November 2009 Minutes

Minutes of the November 11, 2009 Regular Board Meeting

Martin Soil and Water Conservation District

Fairmont, Minnesota

Meeting called to order by Chair Petrowiak at 9:00 a.m.

The Pledge of Allegiance

Members present: Duane Petrowiak – Chair, Linda Meschke – Vice-Chair,

Steve Flohrs and Darwin Roberts,

Members absent: Wendell Rode

Others present: Kathy Smith – District Manager, Cathy Thiesse - Technician and Administrative Assistant, Greg Johanson – Farm Bill Specialist, Rich Perrine - Water Plan Coordinator/Water Conservation Act, Carissa Spencer – NRCS, District Conservationist, Jack Potter, Martin County Commissioner and Chris Hughes – BWSR, Board Conservationist,

Additions or changes to the Agenda

Additions:

Old Business:

2009 Budget Review

2010 Proposed budgets

BWSR Academy

New Business:

December Board Meeting Change – Tuesday, December 1, 2009

Commissioner Lunch – December 1, 2009

2008 Audit Management Letter Approval - $1700.00 Due

West Fork Des Moines River MOA

Clean Water Grant – Projects and Application

A motion was made by Flohrs to accept the above additions to the Agenda second by Roberts. Affirmative: Meschke, Flohrs and Roberts. Opposed: None. Motion Carried.

Secretary’s Report

A motion was made by Meschke to approve the October 8, 2009 Secretary’s Report second by Flohrs. Affirmative: Meschke, Flohrs and Roberts. Opposed: None. Motion Carried.

Treasurer’s Report

A motion was made by Flohrs to approve the October 31, 2009 Treasurer’s Financial Report second by Roberts. Affirmative: Meschke, Flohrs and Roberts. Opposed: None. Motion Carried.

Bills

No additional bills.

Cost-Share Programs–

Cancelled Projects

#1-10 Larry Tietje Well Sealing $297.50 Requested – 50% of Project Cost – FY2010

Slippage: $297.50

Re-encumber: $297.50

A motion was made by Roberts to cancel contract #1-10 and to re-encumber $297.50 second by Flohrs. Affirmative: Meschke, Flohrs and Roberts. Opposed: None. Motion Carried.

Amended Projects

None

State Cost-Share Program

Completed Projects

#23-08 Gary Johnson Well Sealing $250.00 Due – 50% of Project Cost – FY 2008

Total Project Cost: $500.00

Landowner Cost: $250.00

TA: $62.50

A motion was made by Roberts to approve payment of contract #23-08 in the amount of $250.00 second by Flohrs. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

#10-09 Gary Johnson Well Sealing $350.00 Due – 50% of Project Cost – FY 2009

Total Project Cost: $700.00

Landowner Cost: $350.00

TA: $87.50

Slippage: $50.00

Re-encumber: $50.00

A motion was made by Roberts to approve payment of contract #10-09 in the amount of $350.00 and to re-encumber $50.00 second by Flohrs. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

#14-09 Carl Munson Well Sealing $225.00 Due – 50% of Project Cost – FY 2009

Total Project Cost: $450.00

Landowner Cost: $225.00

TA: $56.25

A motion was made by Meschke to approve payment of contract #14-09 second by Flohrs. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

#17-08 Paul Wolter FSSB $895.12 Due – 75% of Project Cost – FY 2008

Total Project Cost: $1193.50

Landowner Cost: $298.38

TA: $289.69

Slippage: $263.63

Re-encumber: $263.63

A motion was made by Flohrs to approve payment of contract #17-08 in the amount of $8950.12 and to re-encumber $263.63 second by Meschke. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

Feedlot Water Quality Grant

#00-07 Richard Maday Feedlot

The above contract was discussed for Board Review.

New Projects

None

Native Buffer Cost-Share Project

New Projects

None

Greater Blue Earth River Basin Alliance

Completed Projects

None

Amendment

None

New Projects

None

Water Permit Program

Smith presented the following for Board Review:

A Mission Report for Interstate Power Company, Sherburn, MN.

AgBMP Loan Program

Update given by Smith.

Old Business

MASWCD State Convention

The District has been notified that Fairmont Photo Press has received the Media Award and Randy Chirpich will be attending the luncheon. Petrowiak, Flohrs, Rode and Smith will also be attending the State Convention.

Area VI Meeting, November 24^th, Turner Hall New Ulm

Roberts reported that Rep. Bob Gunther will be on the Agenda and that Dr. Kelly and Greg Rogier have agreed to allow Martin SWCD to give a brief update on Resolution #1. Those attending the meetings will be: Meschke, Roberts, Petrowiak, Smith and possibly Flohrs.

Lease

Smith updated the board on our current lease with Arthur Andrews effective 10-1-09 to 9-30-19. A motion was made by Meschke to approve the new lease second by Flohrs. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

2008 Audit – Management Letter

Jim Maiser, CPA, conducted an Audit in September for the District. The District received the Audit Report with a Management Letter requesting Board signature that verifies all information was disclosed for the audit. A motion was made by Meschke to sign the letter second by Flohrs. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

2009 Budget Review – 2010 Proposed Budget

Smith reviewed with Board. Chris Hughes, BWSR – Board Conservationist discussed the 3/8^th Amendment money and time schedule. Jack Potter, Martin County Commissioner discussed the County’s position on 0% employee wage increases with an increase toward employees insurance cost. The Personnel Committee, (Meschke, Petrowiak and Smith) will set up a meeting for the end of this month.

BWSR Academy

Smith, Perrine and DuBois attended this three day training in Brainerd, MN. Expenses for registration and hotel costs will be submitted to GBERBA for reimbursement. Smith updated Board regarding sessions and training:

Districts will need to share resources
Legislature wants projects with TA included
General Grant funding to be replaced by Competitive Grants

Meschke discussed the need for a better definition for Technical Assistance (TA). Not all projects have TA – for example: projects that deal with general knowledge questions may not have the cost-share dollars.

New Business

NACD National Convention, January 31-February 3, 2010, Orlando, Florida

A motion was made by Meschke to support and approve Petrowiak and his wife attending the NACD National Convention and to submit the Early Bird Registration for hotel and conference second by Roberts. Petrowiak volunteered to forgo his per diem. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

Unemployment Insurance

Smith discussed option with the Board. At the next scheduled Board Meeting, Smith will present a report depicting costs to the District to change to Insurance Based Employment and the coverage/responsibilities to previous employees.

Commissioners Lunch – December 1, 2009

Board and Martin County Commissioners will meet at Jakes Pizza, Fairmont in the upstairs room at 12:15 p.m.

West Fork Des Moines River Memo of Understanding (MOA)

Heron Lake Watershed District sent out a MOA to all Districts and County’s to sign asking for participation and action on the Advisory Board. A motion was made by Meschke that the District support and sign the MOA second by Roberts. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

Grant Opportunities – Applications

Smith discussed grants should be submitted through County’s and Districts rather than GBERBA. Projects discussed were:

Martin County Highway Department Streambank Restorations (4),
City of Fairmont – District submit grant for retention pond and to act as Fiscal Agent for the project. Troy Nemmers, City of Fairmont Engineer will meet with Smith on November 18, 2009 to discuss project.
Dutch Creek Projects
Alfalfa and Ash Tree Biomass Plant in Martin County

A motion was made by Roberts to move forward on the first three projects second by Meschke. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

Thiesse discussed two other projects:

Green House Proposal for funding from DNR
Gomsrud Park Lakeshore Proposal for funding from DNR

A motion was made by Roberts to approve the Gomsrud Park Lakeshore Proposal second by Meschke. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None. Discussion followed that Smith should contact the Hog Slats building owner and local green houses for possible rent/lease options.

Reports

County Commissioner Report

Jack Potter reported on the following:

Fairmont Glows Parade, November 20, 2009
4-H Recognition Banquet, November 15, 2009

District Conservationist Report

Spencer reported – see attached report.

District Manager Report

Smith reported.

BWSR Update

Chris Hughes, Board Conservationist reported on the following:

Clean Water Funds and applications
Competitive Grants
Office of Grants Management
Conservation Market place of Minnesota to review Business Plan on November 20, 2009. Linda Meschke will be present for this meeting.
Shoreline Projects and opportunities
All projects need to be specific

Water Plan Advisory Committee

Perrine reported that the next meeting will be December 29, 2009, Martin SWCD, 7 p.m.

Water Plan/WCA Report

Perrine discussed that contractors are sending in the forms and if there are questions, they are contacting him for verification. The Board would like for Perrine to have a meeting this winter for contractors to continue with the established communication and information.

Clean Water Partnership Report

Smith gave an update on the signed agreement with MPCA regarding last year’s funding. MPCA revised that the District should not have received the funding and that the County should be the fiscal agent. A motion was made by Meschke sign the letter from MPCA to amend the agreement second by Petrowiak. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None

CWP Program

New Project

None

CWP Program

Amendment

None

Completed Project

None

South Central Technical Service Area

No report.

Three Rivers RC&D

Smith updated on the Coordinator - Lisa Buckner who will be setting up meetings with trails and parks committee members to move forward on the project.

Greater Blue Earth River Basin Alliance

Roberts reported on the next Technical Meeting, December 13, 2009, Mankato, MN at 9:30 a.m. Smith and Perrine will be attending. Meschke will also be there presenting information regarding the South Central Wildlife Heritage Initiative.

A motion was made by Roberts to adjourn the meeting at 11:54 p.m. second by Meschke. Affirmative: Meschke, Flohrs, and Roberts. Opposed: None. Motion Carried.

The next regular meeting will be held on December 1, 2009 at 9:00 a.m.

Respectfully submitted,

____________________Date Approved ____________________Secretary-Treasurer