Minutes from the January 12th, 2023 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, Frank Sindelir, Nancy Dunnell
Members absent: Roger Krause
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 Dohmen to approve the agenda. The motion was seconded by Dunnell.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Annual Business Items
Officer Elections
A motion was made by Sonstegard, with a second by Sindelir, to nominate Monica Dohmen as board chair.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
A motion was made by Sindelir, with a second by Dunnell, to nominate the board officers as follows: Vice Chair, Frank Sindelir; Treasurer, Nancy Dunnell; Secretary, John Sonstegard; Public Relations, Roger Krause
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
A motion was made by Sonstegard, with a second by Sindelir, to set the annual business items as follows:
Monthly Meeting date, time and location – Second Thursday of each month at 5:00 p.m. in the Boardroom at the County Government Center.
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 – Mileage compensation will reflect the most current IRS mileage rate.
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 $200. *Pay invoices for: emergency vehicle repairs exceeding $200 or other emergency items exceeding $200 as authorized by the SWCD manager or Board Chair.
*Purchase miscellaneous supplies up to $200.
Designated Official Newspaper – Northern Light Region
Annual membership dues for 2023 –
Minnesota Association of Soil and Water Conservation Districts $ 4,012.31
MASWCD North Central Area (VIII) $ 275.00
Minnesota Association of Conservation District Employees $ 125.00 $25/employee
C/C/OGA Membership Dues $ 84.00
Minnesota Association of County Feedlot Officers $ 125.00
National Association of Conservation Districts $ 775.00
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Committee Assignments
A motion was made by Dunnell, with a second by Sindelir, to assign committees as follows:
| Committee | Board | Staff | Mtgs/yr (approx.) |
| Area VIII Meetings | All supervisors | All staff | 3 |
| North Central MN TSA 8 | Frank Sindelir | Josh Stromlund, Alternate: Corryn Trask | 2 |
| County/SWCD Joint Powers Agreement Liaison Committee | Monica Dohmen Roger Krause | Stromlund | |
| Personnel Committee | John Sonstegard, Nancy Dunnell | ||
| Giziibii RC&D Council | John Sonstegard; alternate: Nancy Dunnell | Alternate: Corryn Trask | 4 |
| International Multi-Agency Technical Advisory Committee | n/a | Mike Hirst | 3 |
| Lake of the Woods Control Board | Nancy Dunnell | Mike Hirst | 3 |
| International Rainy Lake of the Woods Watershed Board | n/a | Mike Hirst | 10 |
| Rainy/Rapid Board Citizen’s Advisory Committee | Nancy Dunnell | Mike Hirst | 1 |
| Rainy-Rapid One Watershed One Plan (Planning Committee Only) | Monica Dohmen, John Sonstegard | 6 | |
| School Forest Committee | n/a | Corryn Trask | 8 |
| Lake of the Woods Watershed Joint Powers Board | Nancy Dunnell Alternates: John Sonstegard | ||
| Local Work Group | Frank Sindelir, Nancy Dunnell | ||
| AIS/Keep it Clean Committee | Monica Dohmen | Mike Hirst | 6 |
| AIS/Keep it Clean Committee (at large member) – $40 per diem | Mike Larson | 6 |
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.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Review Fixed Assets List
No items needed authorization for disposal.
Housekeeping Items
Housekeeping items were reviewed. See board packet for list of items.
Regular Business Meeting
The annual business meeting was concluded and the regular business meeting resumed.
A motion was made by Sonstegard to approve the December 8th, 2022 minutes. The motion was seconded by Sindelir.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
The December 2022 Treasurer’s Report was reviewed.
The 4th quarter budget vs. actual reports were reviewed.
A motion was made by Sindelir to approve the bills as listed on the agenda. The motion was seconded by Sonstegard.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Old Business – no old business was presented
Special Reports
NRCS Partner Updates – see attachment to the January board packet for a copy of Steinhauer’s report
New Business
Surface Water Assessment Grant contract
A draft copy of the MN Pollution Control Agency Lake of the Woods Surface Water Assessment Grant (LW SWAG) was presented.
A motion was made by Sindelir, with a second by Dunnell, to enter into the LW SWAG grant with the MPCA and to authorize the District Manager to sign the contract when the final version is available.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Authorize equipment purchases for LW Surface Water Assessment Grant
Due to lag time in receiving equipment, staff requested authorization to purchase items for the LW SWAG grant once the grant is finalized and expenses can be incurred against the grant.
A motion was made by Sonstegard, with a second by Sindelir, to authorize staff to purchase equipment through the LOW SWAG contract, including a pH sensor ($500) and replacement DO sensor cap ($150) when the grant is finalized and purchases are approved by contracting staff.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
USGS Contract for Rainy River sampling
A draft budget and staff-time allocation was presented for contract work that the SWCD will be bidding on for sediment sampling on the Rainy River, which is being implemented by the United States Geological Survey through a Minnesota LCCMR grant.
A motion was made by Sonstegard, with a second by Sindelir, to authorize the District Manager to review and approve contract items when available.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
2023 fees for service
A draft 2023 fee schedule for non-state grants and contracts was presented.
A motion was made by Dohmen, with a second by Sindelir, to authorize a 2023 Fee for Service Resource Conservationist, Senior – $58; Water Resource Technician, Intermediate – $50; Administrative Assistant, Intermediate – $40.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Replenish petty cash
A motion was made by Sindelir, with a second by Sonstegard, to authorize a check for cash in the amount of $77.27, to replenish the petty cash account back to $100.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Minnesota Traditions
This item was tabled.
Peterson CPA bid and letter of engagement for 2022 audit of SWCD
A motion was made by Sindelir, with a second by Dunnell, to enter into an agreement with Peterson CPA to audit the 2022 financials of the SWCD at a bid of $3,500.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Sustainable Farming Association – agreement amendment/continuation
A motion was made by Dunnell, with a second by Sindelir, to authorize a 2023 agreement with the Sustainable Farming Association to provide workshop and education services for soil health management.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
See attachment to the January board packet for a copy of the agreement.
Training and Travel Requests
A motion was made by Sonstegard, with a second by Sindelir, to authorize all interested staff and supervisors to attend the Rainy-Lake of the Woods Water Quality Forum in International Falls.
Affirmative: Sonstegard, Dohmen, Sindelir, Dunnell Opposed: None Motion carried.
Staff Reports – the board reviewed staff reports as presented with the agenda.
Committee Reports – none
General Information and Discussion
Cost share Policy for non-structural land management practices – this item will be brought back to a future board meeting for more discussion.
Correspondence: Peterson CPA and Office of the State Auditor 2021 Audit
Correspondence: Giziibii RC&D
Correspondence: MASWCD dues and 2022 accomplishments
The next regular board meeting has been set for February 9th, 2023 at 5:00 p.m. in the Boardroom of the County Government Center.
Adjourn: Sindelir Seconded: Sonstegard
Meeting adjournment time: 7:10
Secretary:_________________________________ Date:_____________________