February 2021

Minutes from the February 11, 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 Chairman Sonstegard at 5:00 p.m.

Members present: In person – John Sonstegard, Monica Dohmen.  Remote – Roger Krause, Frank Sindelir, Nancy Dunnell
Members absent: None

Others present: Land and Water Planning Director, Josh Stromlund; Resource Conservationist, Mike Hirst; Resource Conservationist, Corryn Trask; NRCS Resource Conservationist, Michael Steinhauer

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

A motion was made by Krause to approve the January 14th, 2021 minutes.  The motion was seconded by Dohmen.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

The January 2021 Treasurer’s Report was reviewed.  

A motion was made by Dunnell to approve the bills as listed on the agenda.  The motion was seconded by Krause.  

Old Business

Peterson CPA bid and letter of engagement for 2020 JPB/SWCD Audit
A motion was made by Krause, with a second by Dunnell, to accept the revised audit bid of $2,850 for the SWCD and $500 for the JPB. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Third grade pollinator planting
A motion was made by Dunnell, with a second by Dohmen, to authorize $500 to conduct a pollinator planting with third graders at Lake of the Woods School. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Special Reports

NRCS Partner Updates- Michael Steinhauer updated the board on the status of CSP and EQIP applications in the county.  He also discussed the current status of the open NRCS position in the Baudette field office. 

New Business

MOA between NRCS and SWCD   

A motion was made by Dohmen, with a second by Dunnell, to approve the Memorandum of Agreement #N2721MOU0011071 Between the USDA NRCS and the Lake of the Woods SWCD. 

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

Conservation Corps of MN Fee-for-service Work Order  

A motion was made by Krause, with as second by Dohmen, to approve the MN Conservation Corps Project Number 501-18412 Work Order for the summer intern position.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Request to purchase pin flags for the tree program   

A motion was made by Dunnell, with a second by Krause, to approve up to $292 of tree program funds for the purchase of pin flags for resale.  
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Request to purchase rain gauge certificates of appreciation   
A motion was made by Dohmen, with a second by Krause, to authorize $150 for the purchase of gift certificates from Howards for the 15 rain gauge volunteers. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Request to purchase Tablets for AIS watercraft inspections   
A motion was made by Krause, with a second by Sindelir, to authorize $1,050 for the purchase of 7 Samsung tablets plus cases and screen protectors for the AIS inspector program.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried. 

Request to purchase ‘Stop Spiny’ towels for AIS program    

A motion was made by Dunnell, with a second by Sindelir, to authorize $1400 for the purchase of 833 Stop the Spread towels for the AIS program in partnership with Roseau SWCD and Beltrami County.  

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

Always There Staffing 2021 Agreement  

A motion was made by Krause, with a second by Dohmen, to authorize the 2021 agreement with Always There Staffing, Inc, to hire Aquatic Invasive Species inspectors for the AIS program.  

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

Roseau River 1W1P Plan Participation    

A motion was made by Dohmen, with a second by Krause, to approve the following resolution:

Resolution #02-11-2021 – 01 TO SUPPORT A ROSEAU RIVER WATERSHED
ONE WATERSHED, ONE PLAN PROJECT

WHEREAS, the Minnesota Board of Soil and Water Resources has developed policies for coordination and development of comprehensive watershed management plans, also known as One Watershed, One Plan, consistent with Minnesota Statutes, Chapter 103B.801, Comprehensive Watershed Management Planning Program; and,

WHEREAS, Minnesota Statutes, Chapter 103B.301, Comprehensive Local Water Management Act, authorizes Minnesota Counties to develop and implement a local water management plan; and,

WHEREAS, Minnesota Statutes, Chapter 103D.401, Watershed Management Plan, authorizes Minnesota Watershed Districts to develop and implement a watershed management plan; and, 

WHEREAS, Minnesota Statutes, Chapter 103C.331, subdivision 11, Comprehensive Plan, authorizes Minnesota Soil and Water Conservation Districts to develop and implement a comprehensive plan; and, 

WHEREAS, the counties, soil and water conservation districts, and watershed districts within the Roseau River Watershed (#46), as delineated in the attached One Watershed, One Plan Suggested Boundary Map, have interest in developing a comprehensive watershed management plan for this area. 

NOW, THEREFORE, BE IT RESOLVED, that Lake of the Woods Soil and Water Conservation District recognizes and supports watershed-scale planning efforts consistent with Minnesota Statutes, Chapter 103B.801, also known as One Watershed, One Plan; and, 

BE IT FURTHER RESOLVED that Lake of the Woods Soil and Water Conservation District welcomes the opportunity to collaborate with the counties, soil and water conservation districts, and watershed districts within the Roseau River Watershed for watershed-scale planning efforts in the future; and,

BE IT FURTHER RESOLVED that the Lake of the Woods Soil and Water Conservation District Supervisors supports an application to the Board of Water and Soil Resources for a planning grant to develop a comprehensive watershed management plan and it is anticipated full participation is not warranted; however, staff will be able to provide comments on an as needed basis.

One Watershed, One Plan Suggested Boundary Map

Lower Rainy Rapid 1W1P Plan Participation    

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

RESOLUTION #02-11-2021-02 TO SUPPORT A RAPID AND LOWER RAINY RIVER WATERSHED
ONE WATERSHED, ONE PLAN PROJECT

WHEREAS, the Minnesota Board of Soil and Water Resources has developed policies for coordination and development of comprehensive watershed management plans, also known as One Watershed, One Plan, consistent with Minnesota Statutes, Chapter 103B.801, Comprehensive Watershed Management Planning Program; and,

WHEREAS, Minnesota Statutes, Chapter 103B.301, Comprehensive Local Water Management Act, authorizes Minnesota Counties to develop and implement a local water management plan; and,

WHEREAS, Minnesota Statutes, Chapter 103C.331, subdivision 11, Comprehensive Plan, authorizes Minnesota Soil and Water Conservation Districts to develop and implement a comprehensive plan; and, 

WHEREAS, the counties and soil and water conservation districts within the Rapid and Lower Rainy Watershed (#50) as modified in the attached One Watershed, One Plan Suggested Boundary Map, have interest in developing a comprehensive watershed management plan for this area.

NOW, THEREFORE, BE IT RESOLVED, that Lake of the Woods Soil and Water Conservation District recognizes and supports watershed-scale planning efforts consistent with Minnesota Statutes, Chapter 103B.801, also known as One Watershed, One Plan; and,

BE IT FURTHER RESOLVED that Lake of the Woods Soil and Water Conservation District welcomes the opportunity to collaborate with the counties and soil and water conservation districts within the Rapid and Lower Rainy Watershed for watershed-scale planning efforts in the future; and,

BE IT FURTHER RESOLVED that the Lake of the Woods Soil and Water Conservation District Board of Supervisors supports an application to the Board of Water and Soil Resources for a planning grant to develop a comprehensive watershed management plan and anticipates entering into a Memorandum of Agreement with the counties and soil and water conservation districts within the Rapid and Lower Rainy Watershed, to collaborate on this effort, pending selection as a recipient of a planning grant.

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

One Watershed, One Plan Suggested Boundary Map

Request to purchase water sampling rod for WPLMN
A motion was made by Dohmen, with a second by Krause, to authorize the purchase of a water sampling rod through the Load Monitoring Program in the amount of $175.75 plus shipping. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Training and Travel Requests

A motion was made by Dunnell, with a second by Dohmen, to authorize interested staff and supervisors to register for the International Rainy-Lake of the Woods Watershed Virtual Water Quality Forum on March 10-11.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried. 

A motion was made by Dunnell, with a second by Dohmen, to authorize Trask and Vrtacnik to receive CPR training at the ambulance garage.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried. 

Staff Reports – the board reviewed staff reports as presented with the agenda.  

Committee Reports – none presented

General Information and Discussion

Shoen cost share update- the contractor is waiting for the right conditions to start the project
Hydroseeder purchase- discussion of the possibility of assisting the Public Works Department with the purchase of a hydroseeder to help with erosion control on projects. 
Board member eligibility for PERA– SWCD board members are eligible for PERA
Health and Life insurance enrollment periods – the personnel committee may be requested to assist with setting insurance enrollment periods for the SWCD
Legislative outreach – the SWCD presented the letter from the MASWCD regarding legislative outreach
Hard Water Angler 4-H Curriculum for Keep it Clean – presentation of information prepared by U of M Extension to promote the concept of the Keep it Clean on a statewide basis.   

The next regular board meeting has been set for March 11th, 2021 at 5:00 p.m. in the Boardroom of the County Government Center.  

Adjourn: Krause Seconded: Dohmen

Meeting adjournment time: 7:15 p.m.

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 Reports – the 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.