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:
| Committee | Board | Staff | Mtgs/yr (approx.) |
|---|---|---|---|
| Area VIII Meetings | All supervisors | All staff | 3 |
| North Central MN JPB | Frank Sindelir | Josh Stromlund, Alternate: Corryn Trask | 2 |
| County/SWCD Joint Powers Agreement Liaison Committee | Monica Dohmen; Roger Krause | Stromlund | |
| Ditch Committee | John Sonstegard | ||
| Personnel Committee | John Sonstegard, Nancy Dunnell | ||
| IT Committee | John Sonstegard, Frank Sindelir | ||
| Area VIII Envirothon Committee | n/a | Corryn Trask | 5 |
| Financial Committee | Nancy Dunnell | Stromlund, Buegler | |
| 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 | 2 |
| School Forest Committee | n/a | Corryn Trask | 12 |
| Wetlands TAC Committee | n/a | Mike Hirst | 12 |
| Water Plan Committee (2 SWCD sups) | Monica Dohmen; John Sonstegard | Mike Hirst | 1 |
| Water Plan Committee At Large (4 At Large members) – $40 per diem | Dave Marhula; Jim Frohreich; Jenny Moorman; Nick Painovich | ||
| One Watershed, One Plan JPE | Nancy Dunnell Alternates: John Sonstegard, Frank Sindelir | ||
| 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 |
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.