POLK SOIL AND WATER CONSERVATION DISTRICT



POLK SOIL AND WATER CONSERVATION DISTRICT

BOARD OF COMMISSIONERS MEETING

May 17, 2016

Meeting Minutes

The regular meeting of the Polk County SWCD Board of Commissioners was called to order at 9:23 a.m. by Chip Mathis, Chair, at the Johnston Public Library, 6700 Merle Hay Road, Johnston, IA. Those present included:

Commissioners

Chip Mathis

Jane Clark

Cindy Valin

Elaine Ilvess

Assistant Commissioners

Connor Delaney

Ryan Peterson (arriving at 11:10 a.m.)

Staff and Others

Paul Miller, District Conservationist

Jennifer Welch, Urban Conservationist

Zach DeYoung, Easter Lake Watershed Coordinator

John Swanson, Big Creek Lake/Easter Lake Watershed Public Outreach & Education

Amanda Brown, WQI-NRS Coordinator

Matt McDonald, DSCWQ Field Representative

Jim Gillespie, DSCWQ Director

Pam Schwartz, Conservation Assistant

ADOPT AGENDA

Prior to the adoption of the agenda, District Secretary Pam Schwartz asked that the following item “Personnel Committee” be added under Old Business.

16-078 MOVED by Valin, seconded by Ilvess, to adopt the May 17, 2016 Agenda as amended. Motion passed.

APPROVAL OF MINUTES

16-079 MOVED by Ilvess, seconded by Valin, to approve the minutes of the April 19, 2016 Commissioners Meeting. Motion passed.

TREASURER’S REPORT

16-080 MOVED by Valin, seconded by Ilvess to approve the April 15-May 13, 2016 Treasurer’s Report. Motion passed.

OLD BUSINESS

Commissioner Cindy Valin, representing the Personnel Committee requested adding to the Employee Handbook the following:

When posting notice of an open job position the notice will be posted internally for five days. If the position cannot be filled internally, the notice will be posted publicly.

Valin followed with clarification of the rationale and also mentioning that the Polk County Supervisors will also have to approve the additional wording. Discussion followed. 16-081 MOVED by Valin, seconded by Ilvess to approve the addition of the above-referenced wording into the Employers Handbook. Motion passed.

NEW BUSINESS

Conservation Assistant Pam Schwartz informed the board of the current candidates for the district awards to be presented at the Polk County Fair. Schwartz noted that Native Buffer of the Year is the only candidate not filled yet. The other candidates are as follows:

Conservation Farmer of the Year – Kyle Wendt

Urban Steward of the Year – Robert & Linda McKenzie

Partner of the Year – Polk County Conservation Education & Outreach Team

Scholarship Winner – Eli Dotson

16-082 MOVED by Valin, seconded by Ilvess to approve the above-referenced candidates and the Native Buffer candidate to be selected by staff for the 2016 Polk County Fair awards. Motion passed.

Conservation Assistant Pam Schwartz referred the board to their copy of the 2016 C.D.I. Resolutions and Pre-Conference voting rules which included their voting ballot. Schwartz added that this will be on the June 2016 agenda at which time she will need their ballots as she will need to send the Official Ballot to C.D.I.

Conservation Assistant Pam Schwartz displayed a print donated by Assistant Commissioner Lisa Walters which could be used as a possible auction item at the C.D.I. Annual Conference. Schwartz reported that board she had gone to Michael’s for an estimate to frame the print and that cost would be approximately $150 as long as she watched for a framing sale. Schwartz also reported that she received an estimate from Walnut Street Gallery with the framing ranging in price from $150.00 to $270.46. Schwartz added that those prices did not include any matting as that would just add a lot more to the price. The board asked that she get estimates that include matting. Several board members knew of other businesses that do framing and matting and will get those names to Schwartz so that she can have those estimates at the June meeting.

Easter Lake Watershed Coordinator, Zach DeYoung, referred the board to their copy of the email he received from Joel Gettys of Rain Barrels Iowa. The email from Rain Barrels Iowa announces the increase of prices for the rain barrels and that the barrels we have sold in the past have changed. DeYoung reviewed the current pricing and discussion followed as to the amounts the District will now charge for barrels and stands. The rain barrel similar to the one we have previously sold will now be priced at $130.00. The stand will be priced at $40.00 and the better rain barrel will be priced at $155.00. 16-083 MOVED by Valin, seconded by Clark to approve the new pricing as stated above. Motion passed.

Urban Conservationist Jennifer Welch informed the board of district staff being involved in the Master Gardener’s plant sale held in Altoona. Pictures of that event were circulated. The District had a table there and promoted the use of butterfly milkweed with a plug of butterfly milkweed being given to those who stopped by their table. Additionally, brochures and other conservation practice materials were given out. Welch asked for approval to pay Allendan Seed Company $192.00 for two trays of Butterfly Milkweed. Welch added that this amount will be reimbursed to the District through a grant sponsored by Metro Waste Authority. 16-084 MOVED by Clark, seconded by Valin to pay Allendan Seed Company $192.00 for the two trays of Butterfly Milkweed. Motion passed.

Jim Gillespie, Director of DSCWQ, reported to the board the Division’s appreciation of the use of this District’s staff for various events. Gillespie added that DSCWQ is looking for staff who are educated in the installation and use of Bio-reactors. Gillespie also reported on the roll out of the Water Quality Initiative program for 2016 explaining a few changes and criteria for this year.

Jim Gillespie, Director DSCWQ and Matt McDonald, DSCWQ Field Representative, presented an award certificate for April’s Employee of the Month to Conservation Assistant Pam Schwartz.

1M EXPENSE

Conservation Assistant Pam Schwartz requested approval to purchase two rolls of postage stamps at $47.00 per roll. 16-085 MOVED by Clark, seconded by Ilvess to approve the purchase of two rolls of postage stamps. Motion passed.

URBAN CONSERVATIONIST REPORT

Urban Conservationist Jennifer Welch requested approval of the following request and claims:

June salary/benefits advance request and mileage in the amount of $122.07. 16-086 MOVED by Clark, seconded by Valin to allow the above-referenced requests and claim for mileage. Motion passed.

Urban Conservationist Jennifer Welch circulated pictures of bio-cells and streambank stabilization completed at Soldier Field in Fort Dodge which Welch explained the work that was involved and that this was an SRF project. In addition, Welch circulated pictures of the WQI and SRF Bio-cell project in Lohrville. Also, pictures were circulated of the Filter Pavement WQI project located on the south side of the Agriculture Building on the Iowa State Fairgrounds.

Urban Conservationist Jennifer Welch reviewed completed projects and upcoming projects all in the metro area.

WMA REPORT

Urban Conservationist Jennifer Welch reported on the events and meetings she has attended since the last board meeting. Welch further reported that the Walnut Creek WMA’s new plan is out in draft form. The status for Beaver Creek Watershed is unsure and Fourmile’s agreement is ready roll out. Welch also informed the board as to what has been approved so far for Mud, Camp and Spring Watersheds.

WQI-NRS-WMA REPORT

Approval of June salary advance

Approval to submit a claim for reimbursement for Tesdell PFI Field Day - $4,000.00 (Info/Ed)

Approval to pay PFI for Tesdell Field Day - $4,000.00 (Info/Ed)

16-087 MOVED by Valin, seconded by Ilvess to approve the above referenced salary advance and claim. Motion passed.

Coordinator Amanda Brown reported to the board about the upcoming field days, recent teaching activities at Chichaqua and the Children’s Water Festival, and Cultural Resources Training. Brown further reported that she attended the Dallas SWCD and introduced herself to that board.

Coordinator Amanda Brown informed the board that she has been contacted by the new ReStore on NW Urbandale Drive as a result of the Master Gardener’s Plant Sale. Commissioner Clark stated her recent observations of the stormwater runoff issues at the new ReStore.

Coordinator Amanda Brown reviewed her activities with landowners, her involvement with the City of Des Moines and their efforts of Fairmount Park which is in the Fourmile Creek Watershed and the August 2nd Profitability and Conservation event to be held at the FFA Enrichment Center.

EASTER LAKE WATERSHED REPORT

Easter Lake Watershed Coordinator Zach DeYoung requested approval the following request and claim: June Salary/Benefits for DeYoung and Swanson.

Approval to submit a claim for reimbursement for the purchase of spray bottles for the Trash Bash event $44.10 (Supplies)

Approval to pay VISA for the spray bottles for the Trash Bash event - $44.10 (Supplies)

Approval to submit a claim for reimbursement for printing of signs for dog/movie night event at Ewing Park - $135.00 (Info/Ed)

Approval to pay VISA for printing of signs for dog/movie night event - $135.00 (Info/Ed)

Approval to submit a claim for reimbursement for purchase of pet trash bag dispensers - $418.00 (Info/Ed)

Approval to pay After Images Company for pet trash bag dispensers - $418.00 (nfo/Ed)

16-088 MOVED by Ilvess, seconded by Clark to approve the above-referenced salary advances, claim reimbursements, and payments. Motion passed.

Easter Lake Watershed Coordinator Zach DeYoung requested approval of the Memo of Understanding for the WQI project at Easter Lake. DeYoung referred the board to their copy of the MOU. Discussion followed. Director Jim Gillespie asked that this agreement be sent to Assistant Attorney General David Dorff for his approval prior to any signature. 16-089 MOVED by Clark, seconded by Valin that the Memo of Understanding is tentatively approved pending the Attorney General’s approval. Motion passed.

Easter Lake Watershed Coordinator Zach DeYoung updated the board about completed and current projects. DeYoung reported that 10 Polk County Conservation Staff planted 1400 native plants and circulated pictures of the finished rain gardens. DeYoung also reported on the EPC tour that is to be held today and the not yet completed rain garden on South Union which is being funded through REAP Practices.

Easter Lake Watershed Public Outreach Coordinator John Swanson reported on the recent Trash Bash and that there were 250 volunteers and they were involved in invasive species removal, Rain Barrel Workshop with an attendance of 20 people. Swanson also reported that he will be interviewed by KCCI-TV concerning the dredging of Easter Lake. Swanson reviewed upcoming events with areas schools, and that he is working with an environmental science teacher at Roosevelt High School. Commissioner Valin mentioned that KFMG Radio has conservation programs on Friday mornings and that John may want to contact them.

BIG CREEK LAKE WATERSHED REPORT

Big Creek Lake Watershed Education and Outreach Coordinator John Swanson requested approval of the following request and claims:

June salary advance for John Swanson

Approval to submit claim for reimbursement for purchase of one roll of postage stamps - $47.00 (Info/Ed)

Approval to submit claim for reimbursement for printing of letter for Women’s Landowner Meeting, Envelopes and postage - $610.23 (Info/Ed)

Approval to submit claim for reimbursement for Animal Removal Solutions – Dog Services - $2,826.03 (Contractual)

Approval to pay Animal Removal Solutions – Dog Services - $2,826.03 (Contractual)

16-090 MOVED by Valin, seconded by Clark to approve the above-referenced request, claims, and payments. Motion passed.

Big Creek Lake Watershed Education and Outreach Coordinator John Swanson informed the board of the new groomer being used on the beaches and the success that they are having.

Big Creek Lake Watershed Public Outreach and Education Coordinator John Swanson reported on the activities and preparations made so far for Big Creek Appreciation Day on June 4th. Swanson added that the new groomer will also be on display.

Big Creek Lake Watershed Public Outreach and Education Coordinator John Swanson also reported that he and Watershed Coordinator Sean McCoy are working with the Iowa State Farm on a Bio-reactor project.

ANNUAL WORK PLAN ITEMS

Conservation Assistant Pam Schwartz referred the board to the work plan items for June. District Conservationist Paul Miller stated that he will email the committee with possible meeting dates to put together the 2017 Annual Work Plan.

SRF LOAN APPLICATION

Betty L. Johnston, Madison 25, Grade Stabilization Structure, Estimated Cost $29,926.70, EQIP Funding $7,941.44, Loan Amount $21,985.26

16-091 MOVED by Ilvess, seconded by Valin to approve the above-referenced SRF Loan Application. Motion passed.

REAP – P REQUEST FOR ASSISTANCE

Christopher Jens, FARMS #54097, Lot 18, The Grove, Plat 1, Native Landscaping, Estimated Cost $6,996.00, Estimated Cost Share $3,498.00

16-092 MOVED by Valin, seconded by Ilvess to approve the above-referenced REAP-P Request For Assistance. Motion passed.

REAP – P REQUEST FOR EXTENSION OF TIME OF COMPLETION DATE

Rosa Retamoza, FARMS #47838, Park Avenue Heights, Native Landscaping, Original Completion Date June 19, 2016, Requested Extension Date October 31, 2016

16-093 MOVED by Valin, seconded by Ilvess to approve the above-referenced REAP-P Extension of Time of Completion Date. Motion passed.

IFIP CERTIFICATION OF COMPLETION

Wilma Cornwell, FARMS #45522, Douglas 20, Grassed Waterway, $3,615.88

16-094 MOVED by Valin, seconded by Clark to approve the above-referenced IFIP Certification of Completion. Motion passed.

BIG CREEK LAKE WATERSHED REQUEST FOR CANCELLATION

Robert Lickteig, FARMS #52086, Union 9, Streambank & Shoreline Protection

16-095 MOVED by Valin, seconded by Ilvess to approve the above-referenced Request For Cancellation. Motion passed.

EASTER LAKE WATERSHED/CITY OF DES MOINES CANCELLATIONS

Charles Norberg, #1532-DM, North ½ of Lot 70, Farr View Acres, Soil Quality Restoration

Richard Myers, #1537-DM, Lot 3, Easter Lake Park, Plat 5, Soil Quality Restoration

16-096 MOVED by Valin, seconded by Ilvess to approve the above-referenced cancellations. Motion passed.

EASTER LAKE WATERSHED REQUEST FOR ASSISTANCE – 319 FUNDS

Polk County Conservation, FARMS #54064, Easter Lake, Forest Stand Improvement, Estimated Cost $8,257.31, Estimated Cost Share $3,389.00

16-097 MOVED by Valin, seconded by Ilvess to approve the above-referenced Request For Assistance. Motion passed.

EASTER LAKE WATERSHED CERTIFICATIONS OF COMPLETION – 319 FUNDS

Polk County Conservation, FARMS #51294, Des Moines 24, Forest Stand Improvement, $11,610.31

Polk County Conservation, FARMS #52150, Des Moines 24, Water & Sediment Control Basin, $100,000.00

16-098 MOVED by Valin, seconded by Ilvess to approve the above-referenced Certifications Of Completion. Motion passed.

EASTER LAKE WATERSHED/CITY OF DES MOINES REQUEST FOR ASSISTANCE

Cathy McCarter, #1552-DM, Lot 13, Evergreen, Plat No. 1, Soil Quality Restoration, Estimated Cost $2,156.04, Estimated Cost Share $429.63

16-099 MOVED by Valin, seconded by Ilvess to approve the above-referenced Request For Assistance. Motion passed.

EASTER LAKE WATERSHED/CITY OF DES MOINES CERTIFICATIONS OF COMPLETION

Michael J. West, #1534-DM, North 146 Ft, Lot 40, Amend Place, Soil Quality Restoration, $1,910.81

Bernadette M. Baker, #1536-DM, Lot 36, Scandia Magnolia Park, Plat 4, Soil Quality Restoration, $993.00

Dennis W. Henrichs, #1540-DM, Lot 17, Hidden Valley, Soil Quality Restoration, $730.50

D. Roger Bruner, #1531-DM, Lot 18, Easter Lake Estates, Plat 3, Soil Quality Restoration, $1,162.50

Michelle Fournier, #1527-DM, Lot 26, Sterling Trace, Plat 1, Soil Quality Restoration, $956.25

16-100 MOVED by Valin, seconded by Clark to approve the above-referenced Certifications of Completion. Motion passed.

EASTER LAKE WATERSHED/POLK COUNTY CONSERVATION REQUESTS FOR ASSISTANCE

Christopher Gustas, #1525, Lot 7, Easter Bay Colony, Plat 3, Soil Quality Restoration and Fleximat, Estimated Cost $2,957.40, Estimated Cost Share $2,957.40

Doug Van Wey, #1526, Lot 12, Easter Bay Colony, Plat 3, Soil Quality Restoration, Estimated Cost $1,604.50, Estimated Cost Share $1,203.37

Cathy McCarter, #1527, Lot 13, Evergreen, Plat No. 1, Soil Quality Restoration, Estimated Cost $2,156.04, Estimated Cost Share $1,187.40

16-101 MOVED by Valin, seconded by Clark to approve the above-referenced Requests for Assistance. Motion passed.

MAINTENANCE AGREEMENTS

Christopher Gustas, #1525-DM, Lot 7, Easter Bay Colony, Plat 3, Soil Quality Restoration, 5 Year Maintenance Agreement

Wilma Cornwell, FARMS #45522, Douglas 20, Grassed Waterway, Ten Year Maintenance Agreement

Polk County Conservation, FARMS #51294, Des Moines 24, Forest Stand Improvement, Ten Year Maintenance Agreement

Polk County Conservation, FARMS #52150, Des Moines 24, Water & Sediment Control Basin, 20 Year Maintenance Agreement

Michael J. West, #1534-DM, North 146 Ft, Lot 40, Amend Place, Soil Quality Restoration, 5 Year Maintenance Agreement

Bernadette M. Baker, #1536-DM, Lot 36, Scandia Magnolia Park, Plat 4, Soil Quality Restoration, 5 Year Maintenance Agreement

Dennis W. Henrichs, #1540-DM, Lot 17, Hidden Valley, Soil Quality Restoration, 5 Year Maintenance Agreement

D. Roger Bruner, #1531-DM, Lot 18, Easter Lake Estates, Plat 3, Soil Quality Restoration, 5 Year Maintenance Agreement

Michelle Fournier, #1527-DM, Lot 26, Sterling Trace, Plat 1, Soil Quality Restoration, 5 Year Maintenance Agreement

Betty L. Johnston, SRF Loan, Madison 25, Grade Stabilization Structure, 20 Year Maintenance Agreement

16-102 MOVED by Valin, seconded by Ilvess to approve the above-referenced Maintenance Agreements. Motion passed.

CONSERVATION PLAN

Jerry Long

16-103 MOVED by Valin, seconded by Ilvess to approve the above-referenced Conservation Plan. Motion passed.

EASTER LAKE WATERSHED/CITY OF DES MOINES DOWNSPOUT REDIRECT REQUESTS FOR ASSISTANCE

Nathan Shideler - $100.00

Carolyn Ross - $300.00

16-104 MOVED by Valin, seconded by Ilvess to approve the above-referenced Requests for Assistance. Motion passed.

STAFF REPORTS

District Conservationist Paul Miller reported that the NRCS Summer Intern will begin on May 31st. The National Hispanic student intern will begin in June.

District Conservationist Paul Miller reported that he submitted 6 CSP applications and only 1 has been selected.

District Conservationist Paul Miller reported that he has been working with Dan Pritchard from the City of Des Moines regarding cropland located within the city limits and working with those landowners to propose conservation practices on that land.

OTHER BUSINESS

Assistant Commissioner Ryan Peterson announced that he is resigning as of this meeting as he and his family are moving to Dubuque.

Commissioner Jane Clark suggested that a representative of the compost program at Metro Waste be invited to a meeting to explain the justification of discontinuing the compost program. Clark also suggested that staff send Metro Waste figures on the amount of compost used through this office. An invitation letter will be sent.

There being no further business to be presented, meeting adjourned at 11:40 a.m.

Following the meeting and lunch, the board participated in a windshield tour of Western Polk County.

Approved by:

______________________________________ _____________________________________

Secretary Date Chip Mathis, Chairman Date

NEXT REGULAR MEETING WILL BE HELD JUNE 21, 2016 AT 9:00 A.M. AT THE ANKENY FIELD OFFICE.

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