funeral of the following persons who do not live in the household:

For example these* may include:

Grandmother (Employee or Spouse) Niece

Grandfather (Employee or Spouse) Nephew

Grandchild Aunt

Brother-in-law Uncle

Sister-in-law

Building closing (bad weather, special occasions, etc.)

Decision to Close

It is our general policy to keep offices open regardless of conditions. It is possible, however, that exceptional conditions could occur that could necessitate closing the building. The Farm Bureau^® manager coordinates this determination. If exceptional weather conditions exist, employees are asked to call the Farm Bureau^® manager’s residence for official closings.

Pay Policy

(l) If the building is closed for an employee’s full normal day, the employee will be compensated for the full day.

(2) If a workday is shortened, an employee will be paid for the full day with the following exceptions:

(a) If, for any reason, an employee is absent for a full day when the workday is shortened, no payment for building closing will be made to the employee for that day.

(b) If an employee is absent for a part of the shortened work day due to tardiness, sickness or by permission, the deduction for the absence will be for only the actual time covered by the tardiness, sickness or other absence.

Safety

It is not our intent to jeopardize the personal safety of employees. Individual employees are expected to exercise good judgment in evaluating their own situations to determine whether it is wise for them to attempt to come to work, or to leave when weather threatens to make travel hazardous.

Vacation

Eligibility

Full-time employees will be granted vacation with pay, based upon length of continuous service.

Once eligible regular part-time employees can be granted vacation on a pro-rated basis according to their scheduled hours of work.

Temporary employees will not receive vacation benefits.

An employee begins to accumulate vacation after 6 months of employment.

If an employee begins work on the first working day of the month, that month will be counted as a full month.

The vacation schedule is determined by the board of directors for the manager. The manager will determine the vacation schedule for any office staff.

Scheduling

Vacations shall be taken at a time mutually agreed upon by the employee and the supervisor. The remainder may be taken in full or half days as approved by the supervisor.

IAA’s schedule* is as follows:

1 through 4 years 10 days

5 through 9 years 15 days

10 years 16 days

11 years 17 days

12 years 18 days

13 years 19 days

14-23 years 20 days

24 years or more 25 days

Carryover Time

You may carry over 2 days of unused vacation time to the next year.

Terminations

Upon termination, employees will be paid for any unused vacation days.

Holidays

Normally, the holiday schedule of the Illinois Farm Bureau^® will be as follows:

Full-time employees shall be paid holiday pay for the following holidays provided they fall within the regular work week or on days celebrated as a holiday:

They include:

New Year’s Eve – close at noon (New Year’s Eve

New Year’s Day–(closed day after)

Good Friday

Memorial Day

Independence Day (4th of July)

Labor Day

Thanksgiving

Friday after Thanksgiving

Christmas Eve Day–close at noon

Christmas (closed Day after)

Old Settlers–close @ noon on first day

–close entire second day

Veterans

Martin Luther Presidents Day

No paid vacation days-the day before or after a holiday.

Regular part-time employees can receive holiday pay based on their prorated hours of work. Example: An employee who normally works 4 hours per day may receive 4 hours holiday pay providing the other holiday pay qualifications are met.

An employee who is on a leave of absence will not receive holiday pay.

An employee who is absent because of sickness both the day before and the day after the holiday, who is drawing benefits from accumulated sick leave, is eligible to receive holiday pay. Sick leave pay will not be charged against the holiday.

An employee who is sick and has no sick leave credits and is absent the day before or the day after the holiday, or both, is not eligible to receive holiday pay except as granted at the discretion of the Farm Bureau^® Manager.

Discretionary Time (Sick Time) for Wage-Hour Employees

Eligibility

Full-time wage hour employees receive 5 discretionary days each year starting January 1 and ending December 31 to use for personal business, sick time, bad weather, medical appointments, or other absences. These days are for wage hour employees to use at their discretion. They provide flexibility in how to use the personal time. Discretionary time must be used in ½ day increments. These days cannot be used in conjunction with vacation days.

As a courtesy to the supervisor and co-workers, non-exempt employees are asked to schedule their discretionary time in advance to cover absences for reasons other than illness, death in the family, or bad weather.

Unused Discretionary Time

Wage hour employees who do not use all of their discretionary time in a year may not carry it over to the next year.

Terminations

Upon termination, employees will not be paid for any unused discretionary time.

Jury Duty

All employees will be granted the necessary time off for jury duty. An employee who is called for jury duty will be paid for the time spent on jury duty if he/she returns to the office and works when not required in court. An employee may retain any jury warrants received.

III. Leaves of Absence

A leave of absence is time off, with proper authorization, with the right of reinstatement without a break in service. A leave of absence is normally for a continuous period of a week or longer. Anything less is covered as an excused absence.

Disability Leave

This is a leave due to illness or accident, which covers the amount of time an employee, is physically unable to perform the job.

The length of the leave will be determined by the disability, but no leave will exceed 1 month. A physician’s statement indicating the date the disability begins and ends is required.

If a disability continues more than 6 months, the employee may be terminated. If the employee meets the definition of total disability under the group insurance and/or retirement plan(s) benefits available under these programs will apply. Otherwise, policies relating to benefits for terminating employees will apply.

Disability leaves for wage hour employees are paid for 10 working days of leave. Any days beyond the 10 days allowed will be considered vacation days of the employee. Short-term disability insurance to provide income during the disability leave is available. Discretionary time or vacation time may be used to meet the waiting period before disability payments begin.

Disability leaves for non-wage hour employees are unpaid. If unpaid, short-term disability to provide income during the disability leave is available during the first year of employment.

Procedures

Requesting a Disability Leave

An employee can request a Disability Leave by putting that request in writing. Documentation certifying the need for the leave must be provided.

Medical Documentation

The length of the Leave of Absence will be determined by the disability. However, no Disability Leave (or combination of leaves) may exceed 6 months. All requests for Disability Leave must be accompanied by a doctor’s statement indicating the date the disability begins, diagnosis, and approximate date the disability will end.

Salary Review

An employee is not eligible for a salary increase during a Disability Leave of Absence.

Return to Work

When Leave Ends – The employee is responsible for returning to work when the disability ends. The employee will return to his/her previous job, if possible, or one of similar status and same pay.

A statement from the physician is required indicating the date the employee is physically able to return to work. Ideally, the employee should be able to return to work full time with no restrictions. However, special accommodations on working hours or job duties will be considered on a case-by-case basis. The employee must notify the County Farm Bureau^® manager prior to his/her return from leave that a job accommodation may be required. Each situation will be evaluated on the basis of the essential elements of the job and the potential for reasonable accommodation.

Failure to Return

Unless other arrangements have been made, an employee will be terminated as a voluntary quit, if he/she does not return to work when released by the physician. The termination date will be the Leave of Absence return date or the end of the 6 month maximum.

Length of Leave

No Disability Leave (or combination of leaves) may exceed 6 months, subject to any rights protected by state or federal regulations. At the end of 6 months, the employee may be terminated. If the employee is permanently and totally disabled at this time or eligible for retirement, long-term disability benefits may apply; otherwise, policies relating to benefits for terminating employees will apply.

Disability means inability to substantially perform the duties of your job. It must be due to a condition. It may be due to more than one condition. You must not be performing any job for which you are reasonably qualified by education, training, or experience. You must be under the care of a physician. Pregnancy will follow federal guidelines.

Personal Leave

It is the general policy of the Montgomery County Farm Bureau^® not to grant personal leaves of absence since each employee is hired for a stated job purpose, and any absence hampers productivity. However, exceptional situations may exist when a personal leave of absence can be granted. These absences are without pay. Consideration is given to the purpose, employee’s status, past attendance, length of service, work record and disadvantages to the county if the employee is absent.

If granted, leave would be at the discretion of the board of directors.

Military Leave

Regular, full-time employees who interrupt employment in order to serve with the United States Armed Forces, either on active or reserve training duty, will be eligible for an unpaid military leave for length of duty with all rights of re-employment established under the Uniformed Services Employment and Reemployment Act of 1994.

Enlisted, Reinstatement

Call to Draft Board, enlisting or taking physical examination. Employee will be paid for lost time.

Entering military service (draft, enlistment, Ready Reserve). Employee will not receive any supplemental payments.

Re-employment Rights/Full-Time Employee

If the period of military services is less than 31 days, the service member must report to the employer not later than the beginning of the first full regularly scheduled work period on the first full calendar day following completion of the period of service plus eight hours.

If the period of military service is more than 30 days but less than 181 days, the service member must apply for reemployment not later than 14 days after military service is completed.

If the period of military service is greater than 180 days, the service member must apply for reemployment not later than 90 days after service is completed.

Administration. When an employee leaves the company to enter military service, he/she will be referred to his/her County Farm Bureau^® Manager, if possible. All rights and privileges will be explained and any necessary assistance offered.

Discretionary Time. An employee entering military service is considered on leave of absence for length of duty. Any unused discretionary time will be reinstated upon the employee’s return from service. Discretionary time will not accumulate during the leave of absence. Upon return to work, discretionary time will be granted on the same basis as other leaves.

Vacations. Vacation eligibility will conform to the vacation schedule as if the employee had been regularly reporting to work during his/her period of military service. Vacation time will not accumulate during the leave.

Retirement Plan. An employee will be reinstated in the plan immediately upon re-employment following military service. Time spent in service will count for vesting purposes and service credit during the military service absence.

Military Drill and Training Camps

Weekly military drill including National Guard. Permission to be absent, without pay, will be granted for necessary hours.

Annual training camps-not exceeding 17 days (Ready Reserve, National Guard, etc.). A leave of absence for encampment will be granted. An employee attending annual training encampments will receive supplemental pay for two weeks. The amount of this pay will be the difference between the employee’s regular pay (base pay) and the military daily rate. The employee must furnish proof of pay. If the employee wants to schedule one or more full weeks of vacation during this period, he/she will receive the supplemental pay in addition to payment for vacation.

There shall be no supplemental pay for any other forms or period of training.

Emergency duty call by the Governor for National Guard (floods, riots, strikes, etc.). In this situation, an employee will be given leave of absence, and full salary will be paid up to 10 working days in a calendar year.

Reservist Called to Active Duty

General Comments

Reservists are protected by the Uniformed Services Employment and Reemployment Rights Act. According to this Act, when employees who are reservists are called to active duty, employers must treat them the same as employees without military obligations who take a leave of absence.

Reservists called to active duty are provided medical coverage by the Federal Government. The government offers health care coverage under CHAMPUS to dependents of reservists, unless the reservist is called up for less than 30 days.

CHAMPUS and the reservist health coverage do not qualify as group health plans for purposes of COBRA cut-off rules.

Employers must collect premiums during a leave, since there will be no payroll deductions.

Medical Insurance

Dependent coverage may continue during the leave as long as the employee’s premium share is paid. The employee will be covered by the military health program.

If the only dependent is the spouse, the rate will be reduced to the individual premium rate.

If the certificate covers two or more dependents in addition to the employee on leave, the family premium rate will continue.

After (?) months of leave, (For example: six months; nine months) employment is terminated: COBRA continuation coverage will be offered. CHAMPUS will be secondary for dependents if COBRA is elected.

Coverage will be reinstated without regard to pre-existing conditions or evidence of insurability if the reservist (a) returns to active employment status within 91 days of deactivation and (b) applies for insurance reinstatement within 31 days of return to work.

Life Insurance

When an employee is called to active duty, his/her individual and dependent life insurance will stay in force, per plan document qualifications, for length of service if the premium share is paid. Coverage is in addition to any government sponsored coverage.

Conversion is offered at the time of the employee’s termination.

Insurance will be reinstated when he/she returns to work if the return is within established time parameters.

Disability Insurance

Disability Insurance stops when the employee is called to active duty.

Disability Insurance is reinstated when he/she returns to work if the return is within the established time parameters.

Dependent Called to Active Duty

In this situation, the spouse or child no longer meets the definition of eligible dependent.

Coverage ceases but will be reinstated upon deactivation and notification by employee to employer.

SALARY ADMINISTRATION

Salary Increase Guidelines

All salary increases are based on performance with consideration given to overall economic conditions and pay practices of other businesses in the community. Employees will have their salaries reviewed annually.

Paydays

Employees will be paid by check at their preference. The paychecks will be delivered to each employee personally by the manager. If a payday falls on a holiday, the paycheck will be distributed the preceding day.

Payroll Deductions

Federal and state income taxes and Social Security (FICA) payments are withheld from paychecks as required by law. The amount of these deductions is shown on the check stub. After the end of each year, the company furnishes each employee a W-2 form showing the total amount of income tax and Social Security payments, which have been withheld.

GROUP INSURANCE/RETIREMENT PROGRAMS

Questions concerning interpretation of policy or administrative practice regarding enrollments, claims, etc. should be addressed to Country Life Group Administration. The Certificate Booklet contains more detailed information on the group insurance and retirement programs. Each employee will receive a certificate booklet when they first elect coverage and an updated certificate each year.

Active Employee Benefit Program

Eligibility

All regular full-time employees are eligible for group insurance coverage on their first day of employment. Regular part-time employees will be eligible for group medical and life insurance based on the guidelines in section I – F.

All employees must be given information on Consolidated Omnibus Budget Reconciliation Act (COBRA) options when they become eligible for insurance coverage. This information is available from Human Resources.

If an employee is not at work on the date the insurance is to become effective, the insurance will not begin until the employee returns to work. For long-term disability insurance, the employee must be at work for 30 working days before insurance begins.

Medical Insurance/Dental Insurance

All eligible employees and their eligible dependents are eligible for the group medical insurance if they enroll within the first 31 days of eligibility.

Those who do not enroll in the group medical plan when first eligible may enroll during the annual open enrollment held each November, unless a Health Insurance Portability and Accounting Act (HIPAA) qualifying event occurs which would permit earlier enrollment.

Premium is paid 100% by employer (Montgomery County Farm Bureau) for single manager’s. Employee then must pay the remaining portion of any family coverage.

Life Insurance

Premium is paid 100% by employee.

Short-term disability

All full-time wage-hour and 1st year non-wage hour employees may enroll in the short-term disability income insurance program when first eligible to enroll or at a later date by providing evidence of good health.

The Montgomery County Farm Bureau^® will pay 0% (zero) of the disability insurance premium.

Benefits cover non-occupational injuries or sicknesses.

Benefits begin the sixth working day of disability. Two-thirds of an employee’s basic weekly earnings are payable for a maximum of 26 weeks.

Leave of Absence Benefits

An employee’s group insurance will continue during an approved leave of absence if the appropriate premium continues to be paid.

It is the employee’s responsibility to make arrangements for premium payment during the leave. The premiums can be deducted from the employee’s last paycheck prior to beginning the leave.

If the employee does not return to work after the leave period, insurance ends. The options for terminated employees or disabled employees will be offered.

If employment terminates, insurance benefits may be continued as described in the Certificate Booklet if the employee is disabled for as long as the disability lasts if the premium continues to be paid. The premium will be the responsibility of the employee.

Termination Benefits for Non-Disability

An employee’s group insurance will end on the last day of the month in which termination of employment occurs or in which the employee fails to return from a leave of absence.

Unless disabled, an employee may continue the group medical insurance for a maximum of eighteen months by paying the total premium.

An employee may convert the medical coverage to an individual policy at the end of the eighteen-month continuation. Country Life will contact the employee prior to the end of the continuation period.

An employee may convert the employee and dependent life insurance to individual plans of permanent life insurance without evidence of good health. Country Life will contact the employee and explain this option.

Retiree Benefit Program

Eligibility

Retirees may continue the life and medical insurance if 1) they are age 55 or older on the date of retirement, and 2) they have been covered by a group life and medical insurance plan underwritten by Country Life for 10 or more consecutive years immediately prior to retirement.

Premiums will be the responsibility of the retiring employee.

Medical Insurance

Retirees are covered by the same plan as active employees. The plan may include the spouse and eligible dependents if the spouse and eligible dependents have also been insured during the employee’s ten-year qualification period.

Reduced premiums will be charged when:

(1) Retiree becomes eligible for Medicare.

(2) Spouse becomes eligible for Medicare.

The spouse may continue the medical insurance after the retiree’s death. The premium will depend upon Medicare eligibility and eligible dependents.

Retirees who elect Medicare Part C may not continue coverage under the Country Life Group Medical Plan.

Country Life will not make payments to providers who get out of Medicare.

Life Insurance

The benefits for an employee who retires at age 55 or after and who has been insured under the group plan underwritten by Country Life Insurance Company for ten consecutive years immediately prior to retirement will be:

(1) $10,000 of coverage at no cost to the retiree;

(2) Half of the remaining coverage may be continued to age 65 at the group rate. All or part of the other half may be converted to an individual policy of whole life insurance. At age 65 the portion continued at the group rate must be converted or dropped.

Dependent life insurance ends at the end of the month in which the employee retires. Conversion privileges are then available. Country Life will notify the dependents and explain this option.

Surviving Spouse Benefit Program

The medical insurance for the family of a deceased employee may be continued as long as premium payment is made. Premiums will be adjusted when eligible for Medicare, at which time the group plan becomes the secondary insurer.

Divorced spouses under age 55 may continue their medical coverage for three years following the termination of the marriage. The conversion policy is available after this time. Coverage will be terminated during the three years if the premium is not paid or the divorced employee’s coverage ends. The divorced spouse is responsible for paying the entire premium.

Divorced spouses age 55 or over may continue their medical coverage until eligible for Medicare. They must pay the entire premium.

Dependent life insurance ends the last day of the month in which the employee dies or the divorce becomes final. Conversion privileges are then available. Country Life will notify the dependents and explain this option.

Retirement Program

Group Retirement Income Plan No. 12 (GRIP 12) is a defined benefit pension plan. This means that when you retire the Plan will provide you with a specified amount of monthly income according to the benefit formula described in the Plan and indicated in the Summary Plan Description. This benefit formula takes into consideration your monthly income during your work years and your years of credited service.

An employee becomes eligible for coverage on the first of the month after meeting these requirements.

Completion of 12 full months of continuous eligible employment with one or more eligible employers during which such employee works l,000 hours.

Age 21

An employee will be sent enrollment forms by Country Life Pension Department, when eligibility requirements have been met.

The county pays the entire cost of the retirement program.

In addition to normal retirement benefits, the plan can provide for benefits in the event of death, termination, early retirement and disability as outlined by the retirement plan.

MISCELLANEOUS

Flowers/Memorials

In order to avoid employee solicitation for flowers or memorials in the event of employee sickness or death, the County Farm Bureau^® has made the following provisions:

The County Farm Bureau^® may send flowers, a planter or an appropriate gift if an employee is hospitalized.

The county may send flowers, a planter, an appropriate gift or a memorial if an employee, board member, or immediate family member dies. Immediate family* includes:

Mother Brother Mother-in-law

Father Sister Father-in-law

Husband Son Step-Family

Wife Daughter District Directors

State Directors

Solicitation

Solicitation of employees, distribution of literature or other materials, and the selling of merchandise are not permitted.

Clean Air Policy

The Montgomery County Farm Bureau^® is committed to providing work conditions that are

pleasant, convenient, and as free as possible from hazards to the health and safety of

employees. The Clean Air Policy prohibits smoking in the building including all tenant offices

and their designated spaces. Any and all smoking must be done outside of the Farm Bureau

building.

Office Procedures

At closing time, desks, tables and tops of filing cabinets should be as free as possible of work materials.

Calendars, pictures and memos should not be posted on the walls except as placed there by the Farm Bureau Manager.

Lunches should not be eaten at desks.

The clothes that an employee wears are a matter of personal preference, but should be within reasonable standards of neatness, good taste and appropriateness for a business office.

COUNTY FARM BUREAU

BYLAWS

BYLAWS OF

MONTGOMERY COUNTY FARM BUREAU

ARTICLE I

This corporation is organized and exists under and by virtue of the “General Not For Profit Corporation Act” of the State of Illinois.

ARTICLE II

Members – Meetings

Section 1. Member Qualifications: (a) Voting Members. Persons eligible for voting membership in this Farm Bureau shall (1) have a substantial financial interest in the production of agricultural products and be engaged in the production of agricultural products as an owner or operator or be a full-time on farm employee of such owner or operator, or (2) be a natural person employed in an agriculture-related occupation. Persons meeting the qualifications for voting membership above in (1) shall only be eligible for voting membership, except that a full-time on-farm employee of an owner or operator is eligible, at his or her election, for either a voting membership or a non-voting associate membership. Persons meeting the qualifications for voting membership above in (2), but not meeting the qualifications for voting membership in (1), will be eligible, at their election, for either a voting membership or a non-voting associate membership. Persons meeting the qualifications for voting membership in (1) will be referred to as Regular Voting Members. Persons meeting the qualifications for voting membership in (2), and who elect voting membership, will be referred to as Professional Voting Members. Unless otherwise specified, the terms “voting member” and “voting membership” will be used to refer to both Regular Voting Members and Professional Voting Members.

Section 2. Relations with IAA. This Farm Bureau shall enter into an agreement with the Illinois Agricultural Association for the purpose of coordinating the activities of their respective officers and personnel to the end that sound and effective national and state legislation may be adopted and administered; that proper and satisfactory public relations may be established and maintained; that needed services may be developed and sustained; that cooperative marketing and distribution may be fostered and that proper information in respect to all such activities may be made available to members, government agencies and others.

Section 3. Dues Under any joint membership arrangement entered into between the Illinois

Agricultural Association and this Farm Bureau, cooperating with such Association, the annual dues in this

Farm Bureau and the Illinois Agricultural Association shall be payable in advance in accordance with the provisions of Policy Resolution No. 1 (Membership in Good Standing).

The annual dues for voting members of this Farm Bureau (including the dues of the Illinois Agricultural

Association for voting members, which are currently Twenty-one dollars ($21.00)) shall be Forty-Two dollars ($42.00), payable in advance. A voting member who joins this Farm Bureau at any time during a Membership Year is entitled to a pro rata reduction of his first year annual dues based on the time such person becomes a member of this Farm Bureau. The annual dues in this Farm Bureau for non-voting associate members (including the dues of the Illinois Agricultural Association for non-voting associate members, which are currently $10.00)) shall be Twenty dollars ($20.00), payable in advance. There shall be a reinstatement fee of $10.00 (ten dollars) in addition to the full year’s dues for reinstatement of all memberships that have been cancelled.

Section 4. Membership in Good Standing. A member of this Farm Bureau shall be deemed in good standing if his membership is free from dues delinquency and not otherwise terminated, cancelled or in default as of the date on which the question of membership in good standing is determined.

Membership shall be deemed free from dues delinquency if the annual dues have been paid in cash not later than thirty-one (31) days after the beginning of a member’s membership year. The annual dues of a new member must be paid in cash at the time he becomes a member.

Any definition of membership in good standing adopted by the delegate body of the Illinois Agricultural Association shall be part of the definition of membership in good standing in this Farm Bureau. In case of conflict, the definition of the Illinois Agricultural Association shall control over any definition of membership in good standing adopted by this Farm Bureau.

The statements relating to membership in good standing set forth in this Section shall also apply where the matter of membership in good standing in this Farm Bureau is the basis for fixing a right to or a privilege of membership in any associated, affiliated or subsidiary organization of this Farm Bureau. Upon the written request of an associated, affiliated or subsidiary organization of this Farm Bureau for a list of the members of this Farm Bureau in good standing, which request specifically states that the list is being requested for the organization’s own use, the secretary of this Farm Bureau shall certify to the organization making such request a list of this Farm Bureau’s members in good standing.

Section 5. Meetings. Membership meetings may be held at any place in the geographical area served by this Farm Bureau. The date and place of such meetings shall be selected by the Board of Directors. Special meetings of members may be called by the President or by two-thirds vote of the duly elected Board of Directors, and shall be called by the President upon written request signed by one-twentieth of the voting members.

Section 6. Notice of Members’ Meetings. Written or printed notice (which includes a printed notice appearing in the official publication of this Farm Bureau) stating the place, day and hour of the meeting and, in case of a special meeting, the purpose or purposes for which the meeting is called, shall be delivered not less than ten nor more than forty days before the date of the meeting, either personally or by mail, by or at the direction of the officers or persons calling the meeting, to each member entitled to vote at such meeting. If mailed, such notice shall be deemed to be delivered when deposited in the United States mail addressed to the member at his address as it appears on the records of the corporation with postage thereon prepaid.

Section 7. Voting. Voting members of this Farm Bureau in good standing shall be entitled to take part and vote in person or by proxy at any regular or special meeting of members. Each voting member shall have one vote.

Section 8. Privileges of the Floor. Voting members and associate members of this Farm Bureau in good standing shall be entitled to the privileges of the floor at any regular or special meeting of members, subject always to the rules governing the meeting.

Section 9. Quorum. Five (5) percent of the voting members of this Farm Bureau in good standing shall constitute a quorum for the transaction of any and all business at any annual or special meeting, and the favorable vote of a majority of the voting members present in quorum shall be necessary for the determination of any matter. If less than five (5) percent of the voting members in good standing are present at any annual or special meeting of members, a majority of the voting members present may adjourn the meeting to a later date. Notice of the adjourned meeting shall be given to all members entitled to vote in the manner provided in Section 6 of this Article II.

Section 10. Presiding Officer. The President, if present, shall preside at all meetings of the members of this Farm Bureau. In the absence of the President, the next officer in due order who may be present at a meeting of the members shall preside and for such purpose the order of officers shall be as follows: President, Vice President, Treasurer and Secretary.

Section 11. Local Organizations. The Board of Directors may form township or community committees to strengthen the work of this Farm Bureau and for other purposes consistent with the purposes and objectives of this Farm Bureau. Such committees may elect officers and adopt those rules and regulations necessary to the conduct of their meetings. Such committees shall report the actions of their meetings to the Board of Directors.

Section 12. Nomination and Election of Unit Directors. At least thirty days prior to the annual meeting in each year, the President shall appoint a nominating committee of not less than five (5) nor more than nine (9) members. The persons appointed to serve on this committee must be residents of the townships that are to elect directors. The persons appointed to the nominating committee shall be approved by the Board of Directors of the Farm Bureau. The nominating committee shall meet and shall nominate person(s) for election to the Board of Directors from the township in which a director is to be elected. A ballot with the name(s) of the person(s) nominated from each of the respective townships shall be mailed to the voting members of the Farm Bureau in the respective township at least ten days prior to the date of the annual meeting. Members may write in the name and vote for a person other than the person(s) nominated by the nominating committee. The ballots of the members in the respective townships shall be returned to the nominating committee and canvassed. The person receiving the highest number of votes in each township shall be elected to the Board of Directors from the respective township.

Section 13. Election of IAA Delegates. In connection with the annual meeting of this Farm Bureau, one or more delegates shall be elected from and by the voting members in good standing to represent the members of the Illinois Agricultural Association within the geographical area served by this Farm Bureau. The voting members at an annual meeting may vote to allow the Board of Directors of this Farm Bureau to elect the Illinois Agricultural Association delegates. The number, qualifications, term of office, powers, duties and voting rights of such delegates shall conform to the Bylaws of the Illinois Agricultural Association.

ARTICLE III

Board of Directors

Section 1. Number and Authority. The business and property of this Farm Bureau shall be managed and controlled by a Board of Directors consisting of eighteen members. Directors shall hold office for a term of four terms consisting of three years per term and until their successors are elected and qualified. No director who has served for twelve (12) consecutive years is eligible for re-election until at least one (1) 3-year term has intervened.

Section 2. Qualifications. Each member of the Board of Directors must meet the following qualifications: (A) Must be a resident regular member in good standing of the township from which he is elected to serve and may not hold a membership with any other farm organization that conflicts with the ideas and policies of Farm Bureau. (B) Should be willing and able to devote sufficient time to assist in developing an active Farm Bureau program through participation by the members in the township or precinct. (C) Should believe in and support the principles of Farm Bureau and its affiliates. (D) Should be willing to support the decision of the majority of the board of directors regardless of personal feelings. (E) Should be willing to defend Farm Bureau and its policies among friend or foe. (F) Be willing to enter every meeting with an open mind. (G) Be willing to vote on the facts and reliable information and not line up with a clique or faction if one develops. (H) Should be determined to keep the organization financially sound. (I) Be morally qualified to represent the membership.

Section 3. Meetings. The Board of Directors shall meet as soon as practicable after the annual meeting of this Farm Bureau to elect the officers of this association and to transact any other business that may properly come before the meeting. The Board shall meet in regular session as often as may be necessary to properly conduct the business of this Farm Bureau. The regular meetings of the Board shall be held on such day and at such time and place as may be fixed by a majority of all members of the Board of Directors.

Special meetings of the Board may be called by the President. Special meetings of the Board shall be called by the Secretary upon request in writing signed by one-third (1/3) of the entire number of directors. Notice of meetings shall be given in such manner as a majority of all members of the Board of Directors may determine. Attendance at any meeting shall constitute waiver of notice thereof. All meetings of the Board of Directors shall be held within the geographical area served by this Farm Bureau unless a majority of the members of the Board of Directors votes to meet outside such area.

Section 4. Quorum. A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business. If less than a majority of the members of the Board are present at any meeting, a majority of the directors present may adjourn the meeting to a later date. Notice of the adjourned meeting shall be given to all members of the Board in the same manner as notice of the original meeting was given.

Section 5. Failure to Attend Meetings. Continued failure on the part of a director to attend regular or special meetings of the Board of Directors may in and of itself be deemed sufficient cause for the members to remove such director from office and to declare the vacancy. Such action by the Board shall be by the vote of three-fourths (3/4) of the entire number of directors.

Section 6. Vacancy. In the event of any vacancy on the Board of Directors, the remaining directors, though less than a quorum, may elect a successor director to fill such vacancy. The successor director shall have the qualifications herein prescribed for directors and shall hold office for the unexpired portion of the term of the director whom the successor director replaces.

Section 7. Cooperation with Others. The Board of Directors shall have the authority to and may cooperate with governmental bodies, other agricultural organizations and others on matters of concern to the members of this Farm Bureau.

ARTICLE IV

Executive Committee

Section 1. Appointment. The Board of Directors may provide for an Executive Committee of five (5) members, which shall include the officers (President, Vice President, Secretary, and Treasurer) of this Farm Bureau with the remaining member of the Executive Committee appointed by the Board of Directors from its members. The members of the Executive Committee, other than the President and Secretary, shall serve upon such committee for one year or until the appointment of and acceptance of such appointment by their duly qualified successors. The President and Secretary shall serve on the Executive Committee during their terms of office. Any member of the Executive Committee, other than the President and Secretary, may be removed at any time by a two-thirds (2/3) vote of the entire number of Directors. The Board may fill all vacancies on the Executive Committee.

Section 2. Authority. The Executive Committee shall exercise those powers delegated to it by the Board of Directors and shall report its actions at each meeting of the Board. Full minutes of all meetings of the Executive Committee shall be kept and submitted to the Board of Directors.

Section 3. Quorum and Procedure. Subject to any regulations prescribed by the Board of Directors, the Executive Committee shall fix its own rules of procedure. A majority of the members of the Executive Committee shall constitute a quorum for the transaction of business. If less than a majority of the members of the Executive Committee are present at any meeting, a majority of the members present may adjourn the meeting to a later date. Notice of the adjourned meeting shall be given to all members of the Executive Committee in the same manner as notice of the original meeting was given.

ARTICLE V

Officers

Section 1. Principal Officers. The principal officers of this Farm Bureau shall be President, Vice President, Secretary and Treasurer. The principal officers shall be elected annually by the Board of Directors from within the membership of the Board.

Section 2. President. The President shall be the chief executive officer of this Farm Bureau. He shall preside at all meetings of members and at all meetings of the Board of Directors and of the Executive Committee. He shall have general charge of the business of this Farm Bureau, subject to the control of the Board of Directors and Executive Committee.

Section 3. Vice-President. The Vice-President shall, in the absence of the President or in the event of his inability or refusal to act, exercise the powers and perform the duties of the President; otherwise, he shall have such powers and perform such duties as may be assigned to him by the President, by the Board of Directors or by the Executive Committee.

Section 4. Secretary. The Secretary shall: (a) keep minutes of the meetings of members, the Board of Directors and the Executive Committee in a book or books kept for that purpose; (b) be custodian of the corporate records and of the seal of the corporation; (c) attend to the giving of all notices required to be given; (d) in general, perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to him by the President, by the Board of Directors or by the Executive Committee.

Section 5. Treasurer. The Treasurer shall give a bond for the faithful discharge of his duties in such sum and with such surety or sureties as the Board of Directors shall determine and with the premium of such bond paid by this Farm Bureau. He shall: (a) keep a full and accurate account of receipts and disbursements of this Farm Bureau and deposit all money, checks and other obligations to the credit of this Farm Bureau in such depository or depositories as may be designated by the Board of Directors or the Executive Committee; (b) disburse the funds of this Farm Bureau as ordered by the Board of Directors or the Executive Committee; (c) make a complete annual statement before each annual meeting of this Farm Bureau, which statement shall be verified by a qualified auditor to be selected by the Board of Directors; (d) keep an accurate account of all real and personal property owned by this Farm Bureau; (e) in general, perform all the duties incident to the office of Treasurer and such other duties as from time to time may be assigned to him by the President, by the Board of Directors or by the Executive Committee.

Section 6. Other Officers and Agents. The Board of Directors may create such other offices, elect such other officers or assistant officers and appoint such agents as it may deem necessary. Such officers, assistant officers and agents shall hold office at the pleasure of the Board, and they shall have authority to perform such duties as from time to time may be prescribed by the Board of Directors, the Executive Committee and the principal officers.

Section 7. Removal of Officers. Any officer of this Farm Bureau may be removed at any time by a two-thirds vote of the entire number of directors.

Section 8. Vacancy. In the event of a vacancy in any office, the Board of Directors may elect a successor officer to fill such vacancy. A successor principal officer shall have the qualifications herein prescribed for principal officers and shall hold office for the unexpired portion of the term the principal officer replaces.

ARTICLE VI

Finance and Distribution of Assets

Section 1. Investments of Surplus Funds. Investments of surplus funds of this Farm Bureau, over and above the cash requirements of its operations, may be made by the Treasurer on its behalf and in its name, in United States Treasury bonds and United States Treasury certificates and notes.

Investments in stock and evidences of indebtedness of other corporations or associations whose activities will directly or indirectly promote agriculture or the interests of those engaged in agriculture may be made only with the consent of the Board of Directors.

Other investments of surplus funds, within the limitations of law, may be authorized from time to time by the Board of Directors.

Section 2. Borrowing Funds. The Board of Directors may, without the consent of the voting members, borrow in the aggregate up to $10,000.00 for working capital on a short term (one year or less) unsecured basis. The Board of Directors may, with the consent of the voting members, borrow money to be used solely for the purpose of this Farm Bureau and may pledge this Farm Bureau’s property therefore.

Section 3. Distribution of Assets. No distribution of the property of this Farm Bureau shall be made until all debts are fully paid and then only upon the final dissolution of this Farm Bureau. Such distribution shall only be made to one or more domestic corporations, societies or organizations engaged in activities substantially similar to those of this corporation pursuant to a plan of distribution adopted as provided in the Illinois General Not For Profit Corporation Act. Such domestic corporations, societies or organizations engaged in activities substantially similar to those of this Farm Bureau shall be qualified for exemption under Section 501(c)(5) of the Internal Revenue Code of 1986, as amended. No distribution shall be made without the consent of two-thirds of the voting members of this Farm Bureau. None of the foregoing shall operate to prevent this Farm Bureau from receiving and distributing or disbursing any fund or funds.

ARTICLE VII

Sundry Provisions

Section 1. Fiscal Year. The fiscal year of this Farm Bureau shall begin on the first day of September in each year and terminate on the last day of August in each year.

Section 2. Order of Business. The order of business at all meetings, insofar as possible, shall be as follows:

(a) Reading of Notice

(b) Determining quorum

(d) Reading and disposal of any unapproved minutes

(e) Reports of officers and committees

(f) Unfinished business

(g) New business

(h) Appointment of tellers

(i) Election of directors

(j) Adjournment

Section 3. Corporate Seal. The Board of Directors shall provide a corporate seal which shall consist of two concentric circles between which circles shall be the name of the Farm Bureau and in the center of which seal shall be inscribed “Corporate Seal”.

Section 4. Committees. The President, with the advice and approval of the Board of Directors, shall appoint all standing and special committees. The President shall appoint all committees required in connection with any meeting of members.

Section 5. Contributions. At the discretion of the Board of Directors, this Farm Bureau may receive voluntary contributions in support of its program of work and activities and for special purposes.

Section 6. Remuneration. Members of the Board of Directors and the Executive Committee and principal officers of this Farm Bureau shall serve without remuneration, as such, but the Board of Directors may provide that such persons be reimbursed for their actual expenses incurred on Farm Bureau business, that such persons receive a per diem payment when engaged on Farm Bureau business, or that such persons receive a stated amount in lieu of expenses.

Section 7. Informal Action. Any action required by the General Not For Profit Corporation Act to be taken at a meeting of the members or directors of this Farm Bureau, or any other action which may be taken at a meeting of the members or directors may be taken without a meeting if a consent in writing, setting forth the action so taken, shall be signed by all of the members entitled to vote with respect to the subject matter thereof, or all the directors, as the case may be.

Such consent shall have the same force and effect as a unanimous vote, and may be stated as such in any articles or documents filed with the Secretary of State under the General Not For Profit Corporation Act.

Section 8. Indemnification. This Farm Bureau shall indemnify any and all of its directors or officers or former directors or officers or any person who may have served at its request or by its election as a director or officer of another corporation against expenses actually and necessarily incurred by them in connection with the defense or settlement of any action, suit or proceeding in which they, or any of them, are made parties, or a party, by reason of being or having been directors or a director or officer of this Farm Bureau, or of such other corporation, except in relation to matters as to which any such director or officer or former director or officer or person shall be adjudged in such action, suit or proceeding to be liable for willful misconduct in the performance of duty and to such matters as shall be settled by agreement predicated on the existence of such liability.

This Farm Bureau may purchase and maintain insurance on behalf of any and all of its directors or officers or former directors or officers, or any person who has served at its request or by its election as a director or officer of another corporation against any liability, or settlement based on asserted liability, incurred by them by reason of being or having been directors or a director or officer of the corporation, or of such other corporation, whether or not the corporation would have the power to indemnify them against such liability or settlement under the provisions of this section.

ARTICLE VIII

Amendment of Bylaws

MONTGOMERY COUNTY FARM BUREAU

MISCELLANEOUS POLICIES

MONTGOMERY COUNTY FARM BUREAU

MISCELLANEOUS POLICIES

INDEX OF CONTENTS BY TOPIC & PAGE NUMBER

ACTIVATOR Policy Page 57

Auditing Association (IAAA) Page 57

Audit Policies Page 57

Bail Bond Policy Page 57

Board Policies Page 57

E1. Board Meetings Page 57

E2. Board Per Diem & Mileage Page 57

E3. Minutes & Notices Page 57

E4. Membership in Other Organizations Page 57

E5. Bylaws Page 57

E6. Minutes Page 57

E7. Policies Page 58

E8. IAA Director District Meetings Page 58

Building Policies Page 58

F1. Lease Agreements Page 58

F2. Building Facility Page 58

F3. Building Maintenance Page 58

Committee Policies Page 59

G1. Programs of Work Page 59

G2. Board Information Page 59

G3. PEARS Reports Page 59

G4. Committee Structure Page 59

G5. Committee Meeting Times Page 60

Montgomery County Farm Bureau Foundation Page 60

H1. General Statement Page 60

Montgomery County Farm Bureau Annual Meeting Policies Page 60

I 1. Montgomery County Farm Bureau Annual Meeting Page 60

I 2. Illinois Agricultural Association Meeting Page 60

I 3. AFBF Annual Meeting Attendance Page 61

J Membership Policies & Guidelines Page 61

J1. Dues Policy Page 61

J2. Reinstatement Policy Page 61

J3. Reclassification Page 61

J4. Membership Guidelines Page 61

J5. Membership Dues Amounts Page 62

Treasurer’s Policies Page 62

K1. Checks Page 62

K2. Monthly Expense Report Page 62

K3. Bonding Page 62

K4. Petty Cash Page 62

K5. Check Cashing Page 63

K6. $100,000 Limit Page 63

K7. Investment of Funds Page 63

K8. Borrowing Funds Page 63

K9. Purchasing Procedures Page 63

Executive Committee Structure Page 63

Sports Policies Page 64

Phone Policies Page 64

County Owned Credit Cards Page 64

Trip & Tour Ticket Policy Page 64

Discrimination and Harassment Policy Page 64

Election of Employee Relatives Page 65

These policies should be reviewed annually.

ACTIVATOR POLICY

The Board of Directors has not approved a policy of including $1 voluntary contribution on dues notices. Amounts contributed are deposited in the membership account and sent to ACTIVATOR when dues are submitted to the IAA.

AUDITING ASSOCIATION (IAAA)

Illinois Agricultural Auditing Association – A member of the Board will be appointed to attend the IAAA Annual Meeting and vote the county Farm Bureau’s shares.

AUDIT POLICIES

Audit: An annual audit of all Montgomery County Farm Bureau funds shall be conducted a firm compatible with the Illinois Agricultural Auditing Association (IAAA) or the IAAA. Monthly financial statements shall be placed on file for audit. The Board of Directors approves the monthly financial statement and audit statement. The audit will be presented to the Board annually.

BAIL BOND POLICY

Montgomery County Farm Bureau will provide Bail Bond cards for $2.00 each. Dues notices will contain Bail Bond information. Cards will be issued by the membership secretary. Bail Bond monies are deposited in the membership account initially. One dollar will be submitted to the IAA and $1.00 will be paid to the Farm Bureau for administrative fees.

BOARD POLICIES

E1. Board Meetings: Board meetings are held on the 4^th Tuesday of each month. Times of the meetings are set by the President. Dates may be changed by Board action or President’s discretion. Special meetings may be called by the President. Directors are expected to attend regular monthly Board meetings and special meetings as called.

E2. Board Per Diem, Mileage and Miscellaneous Expenses: All Board members shall receive $30.00 per diem for regular Board and special called meetings. The Officers of the Montgomery County Farm Bureau shall receive $35.00 per diem for regular board and special called meetings. The President will receive $50 per regular board or special called meetings.

Board members and officers that attend and pass a “Dynamic Director Training” program held by the state or in county, they shall receive $35.00 per diem for regular Board and special called meetings. Officers of the Montgomery County Farm Bureau shall receive $40.00 per diem for regular board and special called meetings. The President will receive $60.00 per regular board or special called meetings

All Board members shall receive meal expenses, miscellaneous expenses and IRS rate per mile for travel to and from any regular Board and special called meeting.

E3. Minutes and Notices: Farm Bureau Manager is responsible for mailing board meeting notice, board minutes. These items shall be mailed approximately one week in advance of the meeting.

E4. Membership in Other Organizations: Membership in other organizations should be reviewed by the Board of Directors annually, as these memberships come due or are requested.

E5. Bylaws: Montgomery County Farm Bureau’s bylaws govern the organization. No policy contrary to the bylaws can be implemented without amending the bylaws. Copies of the bylaws are on file and in the Operational/Procedural Manual.

E6. Minutes: The Secretary will keep minutes reflecting motions and general Board business in accordance with accepted practices.

E7. Policies: All policies will be reviewed annually by the Executive Committee. The Board will be asked to approve policies when changes are necessary.

E8. IAA Director District Meetings: Board members, committee members, etc., are encouraged to attend IAA Director District Meetings. Montgomery County Farm Bureau will pay meal expenses for the Board member and/or committee member attending. Montgomery County Farm Bureau will pay mileage for those driving to District Meetings at the same rate per mile the Board receives for Board meeting attendance.

E.9 Director Owing County Money:

If a director owes Montgomery County Farm Bureau for reimbursements of any sort, and they

fail to paid amount by stated date, Montgomery County Farm Bureau has the right to

keep the owed amount out of the director’s per diem and mileage money.

F. BUILDING POLICIES

F1. Lease Agreements:

The Farm Bureau Board of Directors will review the Lease Agreements with the Farm Bureau Manager, as these come due.

F2. Building Facility:

*The Montgomery County Farm Bureau Organization shall always have first priority with

regard to use of any and all meeting facilities.

*All meetings must be approved by the Farm Bureau Manager.

*The Farm Bureau Manager and/or office staff will keep a master

calendar of all events for meeting room facilities. Final approval of scheduling will be with

the Farm Bureau Manager and/or office staff.

*Advance total booking of the facility shall not exceed more than two days per week unless

approved by the Farm Bureau Manager.

*Ag-related groups will not be charged for the use of the room. This will be at the discretion

of the Farm Bureau Manager.

*Those using the facility must sign an approved agreement form with the Montgomery County

Farm Bureau Organization. That agreement form is attainable at the Farm Bureau Office,

and it is the Farm Bureau Manager’s responsibility to see that this form is signed and dated

before the meeting facilities are used by any party.

*Those using the meeting rooms must furnish protection for any material that would stain or

permanently damage the room or the contents. Those using the meeting rooms and other

office facilities will be responsible for damages.

*All food and materials in refuse must be put in a dumpster after each meeting. These refuse

materials are required to be bagged or encased in a standard trash bag or other such

acceptable item.

*No smoking in the Montgomery County Farm Bureau Building.

*Alcoholic beverages or other illegal substances will not be allowed in the Farm Bureau

Building.

*Montgomery County Farm Bureau reserves the right to refuse use of any meeting facilities by

any group or reject any group at any time from the premises.

F3. Building Maintenance:

*The Farm Bureau janitor or maintenance service will be responsible to the Farm Bureau Manager.

*Farm Bureau will depreciate remodeling and additions on the financial statement.

*Painting, repair, and upkeep may be authorized by the Manager as long as it is budgeted by the

Board.

*Major renovations require Board approval.

*The Montgomery County Farm Bureau Manager is approved to authorize redecorating in the Farm

Bureau Building with regard to the Farm Bureau area or those areas occupied by tenants. In the

case of an area occupied by a tenant, this cost will be the responsibility of the tenant unless special

arrangements are made with the Farm Bureau Board. In the case of the Farm Bureau area itself,

this will be at the Manager’s discretion unless it requires funding above and beyond the budgeted

amounts approved or would be a dramatic change in the look or decor of the Farm Bureau office.

Things that would be considered as Manager’s discretion in this category would include painting,

baseboard repair, wallpapering, etc.

*Tenants must get approval from the Farm Bureau Board before any physical structure work is

allowed either inside or outside the building or anywhere on any Farm Bureau owned premises.

This would include any moving of walls, installation of doorways, and those types of things. If

approved, the tenant would be responsible for the cost.

COMMITTEE POLICIES

G1. Programs of Work:

All committees are to have a written program of work developed annually. This is to include programming, goals, dates, proposed budget, etc. The program of work for each standing program committee is due at the Montgomery Farm Bureau Board Meeting. Annually, the various committee programs of work should be kept on file at the Farm Bureau Office. The Farm Bureau Board will budget annual operating monies for each committee. The amount of the committee operating budget on an annual basis, is at the discretion and approval of the Farm Bureau Board.

G2. Board Information:

All standing program committees and special committees are required to keep the Board of Directors informed of their normal activities and any special activities they are conducting. Committees should operate within the budget approved for that committee, by the Board, on an annual basis. Committees desiring funding above or beyond their budgeted amount must present request to the Board for approval.

G3. PEARS Reports:

The committee chairman and members are to work with the Farm Bureau Manager to complete the annual PEARS reports, to be submitted to the Illinois Farm Bureau by the specified deadline. The Manager should assist the committee chairmen with this task and act as a partner in this effort. The Manager will also act as the motivator and facilitator to see that the PEARS reports are submitted on time to the Illinois Farm Bureau. The Farm Bureau Manager and other staff should take the responsibility to see that a complete set of PEARS reports are filed.

G4. Committee Structure:

The current standing program committees and special committees of the Montgomery County Farm Bureau are as follows:

Standing Program Committees Special Committees

*Local Affairs Committee *Executive Committee

*Marketing Committee *Finance Committee

*Young Farmers Committee *Building & Property Committee

*Prime Timers

*Membership Committee

*Women’s Committee

*Legislative Committee

*Public Relations Committee

*Viewpoint Committee

G5. Committee Meeting Times:

Meeting dates, times, and locations for all special and program committees are determined by the committee chairmen in coordination with the Farm Bureau Manager. The President should be notified of scheduled meetings.

MONTGOMERY COUNTY FARM BUREAU FOUNDATION

H1. General Statement:

The Montgomery County Farm Bureau has formed a Foundation to promote education, conservation, and agriculture. The Foundation accepts contributions and donations and acts within its own bylaws and articles of incorporation. The Foundation holds its own board meetings as determined by the Foundation bylaws and is governed by a separate Board of Directors. A copy of the bylaws are on file and are included in the operational/procedural manual.

MONTGOMERY COUNTY FARM BUREAU ANNUAL MEETING POLICIES

I1. Montgomery County Farm Bureau Annual Meeting:

Voting Members of Montgomery County Farm Bureau are invited to attend the Montgomery County Farm Bureau Annual Meeting. Meeting procedures and quorum will be determined by the bylaws. Registration fees or meal fees may be charged as per the Board discretion when planning the County Annual Meeting each year.

I2. Illinois Agricultural Association Annual Meeting:

Room:

Montgomery County Farm Bureau will be responsible for the single room hotel rate when one Director or committee member occupies a room or—Montgomery County Farm Bureau will be responsible for the double room rate when Directors and/or committee members share the same room.

Hotel rooms must be cancel prior to 72 hours of first night stay if attendee cancels going to IAA or if the attendee decides to leave early. If attendee doesn’t cancel hotel room, they will be required to pay for first night or nights they leave early.

Meals:

Montgomery County Farm Bureau will pay meal expenses for any Director and/or committee member with the amount not to exceed $ * per day for each individual or couple.

*Amount to be determine by the ILFB Before the meeting.

County Meals:

The Montgomery County Farm Bureau will not incur any expense for a county meal attended by county delegates, directors, spouses, and special guests. Those attending will be responsible for picking up their own tap. Alcoholic beverages will be paid for by individuals attending the function.

Hotel Incidentals:

Everyone attending the IAA Annual Meeting will be responsible to pay their own incidentals at the time of checkout when leaving the convention. If these are not paid at the time of checkout, the individual responsible for those charges will be billed upon return to Montgomery County.

Mileage:

Mileage will be paid to all Montgomery County Board members and committee members attending the IAA Annual Meeting up to the cost of a coach train ticket to and from the meeting on the same basis, which the IAA provides the delegates. Tickets will be purchased through Pegasus Travel in Hillsboro unless approved differently by the MCFB Board. Ticket may be upgraded at the expense of MCFB member and/or committee member.

Delegates:

All expense policies for county Farm Bureau delegates are covered by the Illinois Agricultural Association. Those individual delegates are covered by these policies. This will be the expense policy used each year for delegates attending the IAA Annual Meeting. The requirements for county compensation are such: Director must attend at least (7) regularly scheduled monthly meetings. (By-Laws-November 1999)

I3. AFBF Annual Meeting Attendance:

*President & Manager – Montgomery County Farm Bureau will pay all expenses for the President and spouse to attend the AFBF Annual Meeting each year. The Board will offer the opportunity to the Farm Bureau Manager to attend the AFBF Annual Meeting while the Manager is in the county. Should the Manager and spouse decide to attend, the same expense policy applicable to President and spouse would apply.

*Director– Any director wishing to attend the AFBF Annual meeting, the board will pay airfare, mileage, and hotel room. No expense for food will be given. The Montgomery County Farm Bureau will not incur any expense for a county meal attended by directors, spouses, and special guests. Those attending will be responsible for picking up their own tap. Alcoholic beverages will be paid for by individuals attending the function.

Expenses will not be covered for anyone other than the director. If a director wishes to take someone along with them, the director will be responsible for airfare and meals and extra hotel rooms if needed. The requirements for county compensation are such: Director must attend at least (9) regularly scheduled monthly meetings. (By-Laws-November 1999)

Montgomery County Farm Bureau will pay for the director’s cost to fly coach to the AFBF Annual meeting or reimburse the director up to the cost of a coach airplane ticket to the AFBF meeting if a director chooses to drive. Cost that MCFB will pay will be determined on November 10. Tickets will be purchased through Pegasus Travel in Hillsboro unless approved differently by the MCFB Board. Ticket may be upgraded at the expense of the MCFB director and/or committee member. Directors’ will choose the most direct flight. If a director chooses to fly elsewhere during the trip to the AFBF, the director will pay the additional flight cost out of their own pocket.

If Montgomery County has purchased a ticket to go to the AFBF Meeting and the Director and/or committee person cancels going, they will need to reimburse the FB within 14 days of cancellation for the airfare and AFBF registration fee.

MEMBERSHIP POLICIES & GUIDELINES

J1. Dues Policy:

All members become delinquent 31 days after dues anniversary date. Delinquent members will be cancelled 60 days after dues anniversary date. The first dues notices will be mailed approximately 30 days prior to the due date. Second notices will be sent during the third week following dues anniversary date.

J2. Reinstatement Policy:

Any cancelled member reapplying for membership will be reinstated to the original membership anniversary date if cancelled less than months and member benefits and services of any kind have been received by the member during that time period. Said member will be charged full dues rate for reinstatement and a $10.00 reinstatement fee.

J3. Reclassifications:

Members wishing to be reclassified must fill out a reclassification form. These are available at the Montgomery County Farm Bureau office. Reclassification will be considered by the Board of Directors at the next regular Board meeting. The reclassification is subject to Board approval.

J4. Membership Guidelines:

*All new membership applications must be completed to be accepted. This includes items such as member’s signature, payment of dues, birth date, social security number, etc.

*To obtain a membership number, you must have a completed membership application form and payment in hand. The Farm Bureau Membership Secretary cannot issue a membership number without a completed application and payment for that membership. Exception: CC agents in satellite offices may obtain membership number(s) by phone. However, completed applications and payment for each membership must be delivered to the Farm Bureau office no later than the end of the week in which the call was made requesting the membership number(s). The Farm Bureau Manager reserves the right to operate under this policy, or discontinue this policy for any or all agents.

Birthdates are needed for member identification, as there may be more than one person with the same name. Phone numbers are also important, and these too must be listed on the application form.

J5. Membership Dues Amount:

*Associate Member – $20 per year – $10 to IAA and $10 to county.

*MM Member – $42.00 per year – $21 to IAA and $ 24 to county.

*MS Member – $ per year – $15 to IAA and $ to county.

*EM Member – $ per year – $19 to IAA and $ to county. Non-voting

entity/partnerships and corporations.

*AM Member – $ 42 per year – $21 to IAA and $ 24 to county. Farm

Bureau affiliated employees – Non-voting.

TREASURER’S POLICIES

K1. Checks:

The Treasurer and Manager are authorized to sign checks. The Manager may authorize checks for up to $10,000.00 (ten thousand). Checks above $10,000.00 require the Manager’s signature and authorization from the Treasurer or President.

Wage-hour and office staff (other than manager) compensation and expense reimbursement checks may be authorized by the county Manager or Treasurer of the Board of Directors.

Manager compensation and expense reimbursement checks must be authorized by the Treasurer of the Board of Directors, or an employee (other than Manager) designated by the Board of Directors.

K2. Monthly Expense Report:

*Committee – Monthly committee expense reports will be available for review by respective committee chairmen.

*Manager – The Manager’s expense and mileage reports will be available for review by the members of the board.

K3. Bonding:

Employees who are compensated are covered with an Employee Dishonesty Bond. Coverage is for up to $100,000 with a $500 deductible.

K4. Petty Cash:

The Farm Bureau will maintain no more than a $100.00 petty cash balance. All expenditures from petty cash will be reported to the Board by including them in the proper account in the monthly financial statement. Petty cash will be reimbursed by writing a check to the bank for cash. The role of petty cash is to be used for minor expenditures and making change for over the counter sales. Petty cash is not to be used for major expenditures, personnel expense reimbursements of a large nature, meals, etc.

K5. Check Cashing:

Farm Bureau will not cash checks for employees or customers. Checks written to Farm Bureau are to be for the amount of purchase only.

K6. $100,000 Limit:

The Treasurer is responsible to see that all accounts are fully insured by FDIC, FSLIC, or NCUA with a $100,000 limit.

K7. Investment of Funds:

Surplus funds will be invested in Treasury Bonds, Notes, Certificates of Deposit, or deposited in an interest bearing fully insured account. The Board of Directors will ultimately make investment decisions, including approving bank signature cards, based on recommendations from the Manager, Treasurer, and Executive Committee.

K8. Borrowing Funds:

The Manager, Treasurer, and/or Executive Committee may make recommendations with regard to the borrowing of funds. The borrowing of any funds requires the ultimate approval of the Board of Directors within the limits of the Montgomery County Farm Bureau.

K9. Purchasing Procedures:

*The Manager is authorized to purchase new or replace existing equipment without Board approval up to an amount of $1000.00.

*For replacement of existing equipment costing over $1000.00, the Manager is required to bring bids to the Board of Directors for consideration before proceeding with any purchase.

*For purchase of new equipment costing over $1000.00, the Manager is required to bring bids to the Board of Directors for consideration before proceeding with any purchase. The Manager will also explain the need and desire for the piece of equipment.

*The Manager is authorized to spend $1000.00 in an emergency without Board approval,

and/or the approval of the President. Emergencies may be defined as: furnace repair, water pipe breakage, repair of vandalism, etc. The Farm Bureau Manager will inform the Farm Bureau President of this expenditure as soon as reasonably possible. If the Farm Bureau

President is not available, the Farm Bureau Manager will inform the Vice President or another officer as soon as possible.

EXECUTIVE COMMITTEE STRUCTURE

**as written in the Montgomery County Farm Bureau By-Laws, Article IV, Section 1:

The Board of Directors may provide for an Executive Committee of 5 members, which shall include the President, Vice President, Secretary and Treasurer of this Farm Bureau with the remaining member of the Executive Committee appointed by the Board of Directors from its members. The members of the Executive Committee, other than the president and Secretary, shall serve upon such committee for one year or until the appointment of and acceptance of such appointment by their duly qualified successors. The President and Secretary shall serve on the Executive Committee during their terms of office. Any member of the Executive Committee, other than the President and Secretary, may be removed at any time by a two-thirds (2/3) vote of the entire number of Directors. The Board may fill all vacancies on the Executive Committee.

SPORTS POLICIES

Montgomery County Farm Bureau will participate in the Illinois Farm Bureau Sports Festival Program and promote member involvement in this area. Those qualifying for and/or participating in regional competition will be required to pay their own entry fees for the various events. If the participants advance beyond regional competition, Montgomery County Farm Bureau will pay the entry fees for those people advancing to state competition. Montgomery County Farm Bureau does not pay meals, lodging, or mileage, etc. for members participating in sports festival activities.

PHONE POLICIES

Personal Phone Calls – All personal phone calls made by the Farm Bureau Manager and/or office staff or other employees will be reimbursed by the employee to the Farm Bureau Organization. That reimbursement will be due at the time of the receipt of the telephone statement by the Montgomery County Farm Bureau office. While we understand that it may be necessary to make calls from time to time, extensive use of the company telephone for personal use is not recommended. Extensive use may result in further performance evaluation with regard to this. Personal phone calls will be marked by the employee responsible for paying these, and initialed by that employee on the monthly bill.

COUNTY OWNED CREDIT CARDS

If the County Farm Bureau has a credit card, the following policies should be in place. That credit card can be used for business purposes only. It may be used by the Farm Bureau President, Treasurer and Manager. The card is to be used only in relation to lodging, meals, fuel or business expenses for the Farm Bureau Organization. The credit card expenditures will be shown each month as a separate line item on the County Farm Bureau financial statement. Those expenditures will list the date of purchase, amount of each item, and what that item was for. In the case of credit cards, there will be no more than three credit cards for any one account available. These cards will be held by the President, Treasurer and the County Farm Bureau Manager only. No one is authorized to use a credit card for personal expenses of any type. Personal expenses with the intent to reimburse the county later are not allowable for credit card use.

TRIP AND TOUR TICKET POLICY

With regard to Farm Bureau sponsored trips or tours, it is often possible that a tour or travel company may offer the County Farm Bureau complimentary tickets or fares as a business incentive. When the Farm Bureau Manager is expected to accompany a tour (as a chaperon or organizer, etc.), it is understood that the Farm Bureau Manager will receive the use of at least one of the comp tickets in each area of offering by the travel or tour company. Should the Farm Bureau Manager need to attend this tour or program, his or her expenses would be picked up by the County Farm Bureau anyway as a business expense. If more than one comp ticket of some type, or set of comp tickets are offered, this will not automatically be used by the Farm Bureau Manager’s spouse unless that approval is granted by the Farm Bureau Board. It would be recommended that any further tickets received be used to offset expenses of the overall tour or trip for the County Farm Bureau Organization.

DISCRIMINATION AND HARASSMENT

**All patrons and tenants within the Montgomery County Farm Bureau building and property shall follow these guidelines.**

Because we are committed to providing employees with a nondiscriminatory work environment, a policy to fully address discrimination and harassment has been adopted.

Montgomery County Farm Bureau believes in equal employment and advancement opportunity for all individuals without regard to race, color, religion, sex, age, disability, or national origin.

If, on these bases, employees feel they have been discriminated against or harassed, they should contact their supervisor or Board President immediately.

All complaints will be promptly investigated and appropriate action taken.

ELECTION OF EMPLOYEE RELATIVES

Election of employees’ relatives to Farm Bureau positions is not recommended and may result in a conflict of interest. Each situation, should it arise, should be reviewed by legal counsel and the recommendations of that legal counsel followed, in the best interest of all parties involved and the Farm Bureau organization.

Montgomery County Farm Bureau

Additional Policies for IRS 990

Conflict of Interest Policy Page 70

Whistleblowers Policy Page 71

Record Retention Policy Page 72-76

Gift Acceptance Policy

Montgomery County Farm Bureau^®

CONFLICT OF INTEREST POLICY

Introduction / Purpose of the Conflict of Interest Policy (the “Policy”)

When volunteer leaders are acting in their official capacity as officers or directors of Montgomery Farm Bureau (hereinafter the “County Farm Bureau”), their actions and decisions should be based on what they honestly and reasonably believe are the best interests of the County Farm Bureau. Directors and officers of the County Farm Bureau owe primary business loyalty to the County Farm Bureau, and have the responsibility to use reasonable care and good judgment, comply with all governing documents, base decisions on the best interests of the County Farm Bureau and avoid conflicts of interest.

Conflicts of Interest

A conflict of interest exists when an officer or director has a direct or indirect business, professional, or personal interest that might influence, or be perceived to influence, the judgment or actions of that director or officer when serving the County Farm Bureau.

Conflicts of interest may arise under numerous scenarios, including, but not limited to, the following:

Serving as an officer or director of another organization with interests that conflict with the interests of the County Farm Bureau.
Engaging in outside activities which, either directly or indirectly, may adversely affect the interests or reputation of the County Farm Bureau.
Any officer or director or close relative of an officer or director supplying the County Farm Bureau with goods, property or services or having a relationship with any organization supplying or wishing to supply goods, property or services to the County Farm Bureau in exchange for money or anything of value.
Any officer or director or a close relative of an officer or director acting as an agent, representative or spokesperson for any person, business, group or organization seeking to influence the County Farm Bureau on any issue, matter or transaction.
Accepting money, gifts, entertainment or other favors from members, suppliers, service providers or other business contacts, where the benefit is of a nature that might affect, or be perceived to affect, the officer’s or director’s independent judgment, or where acceptance would raise even the slightest suggestion of improper influence.

Disclosure

It is the duty of each officer and director to disclose to the Board of Directors of the County Farm Bureau any conflicts of interest of which they are aware, including conflicts involving other officers or directors subject to this Policy. Such disclosure is to be made before the Board of Directors discusses the issue, matter or transaction to which the possible conflict applies. Upon such disclosure, the Board of Directors of the County Farm Bureau may take such further action it deems appropriate or as required by law. Such action could include requiring the director or officer to recues himself or herself from deliberations, voting, decision-making or other participation with respect to the matter.

Acknowledgment

I agree to the terms of the above Policy and will promptly notify the County Farm Bureau Board of Directors of any actual or potential conflicts of interest, or any actions which could be perceived as a conflict, either involving either myself or another County Farm Bureau officer or director, if and when they arise in the course of my duties while serving the County Farm Bureau.

________________________________________ __________________

(Name of Director or Officer) (Date)

Montgomery County Farm Bureau

Whistleblower Policy

General:

The Montgomery County Farm Bureau Code of Ethics and Conduct (Code) requires directors, officers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. All serving and representing the organization must practice honesty and integrity in fulfilling their respective responsibilities and comply with all applicable laws and regulations.

Reporting Responsibilities:

It is the responsibility of all directors, officers, and employees to comply with the Code and report violations or suspected violations in accordance with this Policy. Violations of federal, state or local laws; billing for services not performed or for goods not delivered; and fraudulent financial reporting are examples of dishonest activities that should be reported.

Reporting Violations:

Directors, officers, and employees should report their concerns, suggestions, questions or complaints to someone within the organization who can address them properly. In most cases, the FB Manager is in the best position to address an area of concern. However, if an employee is not comfortable speaking to the Manager in this instance or if you are not satisfied with his/her response, you are encouraged to speak to Mr. Mike Hodge, Region #3 Manager, IFB.

No Retaliation:

No director, officer, or employee who in good faith follows this Policy by reporting a suspected Code violation shall suffer harassment, retaliation, or adverse employment consequence. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment. This Policy is designed to encourage and enable employees and others to raise concerns within the organization prior to seeking resolution outside the organization.

Confidentiality:

Insofar as possible, the confidentiality of the whistleblower will be maintained. However, the identity of the individual may need to be disclosed to conduct a thorough investigation, to comply with the law, and to provide accused individuals with their legal right of defense. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrong doing that is alleged and investigated.

Acting in Good Faith:

Anyone filing a complaint regarding a violation must have reasonable grounds for believing the information disclosed indicated a violation of code. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Review of Complaints:

All reports of violations of Code will be promptly submitted to FB Manager/Regional Manager who will investigate and coordinate corrective measures on a timely basis.

Employment-related concerns should continue to be reported through your normal channels of your supervisor.

Adopted June 22, 2010

(Date)

Records Retention Schedule

Updated July 2009

TYPE OF RECORDS RETENTION PERIOD

Accident Reports, including settlements 30 Years

Accounts Payable Vouchers 6 Years

Accounts Receivable 6 Years

Accounts Receivable (Monthly Reports) 2 Years

AFEs (Authorization Fixed Expenditures),

ASDs (Authorization Sale or Disposal) (and Logs) 7 Years

Annual Reports Permanent

Audit Work Papers Permanent

Bank Reconciliations (advises) 4 Years

Bills of Lading 4 Years

Budget Data 2 Years

Budget Summaries 10 Years

Bulk Inventory Report 4 Years

Capital Stock Records Permanent

Cash Receipts, Deposits and Disbursements 4 Years

Checks (Cancelled, Copies, Payroll) and Registers 7 Years

Code Books (Chart of Accounts) 6 Years

Contracts

Contracts (Commercial) 10 Years After

Expiration or Termination

Contracts (Government) 3 Years After Final Payment or Settlement Or Otherwise as Required by Federal or State Procurement Regulations

Correspondence Files Division Head Discretion

Daily Bank Balance Summaries 4 Years

Directors Expense Reports 5 Years

Employee Quarterly State Tax 6 Years

Employee State Tax Reports 6 Years

Expense Allowance Reports 4 Years

Federal and State Tax Returns Permanent

Federal (1099) 4 Years

Federal Unemployment Records 6 Years

Financial Reports (Periodical – Other than Annual Reports) 11 Years OR As Required to Comply with

Federal Tax Regulations or Generally Accepted Accounting Principles)

Financial Statement (Annual) Permanent

Fixed Assets Accounts Permanent

Fixed Assets Monthly Reports, Depreciation Summaries………………………………….. 4 Years

General and Umbrella Liability Insurance Permanent

General Ledgers 7 Years

General Ledger Account Reconciliations 4 Years

General Ledger Analysis 6 Years

Government Information Filings Permanent

Insurance Claims Information 10 Years After

Settlement

Inventories of Perishable or Fungible Commodities 4 Years

Inventories of Corporate Assets Permanent

Invoices 6 Years

Journal Vouchers 6 Years

Liability for Uncashed Check Analysis 11 years

Member Records and Reports

General Principal: The Membership Records Department shall be responsible for establishing and maintaining a Records Retention Program which will protect the valuable information pertaining to members of the Illinois Agricultural Association. Other records and studies pertaining to membership should not be retained beyond the period of immediate usefulness, unless approved by the administrator of this policy.

Examples are as follows:

All Stock records and stock transactions of

subsidiaries of the IAA, if applicable………………………………. Permanent

Dividends of stock companies Permanent
Membership application/contract 10 Years From

termination of membership

Membership Studies 1 Year From

Presentation

Correspondence to or from members…………………………………. 5 Years
Evaluation of Membership Programs……………………………………. 1 Year

Miscellaneous Records

Routine Correspondence to be destroyed……………………….. Within 30 days
1. Unimportant letters and notes which require no acknowledgment or follow up such as notes of appreciation, congratulations, letters of transmittal and plans for meetings.
From letters which require no follow up.
1. Other letters of inconsequential subject matter or which definitely close correspondence to which no further reference will be necessary.
2. Copies of inter-departmental or divisional correspondence where another copy of the same letter will be in the file.

Letters to be Filed Temporarily……………………………. 30 Days to 12 Months
Letters of general inquiry and replies which complete a cycle of correspondence and have no value after possible reference from the correspondent within a reasonable period of time.
1. Letters requesting specific action such as name or address change, complaints which have no further value after changes are made or actions taken.
2. Similar letters of various types which might be referred to shortly after they are received or written, but which soon cease to have value unless further immediate correspondence ensues.
3. Letters to be Kept 1 to 5 Years
4. Letters relating to establishing credit. Letters applying for employment with the company.
5. Memoranda and reports about expense accounts which have limited value after the voucher is approved.
6. Letters explaining but not establishing company policy.
7. Collection letters which have limited value after the account is paid.
8. Letters to which a member might make reference a year or two later.
9. Other letters to which some reference might be helpful as late as one to five years after the date.
10. Letters to be kept indefinitely or for the Life of the Principal Document

which it supports.

Letters pertaining to patents, copyrights, licensing agreements, bills of sale, permits, and governmental action.
Letters which constitute all or a part of a contract or which are important in the clarification of parts of a contract.

Letters denying liability of the company.
1. Other letters which the company might need to produce in court to disprove liability or to enforce rights of the company.

Notes or Debentures 10 Years After Redemption

Payroll Documents

General Principal: Payroll documents and supporting data should be kept in such a manner that the company’s responsibilities under the wage and hour rules of the Department of Labor as well as the rules of any other applicable federal or state agency can be shown. Also, payroll records must be such as to enable the company to compute the payment of any pensions or other policy benefits.

Payroll Master Tapes 6 Years
Payroll Register 6 Years
Quarterly State Return 6 Years
Quarterly Federal Returns 5 Years
W-2 Forms Permanent

Personnel Records 5 Years

Printing and Duplication

Copies of Documents Produced 1 Year
Negatives 3 Years
Plates 3 Years
Drawings and/or Artwork 5 Years
Printing Orders 1 Year
Cassette Tapes 3 Years

Property Records

Depreciation schedules Permanent
Inventory records Permanent
Maintenance and Repair to Buildings 10 Years
Maintenance and Repair, Machinery 5 Years
Property Deeds, Easements, Licenses, Rights of Way……….. 10 Years After

Disposal of Property

Purchase or lease records of buildings……………………………. 10 Years After

Property Ceases to be

Occupied

Space allocation records 1 Year
Mortgages 5 Years after

Recording of

Cancellation

Property Insurance 10 Years After

Disposal of Property

Real and Personal Tax Records 6 Years
Records relating to disposal of waste at any facility………………… Permanent

Purchase Records (Monthly) 6 Years

Safety Documents

General Principal: The company must keep all documents relating to employee health and safety for such periods as will enable it to demonstrate compliance with an applicable regulation or standard. These standards and regulations are in a state of continual expansion and change. The following is a current list of guides:

Records relating to each occupational injury Or illness, including the annual summary and Any other OSHA forms………………………………………………………………… 5 Years
Refer to the IAA Office of General Counsel regarding any records relating to

environmental matters.

Sales and Cost of Sales Worksheets 2 years

Sales Records (Monthly) 6 Years

Sales Tax Reports 6 Years

Shipping Tickets or Receiving Tickets 13 Months

Short Term Investment Records 6 Years

Vouchers 7 Years

Any exceptions to the above procedure must be reviewed by the Office of the General Counsel. Records kept by the Office of the General Counsel which relate to matters of legal significance are exempt from the above referenced policy.

Note regarding Legal Holds – Some events, such as a lawsuit or government investigation, may require that certain documents be preserved beyond the regular retention guidelines. If such an event occurs, please contact the IAA Office of General Counsel for further guidance.

The Following have been Update July 2009

How long to retain expired insurance policies?*

As a general rule, 3 years may suffice, but each policy should be reviewed to make sure that it has actually expired and no claims could be filed on the coverage beyond the recommended 3 year retention period.

How long to keep scholarship applications from past applicants for CFB scholarships?

3 years.

What documents currently on the Records Retention Schedule can be kept electronically on a computer instead of a hard copy?

In Illinois, a document that is required by law to be retained may be kept as an electronic record as long as the document’s integrity is intact. Therefore, any document that is kept in electronic form must be an accurate reproduction of the original document. Accordingly, we suggest that a county Farm Bureau interested in keeping electronic copies of documents have a system in place where it can accurately scan complete documents into its computer systems. In addition, a county Farm Bureau that keeps electronic files of documents should have an appropriate data backup system in place.

Illinois law, however, does not allow electronic storage of documents that are considered “unique and transferable instruments.”

How long to keep insurance declarations?

If the policy is active, the insurance declarations should be kept as a permanent record, along with the base policy. If the policy has expired, see the answer to question #1 above.

How long to keep backup data (computer storage)?

The retention of backup data should be tied to the retention of the document that is “backed up.” For example, if an Accounts Payable Voucher should be kept for six years, then the backup of that document should be kept for six years. Accordingly, a zip drive or other data backup storage may contain a number of documents that have different retention dates.

How long should the county Farm Bureaus keep items that are usually put into Board Books for each month’s board meetings?

3 years

How long should the county Farm Bureaus keep a variety of employee records?

time logs – 7 years
employment applications – those hired – the duration of employment plus 7 years
employment applications – those not hired – 3 years
employee automobile mileage logs – 7 years
employee personnel records following termination – 7 years
employee expense reports – 7 years

* Refers to expired county Farm Bureau expired insurance policies.

Note: This Records Retention Schedule is reviewed annually by the IAA Office of the General Counsel.

MONTGOMERY COUNTY FARM BUREAU

DISASTER RECOVERY TEMPLATE

INDEX OF CONTENTS BY TOPIC & PAGE NUMBER

Disaster Recovery Template………………………….Page 2

Montgomery County Farm Bureau

DISASTER RECOVERY PLAN

Approved by the Board of Directors of Montgomery County Farm Bureau

December 17, 2013

(Date)

DISASTER DECLARATION:

A disaster declaration would be warranted if, for some reason, the offices housing (organizations) Montgomery County Farm Bureau, Gary Wemple, Lincoln Land Community College, and Regional Vocational Office at (address) 102 North Main Street Hillsboro, Illinois 62049 could not be occupied and/or function for more than three working days without causing a safety risk to the employees of Montgomery County Farm Bureau, affiliates and other building tenants. Numerous causes could warrant a disaster declaration, including but not limited to fire, tornado, flood, or interruption to the supply of necessary utilities to maintain a safe and workable business environment.

The persons authorized to declare a disaster regarding the building housing County Farm Bureau and other entities are:

Robert Lentz, Manager Office Phone 217-532-6171

(name/title) Home Phone 217-534-6784

Cell Phone 217-825-5698

Jay Niemann President Office Phone

(name/title) Home Phone

Cell Phone 217-556-3934

(Add names as needed.)

DISASTER DECLARATION PROCEDURE AND INFORMATION:

The following pages outline basic procedures to be followed in the event of a disaster declaration. The information provided in this outline contains specific assignments and call lists which identify the names and telephone numbers of staff, leadership, affiliate personnel and other key individuals designated to participate in these procedures.

Exhibit Index Page

Exhibit A Disaster Recovery Team 3

Exhibit B Key Contact Listing 4

Exhibit C Key Emergency Telephone Numbers 5

Exhibit D Basic Disaster Recovery Plan 6

Exhibit A – Disaster Recovery Team to Meet Immediately to Make Critical Decisions and put Recovery Plan in Motion

Jay Niemann, President Office Phone

Name/Title Home Phone

Cell Phone 217-556-3934

Kenny Folkerts, V.P Office Phone

Name/Title Home Phone 217-563-2980

Cell Phone 217-825-9875

Kevin DeVries Treasurer Office Phone

Name/Title Home Phone 618-456-6111

Cell Phone 618-779-6650

Carl Marten, Secretary

Name/Title Office Phone

Home Phone 217-229-3224

Cell Phone 217-254-2205

Office Phone

Name/Title Home Phone

Cell Phone

(Add names as needed)

Predetermined Meeting Location: 102 North Main Street Hillsboro, Illinois 62049.

(Address, Phone)

Person Responsible for calling meeting and organizing:

Jay Niemann, President 2332 N. 8th Ave

Litchfield, Illinois 217-556-3934 (Address/Phone)

Exhibit B – Key Management, Affiliate, Building Tenant Contact List

Gary Wemple, owner Office Phone 217-532-2111

Name/Title Home Phone

Cell Phone 217-556-4165

Office Phone

Name/Title Home Phone

Cell Phone

. Office Phone

Name/Title Home Phone

Cell Phone

Office Phone

Name/Title Home Phone

Cell Phone

Exhibit C – Key Individual Emergency Telephone Numbers

See Disaster Recovery Team above.


	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone

	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone


	Office Phone
	Home Phone
	Cell Phone

(add names as needed)

EXHIBIT D – BASIC DISASTER RECOVERY PLAN

Montgomery County Farm Bureau

PREDETERMINED ALTERNATE LOCATION SITE FOR BUSINESS OPERATIONS:

(Location, address, phone numbers & other info)

To be determined by Executive Committee after disaster, so we will know how much space will be needed.

1st Choice: UI Extension Office

Main Office (Montgomery County) #1 Industrial Park Dr. Hillsboro, IL 62049 Phone: 217-532-3941 FAX: 217-532-3944

2nd. Choice: M & M Service Company

1600 N. Old Route 66 Litchfield, IL 62056

Ph: 217-324-2524 Fax: 217-324-4423 email: [email protected]

RESPONSIBLE FOR SITE PREPARATION:

(Person responsible for initial alternate site preparation)

Manager

Staff

Executive Committee

Board Members

EMPLOYEES/STAFF NEEDED:

(Employee/staff to be called to alternate site)

Viola West

Peggy Young

RESPONSIBLE FOR ORGANIZATION AND COORDINATION OF EMPLOYEES/STAFF:

(Staff responsible to organize employees & coordinate staff assignments)

Manager

SPACE/EQUIPMENT NEEDED:

ft. of work area and configuration of space

2 desks or workstations

1 telephone lines (voice & data)

2 computers & software

0 modems

2 organization phone directory

2 printer w/paper

Mission critical information is stored off site at manager or secretary’s house. Also, the managers and secretary’s computers are backed up off site.

Manager or Book Keeper Office supplies

Manager or Book Keeper Miscellaneous items, i.e. surge protectors, extension cords, lighting considerations, etc.

RESPONSIBLE FOR SPACE/EQUIPMENT SET UP:

(Person responsible for physical office set up)

Manager

Staff

Executive Committee

County FB Board

MISCELLANEOUS NOTES WITH ASSIGNMENTS:

Task Assigned to

(Add more lines as needed.)

IV. IAA ANNUAL MEETING INFORMATION

V. AFBF INFORMATION

VI. MISC/EVENTS

VII. DIRECTOR CONTACT INFORMATION

–Audubon–

German, Kenneth Justin (11-28-81) ID.#1009736

21360 E. 24^th Rd. 827-1465 FB#0014186

Nokomis, Illinois, 62075

Colene (9-28-82)

[email protected]

-Nokomis-

Houck, Heath (3-22-84) ID.#1009873

817 Capps Ave. 556-8175 FB#0014397

Nokomis, Illinois 62075 34 miles

Rachel (3-22-84)

[email protected]

-Bois D’Arc-

Elmore, Thomas R. (12-6-60) ID.#1008728

904 Main Street 341-1686 FB#0011851

Farmersville, Illinois 62533 52 miles

Donna D. (3-30-63)

[email protected]

-North Litchfield–

Helgen, Tyler (11-17-87) ID.#1010339

12 Weeks Ln. 246-2371 FB#0014964

Litchfield, Illinois 62056 32 miles

Kim Ann (5-20-89)

[email protected]

-Butler Grove-

Anderson, Adam (7-19-75) 532-6744 ID.#1009206

14219 Il. Rte. 127 254-2679 FB#0013148

Butler, Illinois 62015 8 miles

Jacqueline S. (1-29-79)

[email protected]

-Pitman-

Boehler, Gene (8-11-45) 227-3278 ID.# 1008951

27299 W. Frontage Rd. 313-4996 FB#0012548

Farmersville, Illinois 62533 50 miles

Catherine Kay (7-28-57) ID.#1260662

-East Fork–

Young, Bradley (1-14-61) ID.#1008107

13130 N. 7^th Ave. 825-7805 FB#0009344

Hillsboro, Illinois 62049 12 miles

Dawn (10-6-62)

[email protected]

-Raymond-

Pope, Joseph R. (12-19-43) ID.#1007575

102 Janeway FB#000-6391

Raymond, Illinois 62560 28 miles

[email protected]

-Fillmore & South Fillmore-

Dennis Hand (4-19-59) ID.#1007909

22394 Hawk Ave. 972-6222 FB#0008501

Fillmore, Il. 62032 22 Miles

-Rountree-

Folkerts, Kenny (7-12-50) 563-2980 ID.#1007728

13246 N. 21st Ave 825-9875 FB#0007573

Harvel, Illinois 62538-4021

[email protected] 26 miles

-Grisham-

Dressler, Tracy (8-1-67) 537-3638 ID.#1008866

205 Washington St. 1-618-335-3550 FB#0013448

Donnellson, Illinois 62019 Fax. 537-3639

[email protected] 20miles

-South Litchfield-

Niemann, Jay (6-20-64) ID.#1008723

2332 N. 8th Ave. 556-3934 FB#0011836

Litchfield, Illinois 62056 20 miles

Connie (Constance) (4-30-72) ID.#1365773

[email protected] 556-0430

-Harvel-

Fuchs, Garrett (1-29-83) ID.#1466467

512 Main Street 725-5626 FB#1466467

Harvel, Illinois 62538 32 miles

Sydney (

[email protected]

-Walshville-

Kevin Lee Devries (3-25-66) 456-6111 ID.#1008405

106 Devries Circle 618-779-6650 FB#0010639

New Douglas, Illinois 62074

Sondra Deleane (8-23-69) 42 miles

[email protected]

-Hillsboro-

Black, Lynn E. (4-21-49) 324-2388 ID.#1007780

929 Washboard Trail 313-0644 FB#0007797

Hillsboro, Illinois 62049 12 miles

Jane O. (12-3-49) ID.#1260301

[email protected]

-Witt-

Knodle, Mark Lynn (10-22-70) 538-2657 ID.#1008560

12197 Nokomis Rd. 652-1970 FB#0011239

Fillmore, Illinois 62032

Julie Ellen (2-2-70) 26 miles ID.#1260475

[email protected]

-Irving-

Singler, Randy (3-30-51) 594-2820 ID.#1007946

15414 Il Rte 16 899-9951 FB#0008675

Irving, Illinois 62051 20 miles

Diane (1-30-54) ID.#1260325

[email protected]

-Zanesville-

Marten, Carl (11-28-53) 229-3224 ID.#1007757

22353 W. Frontage Rd. 254-2205 FB#0007720

Raymond, Illinois 62560 38 miles

Marlene (11-3-53) ID.#1260298

[email protected]

Lentz, James R. (Bob) 534-6784 ID.#1007681

16360 Old Cemetery Trail 825-5698 FB#0007214

Coffeen, Illinois 62017 532-6171 office

532-6512 fax

[email protected]

III. IAA ANNUAL MEETING INFORMATION

A. Hotel Registration:

B. Travel Information:

C. Misc.

D. Future Locations:

IV. AFBF MEETING INFORMATION

A. Registration:

(( I HAVE A PAGE SIMILAR TO THE ONE BELOW THAT DIRECTORS NEED TO FILL OUT AND PRINT OFF AND BRING TO ME. ))

2017 AFBF RESERVATION FORM

Hyatt Regency Phoenix Hotel

(Illinois Delegation)

Be sure to supply the contact information for the attendee. Do not use the County Farm Bureau office address when registering the attendees.

Name: Spouses Name:

Child(s) Name:

Address: Phone:

County:

email:_______________________________

Hotel Registration:

Hyatt Regency Phoenix Hotel – PLEASE NOTE – All guest room reservation forms must be received by December 1.

Single (1 person in the room) – $215 + 13.5% tax

Double (2 people in the room) – $215 + 13.5% tax

Triple (3 people in the room) – $240 + 13.5% tax

Quad (4 people in the room) – $265 + 13.5% tax

______ King Bed _______ Double Beds

Arrival Date: Departure Date: ____ All rooms are NON-SMOKING.

AFBF Registration Fee: # of attendees @ $100 $ __

(under 17 years of age – free)

TOTAL $ __

IFB Breakfast:

Sponsored by COUNTRY Financial – # attendees

B. Travel Information:

(( I MIGHT HAVE FOUR OR FIVE PAGES HERE FOR THE DIRECTORS. ))

C. Tours:

((THERE MAY BE AS MANY AS 30 PAGES HERE.))

D. Future Locations:

VI. UP COMING EVENTS:

A. GALC

(( MAY BE REGISTRATION FORM TO FILL OUT, USUALLY ONE PAGE, BUT MAY HAVE SEVERAL PAGES EXPLAINING THE PROGRAM. ))

B. Commodities Conference:

(( MAY BE REGISTRATION FORM TO FILL OUT, USUALLY ONE PAGE, BUT MAY HAVE SEVERAL PAGES EXPLAINING THE PROGRAM. ))

C. Leaders to Washington–Spring

(( MAY BE REGISTRATION FORM TO FILL OUT, USUALLY ONE PAGE, BUT MAY HAVE SEVERAL PAGES EXPLAINING THE PROGRAM. ))

D. Marketers to Washington–Fall

(( MAY BE REGISTRATION FORM TO FILL OUT, USUALLY ONE PAGE, BUT MAY HAVE SEVERAL PAGES EXPLAINING THE PROGRAM. ))

E. Market Study Tours

(( MAY BE REGISTRATION FORM TO FILL OUT, USUALLY ONE PAGE, BUT MAY HAVE SEVERAL PAGES EXPLAINING THE PROGRAM. ))