January 13, 2022

Minutes from the January 13, 2022 Regular Board Meeting

The meeting of the Lake of the Woods Soil and Water Conservation District was held in the Boardroom of the County Government Center.  

The meeting was called to order by John Sonstegard at 5:00 p.m.

Members present: John Sonstegard, Monica Dohmen, Roger Krause, Nancy Dunnell. Frank Sindelir joined remotely (health). 

Members absent: none

Others present: Land and Water Planning Director, Josh Stromlund; Resource Conservationist, Mike Hirst; Joining remotely: Resource Conservationist, Corryn Trask and NRCS Team Lead, Jody Peek

A motion was made by Krause to approve the agenda.  The motion was seconded by Dohmen. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Annual Business Items:

Officer Elections

A motion was made by Krause, with a second by Dohmen, to approve the 2022 Officer Positions as follows: District Chair, John Sonstegard; Vice Chair, Frank Sindelir; Treasurer, Nancy Dunnell; Secretary, Monica Dohmen; Public Relations, Roger Krause.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

A motion was made by Dunnell, with a second by Krause, to authorize the Annual Business Items as follows:

Monthly Meeting date, time and location – Second Thursday of each month at 5:00 p.m.  Due to the COVID-19 pandemic, the location will be the County Boardroom in the Government Center with a remote access option available. 

Designate Official Depositories – Border Bank of Baudette, Multi-Bank Securities, Inc.

Check Signing Authority – Josh Stromlund, District Manager; Nancy Dunnell, Treasurer; Mike Hirst, Resource Technician; Corryn Trask, Resource Technician; Becky Buegler, Office Assistant

Supervisor Compensation Rate – $125 per meeting. This rate is per day, no matter how many meetings attended. Supervisors may receive a per‐diem for travel days necessary for attending out of town meetings.

Mileage Rate – set on a quarterly basis to reflect the most current IRS rate. Any changes to the IRS mileage reimbursement rate will apply to all mileage occurring on or after the first day of the new quarter, and will remain as such until the following quarter.

Meal Allowances – Maximum meal allowance for supervisors and employees is $75.00 per day for approved meetings.

Spending Limits ‐ District staff have permission to: *Pay all district related bills prior to the next board meeting including: payroll, payroll liabilities, fuel account at Howard’s Cenex, Marco copier, other invoices not exceeding $100.  *Pay invoices for: emergency vehicle repairs exceeding $100 or other emergency items exceeding $100 as authorized by the SWCD manager or Board Chair. 
*Purchase miscellaneous supplies up to $100.  

Designated Official Newspaper – Northern Light Region

Annual membership dues for 2022

Minnesota Association of Soil and Water Conservation Districts $ 3,332.49   

MASWCD North Central Area (VIII) $ 275.00

Minnesota Association of Conservation District Employees $ 125.00  $25/employee

C/C/OGA Membership Dues $ 81.00

Minnesota Association of County Feedlot Officers $ 125

National Association of Conservation Districts $ 775.00

Committee Assignments 

Staff are preapproved for reimbursement for out of town travel expenses incurred for serving on these committees. In the event that the appointed staff member is unable to attend, an alternate staff person may take their place.

CommitteeBoardStaffMtgs/yr (approx.)
Area VIII MeetingsAll supervisorsAll staff3
North Central MN JPBFrank SindelirJosh Stromlund, Alternate: Corryn Trask2
County/SWCD Joint Powers Agreement Liaison CommitteeMonica Dohmen Roger KrauseStromlund
Ditch CommitteeJohn Sonstegard
Personnel CommitteeJohn Sonstegard,
Nancy Dunnell
IT CommitteeJohn Sonstegard,
Frank Sindelir
Area VIII Envirothon Committeen/aCorryn Trask5
Financial CommitteeNancy DunnellStromlund, Buegler
Giziibii RC&D CouncilJohn Sonstegard; alternate: Nancy DunnellAlternate: Corryn Trask4
International Multi-Agency Technical Advisory Committeen/aMike Hirst3
Lake of the Woods Control BoardNancy DunnellMike Hirst3
International Rainy Lake of the Woods Watershed Boardn/aMike Hirst10
Rainy/Rapid Board Citizen’s Advisory CommitteeNancy DunnellMike Hirst2
Rainy-Rapid One Watershed One Plan*Nancy Dunnell, John Sonstegard12
School Forest Committeen/aCorryn Trask12
Wetlands TAC Committeen/aMike Hirst12
Lake of the Woods Watershed Joint Powers BoardNancy Dunnell 
Alternates: John Sonstegard, Frank Sindelir
Local Work GroupFrank Sindelir, Nancy Dunnell
AIS/Keep it Clean CommitteeMonica DohmenMike Hirst6
AIS/Keep it Clean Committee     (at large member) – $40 per diemMike Larson

Review Fixed Assets List – the board authorizes the removal of the following items: 

*Canon ImageClass Printer – recycled, *Quickbooks Desktop Pro 2018 software – replaced

*Frogg Togg size 9 chest waders – dispose, *Boots – Rocky Chest Waders-size 12 – dispose

*Rod – metal, 8 foot – dispose,  *Mr.Long Arm (6624) 8′-24′ -dispose

*Keep it Clean – 2 RV Dump Station Banners vinyl 72″x36″ on frame – dispose

Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

A motion was made by Dohmen to approve the December 9th, 2021 minutes.  The motion was seconded by Dunnell.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

The December 2020 Treasurer’s Report was reviewed.  

The 4th Quarter Budget vs Actual report was reviewed.. 

A motion was made by Krause to approve the bills as listed on the agenda.  The motion was seconded by Sindelir. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Old Business

Personnel Policy – continue or suspend.  No action was taken.

Special Reports

NRCS Team Lead – Jody Peek – Peek reported on EQIP and CSP applications

New Business

Purchase of replacement printer
A motion was made by Krause, with a second by Dohmen, to authorize the purchase of a printer under the District’s emergency purchase policy. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Conservation Corpsmember for Summer 2022
A motion was made by Krause, with a second by Dunnell, to authorize the application for a Conservation Corpsmember position for the summer of 2022. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

DNR Delegation Agreement
A motion was made by Dohmen, with a second by Krause, to authorize the DNR Delegation Agreement For Aquatic Invasive Species Prevention Inspection of Water-related Equipment.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Keep it Clean Dump Station Incentive
A motion was made by Dunnell, with a second by Dohmen, to authorize the purchase of $100 gift cards from Howards Oil and Log Cabin Bait.  Funding will come from the Keep it Clean account.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Keep it Clean Memorial Donation for Dave Larson
A motion was made by Krause, with a second by Dohmen, to authorize the receipt of donations to the Keep it Clean Program in honor of Larson.  Donations were received from: Karen and Roger Peterson, Bob and Sharon Johnson, Dr. Cecil and Ann Leitch. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Giziibii RC&D Membership Correspondence
No action was taken. 

Pay Equity Report
A motion was made by Dohmen, with a second by Dunnell, to authorize the submission of the Pay Equity Report.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Livestock Producer Workshop
A motion was made by Dunnell,  with a second by Dohmen, to authorize $1,000 from the Feedlot Program to be used towards a Livestock Producer Workshop.  Funding will cover presenter fees, room rental, food, and other general workshop expenses. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Load Monitoring Contract
A motion was made by Krause,  with a second by Sindelir, to authorize the amendment to extend the Water Pollutant Load Monitoring Contract with the MN Pollution Control Agency for two more years, contingent on the District Manager’s approval of the final work plan and budget.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None           Motion carried.

Training and Travel Requests –  None

Staff Reportsthe board reviewed staff reports as presented with the agenda.  

Committee Reports – Hirst reported on the Keep it Clean Committee.  There is current discussion with other groups on the use of the Keep it Clean logo and model.  The committee is also partnering with Tom’s Tackle to produce a lure which would have the Keep it Clean logo on it.  Part of the proceeds from the sale would go towards Keep it Clean efforts. 

General Information and Discussion

Ellenson shoreline engineering assistance
MASWCD 2021 accomplishments
Set date and time for first quarter special meeting

The next regular board meeting has been set for February 10th, 2022 at 5:00 p.m. in the Boardroom of the County Government Center.  

Adjourn: Dohmen Seconded: Dunnell

Meeting adjournment time: 7:08 p.m.

Secretary:_________________________________ Date:_____________________

January 2021

Minutes from the January 14th, 2021 Regular Board Meeting

The meeting of the Lake of the Woods Soil and Water Conservation District was held in the Boardroom of the County Government Center.  Due to the COVID-19 Emergency declared by MN Governor Walz, board members and members of the public were allowed to join via Zoom conferencing.  All votes were taken via roll call.

The meeting was called to order by Nancy Dunnell at 5:00 p.m.

Members present:  Remotely – John Sonstegard, Monica Dohman, Roger Krause, Frank Sindelir, Nancy Dunnell.  In person – none.

Members absent: none

Others present: In person – Land and Water Planning Director, Josh Stromlund; Resource Conservationist, Mike Hirst; Resource Conservationist, Corryn Trask;  Remotely – Jody Peek, NRCS District Conservationist 

A motion was made by Krause to approve the agenda.  The motion was seconded by Sindelir. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Annual Organizational Meeting

Officer elections

A motion was made by Dunnell, with a second by Sindelir, to nominate John Sonstegard for Board Chair.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Sonstegard took over the meeting as board chair. 

A motion was made by Krause, with a second by Dunnell to nominate Frank Sindelir for Vice Chair.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

A motion was made by Krause, with a second by Sindelir,  to nominate Nancy Dunnell as Treasurer. 

Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

A motion was made by Krause, with a second by Sindelir, to nominate Monica Dohmen as Secretary.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

A motion was made by Sindelir, with a second by Dohmen, to nominate Roger Krause for Public Relations. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Monthly meeting time, date and location– a motion was made by Dunnell, with a second by Sindelir, to set the second Thursday of the month at 5:00 p.m. as the monthly meeting.  Due to the COVID-19 pandemic, the location will be the County Boardroom in the Government Center with a remote access option available. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Designate official depositories- a motion was made by Dohmen, with a second by Sindelir, to name Border Bank of Baudette and Multi-Bank Securities, Inc. as the official depositories for the SWCD. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Check signing authority – a motion was made by Sindelir, with a second by Krause, to remove Russel Hansen from banking authority at Border Bank. Nancy Dunnell (Treasurer), Josh Stromlund (District Manager), Mike Hirst (Resource Conservationist), Corryn Trask (Resource Conservationist) and Becky Buegler (Office Assistant) are assigned Banking Authority at Border Bank for checking and savings. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

A motion was made by Dunnell, with a second by Sindelir, to approve the following: 

Supervisor Compensation Rate –$75.00 per meeting. This rate is per day, no matter how many meetings attended. Supervisors may receive a per‐diem for travel days necessary for attending out of town meetings.

Mileage Rate – adjusted on a Quarterly basis to reflect the most current IRS rate. Any changes to the IRS mileage reimbursement rate will apply to all mileage occurring on or after the first day of the new quarter, and will remain as such until the following quarter.

Meal Allowances – Maximum meal allowance for supervisors and employees at $75.00 per day for approved meetings.

Spending Limits ‐ District staff have permission to: *Pay all district related bills prior to the next board meeting including: payroll, payroll liabilities, fuel account at Howard’s Cenex, Marco copier, other invoices not exceeding $100.  *Pay invoices for: emergency vehicle repairs exceeding $100 or other emergency items exceeding $100 as authorized by the SWCD manager or Board Chair.  *Purchase miscellaneous supplies up to $100.  

Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Designate official newspaper – a motion was made by Krause, with a second by Dohmen, to set the Northern Light Region as the official newspaper of the SWCD.  

Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Annual membership dues – a motion was made by Krause, with a second by Dunnell, to authorize payment of 2021 dues as follows: Minnesota Association of Soil and Water Conservation Districts   $2,489.03 ; MASWCD North Central Area (VIII)   $275.00 ; Minnesota Association of Conservation District Employees   $125.00; C/C/OGA Membership Dues   $81.00 ; Minnesota Association of County Feedlot Officers   $125.00 ; National Association of Conservation Districts   $775.00
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Committee assignments

A motion was made by Krause, with a second by Sindelir, to authorize committee appointments for 2021 as follows: 

CommitteeBoardStaffMtgs/yr (approx.)
Area VIII MeetingsAll supervisorsAll staff3
North Central MN JPBFrank SindelirJosh Stromlund, Alternate: Corryn Trask2
County/SWCD Joint Powers Agreement Liaison CommitteeMonica Dohmen; Roger KrauseStromlund
Ditch CommitteeJohn Sonstegard
Personnel CommitteeJohn Sonstegard,
Nancy Dunnell
IT CommitteeJohn Sonstegard,
Frank Sindelir
Area VIII Envirothon Committeen/aCorryn Trask5
Financial CommitteeNancy DunnellStromlund, Buegler
Giziibii RC&D CouncilJohn Sonstegard; alternate: Nancy DunnellAlternate: Corryn Trask4
International Multi-Agency Technical Advisory Committeen/aMike Hirst3
Lake of the Woods Control BoardNancy DunnellMike Hirst3
International Rainy Lake of the Woods Watershed Boardn/aMike Hirst10
Rainy/Rapid Board Citizen’s Advisory CommitteeNancy DunnellMike Hirst2
School Forest Committeen/aCorryn Trask12
Wetlands TAC Committeen/aMike Hirst12
Water Plan Committee
(2 SWCD sups)
Monica Dohmen; John SonstegardMike Hirst1
Water Plan Committee At Large
(4 At Large members) – $40 per diem
Dave Marhula; Jim Frohreich; Jenny Moorman; Nick Painovich
One Watershed, One Plan JPENancy Dunnell 
Alternates: John Sonstegard, Frank Sindelir
Local Work GroupFrank Sindelir, Nancy Dunnell
AIS/Keep it Clean CommitteeMonica DohmenMike Hirst6
AIS/Keep it Clean Committee     (at large member) – $40 per diemMike Larson

Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Fixed asset list

A motion was made by Krause, with a second by Sindelir, to remove the items as listed on page 7 of the board packet from the Inventory and Asset List.  Items are as follows: safety vests – XXL (3), AIS program hats (20), #9 ASUS Zenpad, gray office chair, Enviroscape, soil monolyths (4), hoboware Pro Software, 8’ signposts (8), soil totes (8).  

Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Housekeeping items: Review current MOUs and agreements, Review current policies, Review W-4 information, Review PERA membership, Campaign finance and public disclosure (disclosure due Jan 25)

A motion was made by Dunnell to approve the December 10, 2020 minutes.  The motion was seconded by Sindelir.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

The December 2020 Treasurer’s Report was reviewed.
The 2020 4th Quarter budget vs. actual report was reviewed.  

A motion was made by Krause to approve the bills as listed on the agenda.  The motion was seconded by Sindelir.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Old Business

Personnel policy waivers – continue or suspend – no action was taken.  Staff informed the board that staff would no longer be eligible for the Expanded Family Medical Leave Act which provided additional COVID-related leave to staff. 

Shoen Disaster Recovery Assistance Project Cost Share Application
A motion was made by Sindelir, with a second by Dunnell, to approve the Shoen Disaster Recovery Assistance Project cost share contract in the amount of $53,350 for construction plus up to $2,500 for snow road construction at 100% cost share.  Funding will come from the Disaster Recovery Assistance Program. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

New Business

Peterson CPA bid and letter of engagement for 2020 audit of SWCD and JPB –tabled

Postage and postage cash fund request
A motion was made by Sindelir, with a second by Dunnell, to authorize $110 for the purchase of stamps and $69.20 check written out for cash to replenish the postage cash fund to $100.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Request to host Conservation Corps Intern – Summer 2021

A motion was made by Sindelir, with a second by Dunnell, to submit a request to host a Conservation Corps Intern.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Giziibii RC&D Membership correspondence   

The SWCD will submit a membership form to Giziibii RC&D and look into the possibility of participating via Zoom.  

1W1P JPB – Forest Management Plan cooperative agreement

A motion was made by Dohmen, with a second by Sindelir, to authorize the Forest Management Plan cooperative agreement with the Lake of the Woods One Watershed One Plan Joint Powers Board to implement a cost share program for forest management plans.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Non-corporate Resolution form for Multi-Bank Securities, Inc.  

A motion was made by Dunnell, with a second by Dohmen, to approve John Sonstegard, Nancy Dunnell and Josh Stromlund as authorized representatives for Multi-Bank Securities, Inc. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Final payment for Contract 2019-17-SP Log Cabin Bait dump station 

A motion was made by Dunnell, with a second by Krause, to approve the final payment for Contract 2019-17-SP Log Cabin Bait contingent on final eligible costs coming in at or below the total allowable cost.  Final payment cannot exceed $3,112.50 or 75% of the total maximum allowable cost, whichever is less.  Payment is contingent upon receiving all necessary final financial paperwork from the participant.   
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None     Motion carried.

Training and Travel Requests – None requested.

Staff Reportsthe board reviewed staff reports as presented with the agenda.  

Committee Reports 

Lake of the Woods Control Board  
Lake of the Woods Watershed Joint Powers Board
NC MN Joint Powers Board

General Information and Discussion

Set date and time for the first quarter special meeting – the board discussed holding a special meeting in the first quarter.  Staff will work on topics to cover and a decision can be made at the February regular meeting.  

The next regular board meeting has been set for February 11, 2021 at 5:00 p.m. in the Boardroom of the County Government Center.  Adjourn: Krause Seconded: Sindelir

Meeting adjournment time: 7:10 p.m.