February 16, 2022

Minutes from the February 16th, 2022 Regular Board Meeting

The meeting of the Lake of the Woods Soil and Water Conservation District was held in the Ambulance Garage in Baudette, MN due to a weather-related meeting reschedule. 

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

Members present: John Sonstegard, Monica Dohmen, 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 Krause to approve the agenda.  The motion was seconded by Dunnell. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

A motion was made by Dunnell to approve the January 13, 2022 minutes.  The motion was seconded by Sindelir.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

A motion was made by Dunnell to approve the February 3rd, 2022 work session minutes.  The motion was seconded by Sindelir.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

The January 2022 Treasurer’s Report was reviewed.  

A motion was made by Dohmen 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

Update to personnel policy – Holidays

A motion was made by Krause, with a second by Sindelir, to authorize the following language change to the Employee Policy regarding Holidays:

Article X: Holidays

Holiday pay is granted for the following holidays as observed by the federal government: New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.  Juneteenth will not be observed. 

Employees have the option of working Columbus Day in exchange for receiving Holiday pay for the day after Thanksgiving. 

There will be no Holiday pay for permanent part-time employees. 

In the event of a USDA early release, all SWCD staff may observe these times along with USDA NRCS staff, but must use Annual Leave for this time.  If the office will be closed, staff must notify the District Manager and post the closing on the main entrance of the building.  

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

Special Reports

NRCS partner updates – Michael Steinhauer, Resource Conservationist, reported on the current CRP signup, possible Area-wide training in April, and EQIP and CSP contracting.  

Steinhauer excused himself from the meeting. 

Keep It Clean program expansion update – Joe Henry, Lake of the Woods Tourism joined the board via Zoom to discuss the expansion of the Keep it Clean program.  There is an interest from other groups to use the Keep it Clean logo and concept for their own cleanup programs.  The Keep it Clean committee is discussing how to navigate this new development.  

New Business

Peterson CPA bid and letter of engagement for 2021 audit of SWCD 

A motion was made by Sindelir, with a second by Krause, to authorize the Letter of Engagement from Peterson CPA for the 2021 financial audit.  

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

The board requested that the staff acquire 2 or more additional quotes for 2022.  

Request to purchase rain gauge certificates of appreciation        

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

Request to purchase checks for Border Bank checking    

A motion was made by Sindelir, with a second by Krause, to purchase 500 checks from Intuit Quickbooks for $168.98.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Accept donations for the Keep It Clean Program 

A motion was made by Krause, with a second by Dunnell, to accept donations from Lake of the Woods Brewing Company, Alfred Kasid, and Arlyn and Donna Wendlandt for the Keep it Clean Program. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Forest Stewardship Plan cost share application – Olson Land, LLC    

A motion was made by Sindelir, with a second by Krause, to authorize the cost share application for the Olson Land, LLC for 79.42 acres at $300 + $6.50 per planned acre, not to exceed 100% of the total invoiced amount.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Forest Stewardship Plan cost share application – Olson Family, LLC 

A motion was made by Sindelir, with a second by Krause, to authorize the cost share application for the Olson Family, LLC for 117.3 acres at $300 + $6.50 per planned acre, not to exceed 100% of the total invoiced amount.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Always There Staffing Agreement for AIS Inspectors

A motion was made by Dohmen, with a second by Sindelir, to authorize the 2022 Always There Staffing Agreement for AIS Inspectors. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

See attachment to the February 16, 2022 agenda for a copy of the agreement.  

Invoices for Newsletter

A motion was made by Dunnell, with a second by Krause, to authorize the payment of the invoice from the Northland Trading Post for newsletter distribution. 
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Replenish Petty Cash

A motion was made by Dohmen, with a second by Dunnell, to replenish the petty cash account with the amount of $55.82.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Conservation Corps Fee-for-Service Work Order

A motion was made by Krause, with a second by Sindelir, to approve the Conservation Corps Fee-for-Service Work Order for the 2022 summer internship position.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

See attachment to the February 16, 2022 agenda for a copy of the agreement.  

Training and Travel Requests

2022 Int’l Rainy-LOW Water Quality Forum March 9 &10 Online
A motion was made by Krause, with a second by Dohmen, to authorize expenses for interested staff and supervisors to attend the online Water Quality Forum.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

Pesticide applicators license renewal – online
A motion was made by Krause, with a second by Dohmen, to authorize Trask to take the online pesticide applicators license renewal training.
Affirmative: Sonstegard, Dohmen, Krause, Sindelir, Dunnell Opposed: None Motion carried.

MASWCD Legislative Days March 9th and 10th
A motion was made by Dohmen, with a second by Krause, to authorize interested staff and supervisors to attend the MASWCD Legislative Days.
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

SWCD Wellness fund on Balance Sheet – discussion on what to do with this existing account.  

Virtual meetings and board attendance policy – staff reviewed Open Meeting Law requirements regarding virtual meeting attendance.

Aquatic Invasive Species 2021 summary of accomplishments  – see attachment to the February 16th, 2022 board packet for a copy of the report.  

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

Adjourn: Krause Seconded: Dohmen

Meeting adjournment time: 7:30 p.m.

Secretary:_________________________________ Date:_____________________

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 Reports – the 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:_____________________