South Central Illinois Regional Planning Development Commission 120 Delmar Avenue / Suite A - Salem, Illinois 62881-2000 Phone: (618) 548-4234 Fax: (618) 548-4236 www.scirpdc.com Serving the Illinois Counties of Clay, Effingham, Fayette, Jasper, and Marion since 1972 MINUTES MONTHLY BUSINESS MEETING TUESDAY, AUGUST 28, 2018 RYAN S STEAKHOUSE EFFINGHAM, ILLINOIS Commissioners Present Herb Henson Anthony Booth Ernie Garbe Mike Brown Larry Taylor Norbert Soltwedel David Campbell John Lotz Jeffrey Beckman Rick Gottman John Roberts Walt Barenfanger Angela Fehrenbacher Pat Burtch Tom Brown Jason Warfel Mike Hall Mark Gibson Erwin Hahn David Armbrust Guests Present: Clay County Clay County None Staff Present: James Patrick, Executive Director, Jeanne Dunahee Admin. Assistant Chairman Gottman called the meeting to order at 7:00 p.m. ROLL CALL (Taken by a signature sheet see the list of attendees above) Twenty voting Commissioners attended along with the Executive Director constituting a legal quorum. The Mission of the South Central Illinois Regional Planning & Development Commission is to Enhance Economic Development and Quality of Life for its Regional Citizens
RECOGNITION OF GUESTS/HEARING OF THE PUBLIC None to be recognized. Therefore Chairman Gottman introduced and welcomed new board member, Anthony Booth who serves Clay County and replaced Dan Sulsberger. APPROVAL OF MINUTES July 31, 2018, Monthly Meeting Gottman asked if there were any additions, corrections or discussion concerning the July 31, 2018 Minutes. There being none, a motion was made by Lotz to approve the Minutes as presented, with a second made by Beckman (Approved). BILLS & COMMUNICATIONS Upcoming Grant Deadlines and Submissions Patrick referred to page 7 referring to a list of grants and deadline and noted that he previously reported a November 16, 2018 deadline for the CDBG's but it has been revised to November 2, 2018, per DCEO. Current Grant Projects Update Patrick reported that the Commission has been working on the final environmental documentation needed to move the CDBG grants forward. Under the federal statute, the process is to take less than 90 days but reported the Commission staff is on day 120. Those will be turned in by the end of the week. IDOT Transportation Planning Funds ($34,671) Patrick reported the Commission staff is working on a small grant which is a project related to transportation. Luke and Patrick are slated to prepare a study of the regions industrial parks which includes researching whether any improvements can be made to make the industrial parks more attractive to business and industry. If some industrial parks are found to be in need of improvements, there is a possibility that IDOT, EDA, and USDA would help improve those industrial parks. The study will be completed over a two year period with half of the funds ($34,671) spread over that time. The staff is participating in this study because of the grant sources, mentioned above are requiring studies to prove such funding is needed. TREASURER S REPORT July 16, 2018 August 15, 2018, Commission Financial Report Patrick reported on page eight of checks written from July 16 th through August 15 th totaled $41,392.21 then add the Depreciation Building & Equipment figure of $856.25, the total came to $42,248.46. He asked if there were any questions concerning checks written. There being none, moved on to page nine, reporting the activity on the Business Now Account, Checking Account, Accounts Receivables, and the EDA 301(b) Account. Patrick moved on to page 10 reporting the EDA Title IX RLF Account, the Title IX RLF Savings Account and RBI/CDI Account activities. Patrick asked if there were any questions. There being none, Patrick moved on to pages 11-13 reporting the Year-to- Date Financial Statement, Revenue Update on CD s, the Loan Portfolio Report.
A matter was brought to Dunahee's attention, that the Loan Portfolio Report needed to be changed regarding the lent amounts concerning S & S Commercial Realty, LLC and T. Brown reported the figures for Yardley Automotive, LLC's TIX loan balance was incorrect. There was a brief discussion concerning LTD Ford and his default ratio with Midland States Bank. Patrick asked if there were any further concerns or questions concerning the Treasurer s Report. There being none, Gottman asked for a motion to accept the Treasure s Report as presented, with corrections, which was entertained by Garbe and seconded by M. Brown (Approved). FY-2019 Per Capita Contributions Patrick referred to page 14, explaining the breakdown of per capita income from each of the largest incorporated communities. The per capita income is used to match the EDA 301(b) District Planning Grant. The grant pays for the Economic Development Planner's salary and traditionally been supported by the three-year District Planning Grant from EDA. A portion of the salary for this position will also be borne by a combination of local per capita contributions from member local governments used to match the aforementioned EDA District Planning Grant along with the Rural Transportation Planning Funds from the Illinois Department of Transportation (IDOT). He reported, in 2017 the EDA wanted the Commission to raise the per capita income to the full amount of $70,000 to match the District 301(b) grant. Patrick explained to EDA officials that historically the Commission's EDA District Planning Grant match was at a 30% leverage level and in 2009 the distress level decreased changed in the five-county region the EDA District Planning Grant match went to 50%. He noted that he could not justify to the Commission's communities why they were getting a per capita income invoice for twice the amount. EDA finally recognized the Commission had made efforts to do a gradual increase in the contributions and accepted the manner in which the EDA planning grant match from being acquired from other sources as well after being able to show current and upcoming contracts would be enough to support the grant. Patrick noted that is why per capita income increased in the last three years when it hadn't changed in the previous 20 years. Patrick reported the Operations & Budget Committee recommended the FY-2019 Per Capita be increased at the proposed 5% level. Chairman Gottman entertained a motion of such by T. Brown which was seconded by Beckman (Approved). STAFF REPORT July 16, 2018 August 15, 2018 Patrick reported that on page 15 notes information concerning the progress of staff has made on grants. He believes everything is looking good for this year s grants. T. Brown brought up that under the Planning Contracts section the Altamont TIF is not in the Clay County Enterprise Zone Annex, Patrick took note that it will be changed for next month s meeting. Patrick asked if there were any questions concerning the projects the staff is working on. There being none, Gottman entertained a motion to accept the staff report as presented. A motion was made by Roberts and seconded by Henson (Approved).
COMMITTEE REPORT Operations & Budget Committee Meeting Patrick noted the Operations & Budget Committee members met on Monday, August 20, 2018, to review the FY-2019 Agencywide Operating Budget & Indirect Cost Allocation Plan. He noted that after discussions, the committee members accepted the budget as presented. 8 yays, 0 nays, 2 absent. Approval of FY-2019 Indirect Cost Allocation Plan & Annual Budget Patrick noted he was conservative on income and referred to page 41 of the packet. He pointed out under the new FY-2019 Contracts the rows referred to are not usually zeroed out. Even though they are zeroed out the Commission is expecting income in 2019, however, because the timing of grant awards has not been consistent in the last two years he did not want to predict or count on that income during the FY-2019 budget year. He then pointed out the expenditures, indirect costs rate, a breakdown of indirect costs versus direct costs and salary and fringe proposal. Soltwedel asked about the plan for the two staff cars, Patrick reported the vehicles are not costing the Commission money as far as breakdowns but wishes to focus on the roof at this point. He mentioned in the future possibly trading both cars in and purchasing one car or a handicap accessible vehicle, which can be used by the full staff, as Finn is currently using her personal vehicle. Patrick reported that page 53 is incorrect and gave them the new amounts for the resource and expenditure estimates and budget surplus. He reported on pages 54-60, the depreciation rate and computations of the RBI/CDI/TIX and SBA loan revenues for next year. He then asked if there were any further questions concerning the budget as presented. There being none, Gottman entertained a motion by Gibson to accept the FY-2019 Agencywide Operation & Budget & Indirect Cost Allocation Plan as shown and include the changes mentioned during the meeting. A second was made by Henson (Approved). OLD BUSINESS Revisit RBI, CDI, TIX Lending Interest Rates Patrick reported that the Areawide Loan Review Committee members met prior to the regularly scheduled board meeting, August 28, 2018. The discussion included finding the best method to provide interest rates on the three programs under USDA and EDA. It was concluded that prime rate minus one with a floor of 2% would be used for the RBI and TIX loan programs and not change the CDI loan rates at this time. He noted, that if approved, he would have the revisions amended to the Commission lending plan. Discussion concerning drop in the current interest rate of a loan recipient was made and decided that a charge of 50% of the amount the borrower is saving on the annual interest would be charged to reduce the interest rate. After minimal discussion, Gottman entertained a motion by M. Brown to accept the above mentioned and a second by T. Brown (Approved). LTD Ford ratio default with Midland States Bank Patrick reported that Jeanne had again contacted Midland States Bank officials to follow-up on Leonard Taylor s default of Debt Ratio Coverage with the bank. To date, Jeanne had not heard anything back.
Roof: Bid Spreadsheet, Pros & Cons of Metal Roofing Patrick referred to a spreadsheet on page 63 reporting the bids received to date on roofing bids. The Commission staff expects four more bids in the coming week. There was a conversation, with two separate contractors concerns on the pitch of the roof and holding water in the valley creating mold plus the skylights. Insurance coverage and rates were discussed concerning a metal roof. Patrick noted he would have another update next month after more bids are submitted. NEW BUSINESS SCIRPDC Tenant Advertisement Patrick reported that the office space had been rented to a chiropractor located in Flora, Illinois. The new renter is Katie Burmeister, Back to Action Chiropractic, who is expanding her practice. She will be paying rent for $800 over the next 9-months along with the first and last month's rent up front. There are some small items needing repair. She started moving in Saturday, August 25th. Discussion of Annual Dinner Meeting Location () Dunahee noted that the October 2018 annual meeting will take place in Fayette County and asked those present for ideas of where they would like to go. Beckman mentioned Blind Society, owned by Amy Gaffney and her husband, was a new restaurant that has a back room and good reviews. She asked for any other suggestions where to meet, there being none Gottman entertained a motion to schedule the Blind Society for the October 2018 annual board meeting/dinner by Beckman and a second by Lotz (Approved). ADJOURNMENT A motion was made by Beckman and seconded by Roberts, to adjourn the Commission s monthly business meeting held on August 28, 2018 (Approved). The meeting was adjourned at 7:46 p.m. APPROVED THIS, THE 25 th DAY OF SEPTEMBER, 2018 A.D. Herb Henson, Corporate Secretary SCIRPDC Rick Gottman, Chairman SCIRPDC