Board Meeting Minutes s3

Tualatin Soil and Water Conservation District

1080 SW Baseline St., Suite B-2  Hillsboro, OR 97123-3831 Phone: 503-648-3174  Fax: 1-855-651-8930 Providing local solutions to local problems. www.swcd.net

Tualatin SWCD Board Meeting Minutes January 10, 2017 Board Members Present: Matt Pihl Eldon Jossi Steve VanGrunsven John McDonald

Others Present: Lacey Townsend, TSWCD Judy Marsh, TSWCD Jeehye Lee, NRCS Anil Devnani, CWS John Goetz, CWS Kelly Dawes, TSWCD Bookkeeper

The meeting was called to order by Chair John McDonald at 6:35 pm.

John McDonald presided over the Oath of Office ceremony for Steve VanGrunsven and Eldon Jossi. Jerry Ward was not present.

Matt Pihl moved to adopt the agenda with changes. Steve VanGrunsven seconded. Passed unanimously.

Chair John McDonald opened the 2017 Tualatin SWCD election of officers. Eldon Jossi moved to elect John McDonald as Chairman. Matt Pihl seconded. Passed unanimously.

Eldon Jossi moved to elect Steve VanGrunsven as Vice Chairman. Matt Pihl seconded. Passed unanimously.

John McDonald moved to elect Matt Pihl as Secretary-Treasurer. Eldon Jossi seconded. Passed unanimously.

John McDonald moved to approve the December 9, 2016 Personnel Committee Meeting Minutes as corrected. Steve VanGrunsven seconded. Passed unanimously.

Steve VanGrunsven moved to approve the December 13, 2016 Board Meeting Minutes. Eldon Jossi seconded. Passed unanimously.

Lacey Townsend presented the Board with new information about the development at 82nd and Cedarcrest in the Metzger/Tigard area along Ash Creek. She mentioned that she and Bethany Lund did a site visit of the property and explained what they saw. Lacey Townsend recommended that the District write a letter to the Commissioners suggesting that there is no development on lots four, five and six. Lacey Townsend said some of the concerned neighbors will be calling during the meeting to explain their side of this situation. The Board discussed in length the issue before the call from the concerned neighbors. Mary Elizabeth McAndrew and Rich Hanson called during the Board Meeting at 7:00pm. They said they (concerned neighbors) have hired their own biologist that has written up a report that is the opposite of what the contractor’s biologist had in his report about wildlife in the proposed lots. They have also had a chemical engineer look into the water drainage on the property. During the discussion, it was discovered that the neighbors were not asking to stop the whole development, just the three lots that would impact the wildlife and water drainage. Mary Elizabeth McAndrew will be sending Lacey Townsend more information about the issue that the Board asked for. Action Item: Lacey Townsend will email the information received from Mary Elizabeth McAndrew to the Board.

Financial Report

Kelly Dawes reviewed the financials with the Board. Steve VanGrunsven moved to pay the unpaid bill in the amount of $5,082.74. Matt Pihl seconded. Passed unanimously. John McDonald moved to ratify the pre-approved bills paid after December 13, 2016 in the amount of $152,902.64. Eldon Jossi seconded. Passed unanimously. John McDonald moved to approve the Balance Sheet and Revenues and Expenditures Reports for December 2016. Eldon Jossi seconded. Passed unanimously.

Kelly Dawes proposed to the Board the Contractor Direct Deposit Procedure. The Board would like to add to line #4: “For approval to pay the contractors, the financial officer would receive either a hand written or electronic signature.” John McDonald moved with the edits that have been suggested that the Contractor Direct Deposit Procedure be adopted. Eldon Jossi seconded. Passed unanimously.

Reports from Agencies and Special Groups

Anil Devnani, Clean Water Services (CWS)  There is nothing to report on the progress of the CREP agreement.  CWS is putting together the Temperature Management Report for DEQ.  The cooler has received 350,000 of the approximately 850,000 plants.  The engineering position interviews will start tomorrow.

John Goetz, Clean Water Services (CWS)  John was glad to see the contractors were comfortable doing direct deposit with the District.  Next week there will be training in Terra Trak on how to enter invoices and herbicides.

Reports from Hillsboro Office Staff

NRCS – Jeehye Lee distributed her report.  Jeehye has been ranking the application as they come in.  NRCS is accepting applications for the Conservation Stewardship Program and Environmental Quality Incentive Program. Deadline is February 17, 2017.  Jeehye is monitoring contracts that are or soon will be out of compliance per program policy.  Jeehye stressed the importance of all landowners that receive payment for the program need to keep the “SAM” number up to date. This is free, but there has been a company emailing landowners around the time their “SAM” number needs to be renewed saying the company could help, but there is a price. She said if they need help there is a number to call and they will help the landowner for free.  Fourteen applications have been reviewed by TSWCD staff and payment has been issued for their practices.  Kim Gray is the acting District Conservationist in Hillsboro. The position was reopened and NRCS is now in the selection process.

2  Jeehye reminded the Board about the Annual Local Workgroup meeting that will be held along with the TSWCD’s February Board Meeting.  She mentioned she had a step-by-step guidance PowerPoint on the new Conservation Client Gateway program.  The annual Snow School will be held in Bend. This is for students that wish to survey snow.

District Manager – Lacey Townsend’s report was mailed.  Lacey reminded the Board about the Program Development Committee’s first meeting.  Lacey has started the process of locating new office space.  Matt Pihl had a question on who to contact about cleaning out a stream in Yamhill County. Lacey said the first call should be to the Yamhill SWCD.

Office Coordinator – Judy Marsh’s report was mailed.  Everything is in the staff report that was mailed.

Standing Committee Reports

Contract Committee: Steve VanGrunsven reported on the new projects that the restoration team is working on.

New Business

Tualatin SWCD Vehicle Policy: The Board reviewed the additions to the policy. Steve VanGrunsven moved to adopt the Tualatin Soil and Water Conservation District Vehicle Policies and Procedures as presented at the January 10, 2017 Board Meeting. Eldon Jossi seconded. Passed unanimously.

Tualatin SWCD Whistleblower Policy: The Board reviewed the additions to the policy. Matt Pihl moved to adopt the Tualatin Soil and Water Conservation District Whistleblower Protection Policy as presented at the January 10, 2017 Board Meeting. Steve VanGrunsven seconded. Passed unanimously.

Committee Assignments: The Board reviewed the committee assignments. Changes to the 2017-2018 Budget Committee: removal of Judy Olsen and Kelly Dawes and addition of all the Directors. It was decided that Jerry Ward would be the Chairman.

Representatives to other Organizations: In reviewing the list of Representatives to Other Groups for 2017. The Board removed: Clean Water Services Advisory Commission and Northwest Oregon RC&D Council because we have no active members on the Boards. Aaron Shaw will be added to the Tualatin River Watershed Council as a primary member.

John McDonald moved to approve the list of Committee Members and list of Other Groups for the calendar year 2017. Steve VanGrunsven seconded. Passed unanimously.

Tax Base: Discussion on the Election bill was tabled until the February Meeting.

Action Item Log was reviewed and items removed.

3 The meeting was adjourned at 8:45 pm.

Respectfully submitted by Judy Marsh, Office Coordinator.

______Attested by: Matt Pihl Date