Cowlitz Conservation District



Members Attended

Joe Florek, Jr. Chair

Ed Videan Vice-Chair

Tony Aegerter District Auditor

Jason Will Member

Also Attended

Lisa Schuchman NRCS,

Darin Houpt District Manager

Lisa Martin District Treasurer / Bookkeeper

4:06PM –Board Meeting called to order by Joe Florek Jr, Chair

September 7th, 2016

Agenda was amended, Bank of Cascade and letter to Clackamas Soil and Water CD was added.

Treasurer’s Report

August 02, 2016 through September 07, 2016 was submitted as follows:

Checking account (#32704603) had an adjusted beginning balance of $8,019.59 ($743.86 + deposit error $7,275.73) and an ending balance of $146.43. The Savings account (#5319210500) had a beginning balance of $89,692.48 and an ending balance of $105,719.68. Certificates of Deposits accrued $38.63 in interest for the month of August 2016 and are valued at $189,884.48. The Annual and Sick Leave Liability for August 2016 is valued at $8,059.50.

M/S/P- Tony Aegerter moved to accept the Treasurers Report as presented. Ed Videan seconded the motion, and it passed.

Blanket Vouchers

M/S/P - Tony Aegerter moved to accept the blanket vouchers as presented by paying approved checks#17138 through #17156 and also noting voided check: #17150 replaced with eft#14776417 (941 tax). Amounts for payroll in the amount of $2,209.20 and all other accounts payables in the amount of $10,653.34 for a total of $12,682.54. Ed Videan seconded the motion, and it passed.

Approval of Minutes -

August 01, 2016

M/S/P – Tony Aegerter moved to accept the meeting minutes as submitted, Ed Videan seconded and the motion passed.

Standing Committee Reports

NRCS, District Conservationist– Lisa Schuchman

(See attached report – District files)

• EQIP – All 48 regional applications obligated

• Staff – 2 vacancies in SW team

• Office space – GSA is responsible for rent/lease agreements for all federal offices.

WSCC – Quicknotes

(See attached report – District files)

• Budget – biennial budget due to Legislature Friday September 8, 2016

• SW Meeting – October 12, hosted by Thurston CD (Mason is now considered a NW region)

Shoreline Committee –

NA – public comments due?

FSA – Jason Will

Fritsch and Smith approved -but still have not seen the paperwork. Still waiting on FSA approval of: Satterlund, Schwinn and Burkhalter

*Action item – Darin Houpt expressed interest in attending the next FSA meeting

District Manager – Darin Houpt

(See attached report – District files)

Safety report- On site meetings with contractors on Robinson site regarding field safety.

The report was on August activities:

➢ SRFB – 8 projects submitted 3 or 4 funded.

➢ LCFRB – The project scoring system was influenced by the Fish Enhancement Group. They (Fish Enhancement Group) disagreed with the original scores and submitted their own internal scores afterwards (they submitted doctored scores to the LCFRB). The LCFRB misinterpreted the scores as from LCFRB staff and reevaluated all projects based on the modified scores. Resulting in less than favorable for Cowlitz and Wahkiakum Conservation Districts with several projects dropping off the funded list. Appealing the decision was discussed.

➢ $10m last biennium was routed through Nature Conservancy (monies going towards administration to build program) last biennium (non-profit) instead of funds going to agencies already in existence to address issues. Darin has been encouraged to follow money (MRC).

➢ Knotweed spraying in Skamokawa is complete, however both grants expire in December, and the District may need to get an extension to complete projects. A personality conflict with the Cowlitz County current knotweed staff has halted partnering attempts in Cowlitz. Darin met with Angelica Velazquez to discuss the discrepancy between staffs without success.

➢ Army Corp of Engineer / ACOE – cultural assessments on Bingham, Satterlund and Davis done late August, project estimated to build in 2017.

➢ CCD Tour - another tour will be scheduled when Legislators (Braun and all newly appointed Legislators) can attend

➢ Regional Conservation Partnership Program/RCPP – WDFW has $1.4m to bolster forestry in SW Washington. The primary focus is to grow timber longer / longer rotation cycles. The monies will be used for the Chehalis River Basin / habitat, Grays Harbor region / support of area Forester, and by creating another FTE Forester with the stewardship location to be determined. However, by offering a letter of support it is hopeful that the Stewardship position can be located within the Cowlitz CD office.

M/S/P- Tony Aegerter moved to encourage the partnership and submit a letter of support, Ed Videan seconded the motion and it passed.

*Action item – Supervisors will submit a letter of support (see attached template with additional comment) by Friday September 9, 2016 the letter will also include language in support of housing the position in the Cowlitz CD office.

➢ 7 Springs Contract Bid –

Contractor Keith Richards/ Richards Excavation, and employee arrived at CCD Board meeting for bid unsealing –

The bids were read as:

1. Wahkiakum CD: $24,794

2. Burns: $34,637.73

3. Sloan: $25,758.81

4. Richards: $19,134.50

5. Huhta: $19,296.20

The apparent low was noted as Richards Excavation, however Darin Houpt will double check all bids for calculation errors and the State debarment list before the award will be officially announced.

Old Business

Recruit New Supervisor-

The Board vacancy posted on the fair display (08/16-08/18) had no apparent interest

Employee evaluation

*Action item - October agenda item.

SW Meeting, 10/12/2016 @ Thurston CD

0 resolutions

*Action item – Ed Videan, Jason Will and Tony Aegerter will attend this year’s SW meeting. Joe Florek is undecided.

Old Business Not on Agenda-

➢ Bank of Cascades Deposit Box

Members discussed advantages of staying with the local bank, easy for Board signatures – with no long distance travel required. However, staff recommends staying with Bank of America due to the time consuming efforts needed to make changes to the banking information forms, most deposits are made from Federal, State and local entities along with all payments being made to IRS and other taxing agencies. All entities require resubmission of new banking account numbers with some accounts requiring Board signature before being activated.

*Action item – Lisa Martin will inquire with Bank of America if forms can be made available and picked up for Board members to sign at a Board meeting and then delivered back to Bank of America.

New Business

WCS – MOU

M/S/P – Ed Videan moved, Jason Will seconded and the motion passed to not enter into an MOU with WCS.

Next Meeting date:

➢ Next meeting: October 3, 2016 @ 3PM.

New Business Not on Agenda-

➢ WACD – Tony Aegerter was encouraged to consider being the next SW Area Director (2 year term). The lack of communication with the current SW Representative was discussed.

➢ Letter to Clackamas Soil & Water CD – Tony Aegerter prepared a letter to CSWCD in regards to the recent article in the Capital Press, and the concerns over building on preserved farming lands.

Discussion - offering solutions for growth concerns (Growth is going to happen, so where do we put people?) may be a better approach than just saying no growth at all.

➢ Open Public Records – A request was made for employee information on by American Transparency on August 9, 2016. Lisa Martin contacted WESCC, Regional Manager Stu Trefry before responding. On August 11, 2016 after consulting with the State Attorney General Stu recommended complying with the request.

Public Comment NA

Adjourn – 6:40PM

Summary of Actions

M/S/P

Treasurer’s Report

August 02, 2016 through September 07, 2016 was submitted as follows:

M/S/P- Tony Aegerter moved to accept the Treasurers Report as presented. Ed Videan seconded the motion, and it passed.

Blanket Vouchers

M/S/P - Tony Aegerter moved to accept the blanket vouchers as presented by paying approved checks#17138 through #17156 and also noting voided check: #17150 replaced with eft#14776417 (941 tax). Amounts for payroll in the amount of $2,209.20 and all other accounts payables in the amount of $10,653.34 for a total of $12,682.54. Ed Videan seconded the motion, and it passed.

Approval of Minutes -

August 01, 2016

M/S/P – Tony Aegerter moved to accept the meeting minutes as submitted, Ed Videan seconded and the motion passed.

Regional Conservation Partnership Program/ RCPP

M/S/P- Tony Aegerter moved to encourage the partnership and submit a letter of support, Ed Videan seconded the motion and it passed.

➢ *Action item – Supervisors will submit a letter of support (see attached template with additional comment) by Friday September 9, 2016 the letter will also include language in support of housing the position in the Cowlitz CD office

7 Springs Contract Bid –

Contractor Keith Richards/ Richards Excavation, and employee arrived at CCD Board meeting for bid unsealing –

The bids were read as:

1. Wahkiakum CD: $24,794

2. Burns: $34,637.73

3. Sloan: $25,758.81

4. Richards: $19,134.50

5. Huhta: $19,296.20

The apparent low was noted as Richards Excavation, however Darin Houpt will double check all bids for calculation errors and the State debarment list before the award will be officially announced.

WCS – MOU

M/S/P – Ed Videan moved, Jason Will seconded and the motion passed to not enter into an MOU with WCS.

Next Meeting date:

➢ Next meeting: October 3, 2016 @ 3PM.

Adjourn – 6:40PM

District Note-Taker date District Chair - date

Unfinished Action Items / Workshop Topics

➢ Project signage

Tony Aegerter will work with FFA to design, construct and paint a sign identifying Wahkiakum Conservation District projects.

➢ Shared Forester position

Darin Houpt will research interest in sharing a Forester amongst neighboring Districts.

➢ New Supervisor

Actively pursue / look for new Supervisors and Associate Supervisors

*Action Item – Darin Houpt will contact persons discussed (Joel Fitts, Joyce Ower, Lisa Marsyla, Kurt Fritsch, Paul Toftemark, Austin Burkhalter)

➢ Stanley property was discussed.

Lisa Schuchman will look into the issue Waste facility and bio-solid application

➢ Lagoons

Lisa will forward Derek Rockett contact info to Tony Aegerter

➢ FSA –

Fritsch and Smith approved -but still have not seen the paperwork. Still waiting on FSA approval of: Satterlund, Schwinn and Burkhalter

*Action item – Darin Houpt expressed interest in attending the next FSA meeting

➢ Regional Conservation Partnership Program/RCPP

*Action item – Supervisors will submit a letter of support (see attached template with additional comment) by Friday September 9, 2016 the letter will also include language in support of housing the position in the Cowlitz CD office

➢ Employee evaluation

*Action item - October agenda item.

➢ SW Meeting, 10/12/2016 @ Thurston CD

*Action item – Ed Videan, Jason Will and Tony Aegerter will attend this year’s SW meeting. Joe Florek is undecided.

➢ Bank of Cascades Deposit Box

*Action item – Lisa Martin will inquire with Bank of America if forms can be made available and picked up for Board members to sign at a Board meeting and then delivered back to Bank of America.

Tickler –

o October 2016: 10/12/2016 SW Meeting @ Mason CD, Review HCA Policy, meet with County Commissioners

o November 2016: (Lisa order W-2’s), Intent to Adopt

o December 2016: WACD Annual Convention, Determine Election date & location, WCD host joint meeting, order voter list

o January 2017: Review budget, last year’s minutes (% of Internal audit)

o February 2017: Good Governance checklist, review checks and bank statements (% of internal audit) and Internal audit, Legislative days

o March 2017: Election & annual banquet, SW Regional Envirothon. Darin report $ to WSCC.

o April 2017: Schedule 22, Review – Budget & Policies mail current Report of accomplishments, Annual and LRP to Supervisors

o May 2017: State Envirothon, financials due, Darin budget due to WSCC, mail out DH employee review pkts to CCD/WCD

o June 2017: WADE, CCD host joint meeting, all DH to do Employee reviews, review annual and LRP, (employee review pkts done) review/agree on merit, C/share policy review, and update signature page (form 2)

o July 2017: Executive mtg. (employee review) fair display

o August 2017: Fair

o September 2017: Resolutions

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