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NHSWCD_9-19-2011_approved minutes New Hanover Soil and Water Conservation District Board Meeting held at Wilmington, NC. Meeting Number 4 Date: September 19, 2011 Supervisors Present: Others Present: Bill Hart, Vice -Chair Dru Harrison, Director Steve Skavroneck Amy Long, Education Coordinator Donna Moffitt, Secretary /Treasurer Jane Wood, NRCS - NCDENR Nancy Pritchett Dean Federonko, NRCS - NCDENR Was this meeting held during a meal: No Mr. Hart called the meeting to order at 1:07pm. Hearing no objection, the Agenda was approved as distributed. MINUTES: • August 5, 2011 — meeting #2, special open meeting. Ms. Moffitt moved to accept the minutes as amended (spelling correction on Ms. Pritchett's name). Mr. Skavroneck seconded the motion; motion passed unanimously. • August 5, 2011 - closed session minutes from meeting #2. Mr. Hart moved to accept the minutes as corrected (spelling correction on Ms. Pritchett's name). Mr. Skavroneck seconded the motion; motion passed unanimously. • Ms. Moffitt submitted corrections to the August 22, 2011, regular monthly board meeting ahead of time. Mr. Skavroneck moved to accept the minutes as amended. Ms. Moffitt seconded the motion; motion passed unanimously. • August 22, 2011 — closed session minutes from meeting # 3. Mr. Skavroneck moved to accept the minutes. Ms. Pritchett seconded the motion; motion passed unanimously. FINANCIAL REPORT: MONTHLY RECONCILIATION — Ms. Harrison presented the reported. None of the data in the report were out of the ordinary. rt, but However, she offered some clarifications: \A/ maw The City and State reimbursements will be requested at the end of September. • Capital outlay expenses were made (hand truck, shirts). Environmental field day equipment will be purchased in October. • NC Maritime History Council expense is for a conference that Ms. Long and Ms. Harrison are attending, not membership. • Go Daddy web site is for two year renewal fee. • Ms. Harrison is still working on QuickBooks turnover; there were some issues with coding. She would like feedback from the Board on what sort of reports they want. Mr. Hart suggested this be addressed at the strategic planning session. Mr. Skavroneck suggested that Ms. Harrison emails a few types of reports so that the Board can see the versatility of the program. Mr. Hart wants quarterly reports of comparisons of actual expenditures compared to budgets (see his examples from a few meetings ago). Ms. Pritchett said a good format to mimic is the Health Department's monthly financial report to the Board. Kym in Commissioners office might have it. Mr. Hart moved to accept the report for the record. Mr. Skavroneck seconded the motion; motion passed unanimously. 1 SUPERVISOR REPORT: Ms. Moffitt said that the material summarizing the District Issues Committee meeting seemed to duplicate the items on the draft agenda for the Area 6 Fall Meeting. ,alnicd the.. min ° roP F'ii nn°° There does not seem to be an obvious difference between the two. She asked what the purpose of the Issues Committee was and how it significantly differs from the Area Fall Meeting. Ms. Harrison explained that the Issues Committee is meant as a forum to discuss and brainstorm any problems and is also a good opportunity to explain upcoming resolutions so that there can be an informed vote at the Area Meetings. Mr. Hart explained that the Issues Committee 0 1 was originally formed +n hoer r ororP +o Prd rz% as a forum to draft bylaws for try Area 6. %0 They were very productive in the beginning, but more recently there have not been as many issues to address. Ms. Moffitt is concerned that no one has the time to attend two all day meetings if they are duplicative. She would like to see the Issues Committee get back to the original intent or only hold meetings when there are true issues. Mr. Hart commented that only one Supervisor and one staff person attend the Issues Meeting, so it is not that large of a problem. Ms. Moffitt moved to inform the Area VI Coordinator of the view that the Issues Committee needs to be better focused and not duplicate the Fall /Spring Meeting. Mr. Hart seconded the motion; motion passed unanimously. PROJECT UPDATES: A. Eagles Island (El): Ms. Harrison reported that the WHQR coverage was well received by El Coalition and friends. She, and Mr. Hart, and Mr. Skavroneck attended the El Coalition meeting on 9/14/11: • A management plan is required for the Division owned lands the majority of which is unique fresh water marsh, but it will be written to encompass those parts of the entire island that are fresh water marsh. EIC members will continue to work as a group on #fie management plans for the non - freshwater marsh areas. Mr. Hart added that the `management' is by ecosystem, not by lot. For example, Andy Wood of Audubon North Carolina will be talking to U.S. Army Corp of Engineers Wilmington District Biologists about manag ing dredge deposit protocols to enhance bird populations on the southern parts of the island. • Of the affected local governments, only Brunswick County has not signed the Memorandum of Understanding on a n m . The Brunswick County Planning Board was against signing for fear that the group would become regulatory. Brunswick County Commissioners voted no, based on this recommendation. • pot a M t Qmhor of +ho C`npli � 't�P_ Mamie Caison, of the Brunswick SWCD, has not WN I 111.#W1 . %. brought it before her Board yet. • The Town of Leland signed a-R the MOU with the stipulation that they can get out at he nnni at any time, for any reason. • Mr. Hart reported new information. Foreclosure proceedings are on hold for the Winner property as of last Wednesday. • Mr. Skavroneck wanted to know why the Creech property is owned by the Division of Soil & Water. Ms. Harrison explained that the lot was purchased with Natural Heritage Trust Fund monies and only State agencies can have those funds. The District wrote the proposal, but applied as the Division, which is a state agency (District is not). B. Cost Share Programs: Ms. Harrison reported. • CCAP: one application was received in this batching period o Request #2012 -001. Ranked 95/195 = medium ranking category. Cistern. Not in a priority watershed or in a watershed on the 303D list. Individual is in public media and project would receive attention within that avenue which is why it scored medium and not low. Ms. 2 Moffitt moved to put this application on hold until next batching period in January. Mr. Skavroneck seconded the motion; motion passed unanimously. • There are site visits scheduled for this coming Wednesday from Division of Soil and Water Conservation Engineers to work on current contracts (Airlie cistern project and to check a potential grass swale contract). • Mr. Hart asked for clarification regarding an email from Pat Harris concerning CCAP funds for current fiscal year. Ms. Harrison reported that we have $11,000 available for CCAP. • Ag: Harrison reported on requests for payment: • Contract 65- 2011- 002 -02. Long Term No -Till. Payment of $1912.50. Ms. Moffitt moved to make payment. Mr. Skavroneck seconded the motion; motion passed unanimously. • Contract 65- 2011- 003 -02. Long Term No -Till. Payment of $4812. Mr. Hart moved to make payment. Ms. Moffitt seconded the motion; motion passed unanimously. • Contract 65- 2011- 004 -02. Long Term No -Till. Payment of $2769. Mr. Skavroneck moved to make payment. Ms. Pritchett seconded the motion; motion passed unanimously. • Ms. Moffitt suggested that in the future, staff give the bare details for all payment requests (like above) and then "staff recommends payment." Supervisors can then approve them all with one motion. Ms. Harrison thanked Ms. Wood for all her help with these contracts. C. Stewardship: Ms. Harrison reported. Stewardship Coalition recently voted to pay a contract employee for six months to help look for program funding sources, help organize education opportunities, and plan annual event. The Home Builders have not been in favor of this idea (have made statements that the Coalition should only do the award banquet and nothing else), however, no representative from Home Builders attended this meeting. As the District representative Ms. Harrison abstained from voting due to the relationship the District has with Home Builders in regard to the CCAP program. The Stewardship Coalition will be revisiting membership — inactive members, leaving members, potential new members. The Home Builders are expected to pull out of the Coalition. Cape Fear RC &D (Rresource Cconservation and Ddevelopment) may also pull out. Mr. Skavroneck suggested that the Coalition reevaluates the award criteria. Ms. Harrison asked him to review the criteria on the web site and if he has suggestions, get them to her for the Coalition's consideration. Mr. Hart will follow up with Donna Girardot, Executive Officer with Wilmington -Cape Fear Home Builders Association regarding their ongoing participation in the Stewardship Coalition. PARTNER REPORTS: A. Division Report: Ms. Kristina Fischer was not present. Her report was distributed through email and print outs in meeting folder. B. NRCS Report: Ms. Jane Wood was present and reported. No written report was distributed. EQUIP/WHIP conservation plans are being written. She has one applicant in New Hanover County that should be able to get assistance for Forestry. A lot of changes will be happening in her department, but have not been implemented yet. Ms. Moffitt had questions regarding the State law that restricts local government from incorporating local farmlands into city limits. The federal farm program now protects farm identity; anything with federal tract and farm numbers must be kept confidential to protect identity of the landowner. Ms. Harrison and Ms. Wood explained that in order to comply with public ^pin min;�teo records laws, landowners who apply for Ag cost share support with NHSWCD must sign a waiver releasing NHSWCD from liability for reporting tract and farm numbers. NHSWCD is legally bound to not disclose any NRCS forms on file, they are, by federal law, totally confidential. Ag cost 3 share applications are available for public review, but the identifiers are censored /blacked out, as per direction from the Division and NRCS. Document retention is bein currently being addressed among the agencies. OLD BUSINESS: A. Resolution WIN I. urging participation by North Carolina Soil and Water Conservation Districts in North Carolina Operation Medicine Cabinet and related medicine drop programs. Mr. Hart commented on the resolution he composed with Mr. Skavroneck's help. "Riverkeeper" needs to be corrected. Ms. Pritchett recommended quotes around the program name in paragraph 3. Mr. Hart moved for the adoption of the amended resolution. Mr. Skavroneck seconded the motion; motion passed unanimously. Ms. Long will edit and have Mr. Hart sign and forward to Ms. Fisher, Area VI Coordinator. B. Strategic Plan. Mr. Skavroneck led the discussion of two issues: • Planning session is set for November 17, at 1 pm. Does the Board want an outside facilitator? One is not budgeted for, so it would have to be a free resource. Mr. Skavroneck is willing to act as facilitator if the Board cannot find an outside participant. Mr. Hart will inquire with Mark Imperial, Chair of +p the N MPA Program at UNCW to see if someone is available to serve in this capacity. Ms. Moffitt also suggested checking with Ms. Kristina Fisher; DENR used to offer this service for free. She may know someone. Ms. Harrison will follow up with Kristina. • The Board needs to set a goal for that planning session; what does the Board wish to accomplish? A facilitator will need to know this as well. Mr. Skavroneck will start examining this by reviewing the existing District strategic plan, the Division documents (Ag and CCAP strategic plan), and the City and County contracts. Mr. Hart wants to identify and base individual work plans on the set objectives. Ms. Moffitt drew everyone's attention to a document that Jennifer Alford wrote when she left the District in July 2010 with her thoughts on what needed to be addressed. Ms. Moffitt gave her hardcopy to Ms. Harrison for her to scan and distribute to the rest of the Board and staff. NEW BUSINESS: Ms. Moffitt led these discussions. A. Secondary employment of district employees This issue arose from the recent hiring of Ms. Harrison as the Director. The Employee Policy Manual states that `employees need to file documentation of secondary employment. Approval or denial will be recorded in the minutes of a Board of Supervisors (BOS) meeting and a signed copy kept in personnel file.' Ms. Harrison was instructed to prepare a form for use by NHSWCD. Ms.,.. Moffitt .... s,ugq,ested that the,Chair h,as t* review the request of the employee and finds it acceptable or not (is the role in conflict with the NHSWCD mission ?), approves or denies it and then reports h.is /her decision without . further details to the Board in a regular board meeting. Ms. Harrison will email a draft form before the next board meeting for approval. 4 B. Status of NHSWCD's compliance with LGBFCA (Local Government Budget Fiscal Control Act) This came to her attention after attending training from the School of Government. Ms. Moffitt wants to clarify and make certain that the NHSWCD is moving forward and in the right direction with several laws: a. BOS is required to have /execute security bonds for all staff and Supervisors dealing with funds. Ms. Harrison reported that this has been approved and budgeted for and she will be acquiring the bonds in the very near future. b. Daily deposits. According to the law, all funds must be deposited on a daily basis. However, the BOS may waive the daily deposit requirements if the total is under $250, with the caveat that deposits must be made once a month if nothing else. BOS gives a waiver to the staff of the daily deposit requirement, such that deposits under $250 can be made the next regular business day, but must take place once a month. Ms. Long will wordsmith the proposal and have ready for a vote at next regular board meeting. c. Audits. — New Hanover CGounty requires that agencies receiving county funds be audited so NHSWCD complies with this requirement. 1 uz tn this 69 , d. Checks. Law requires all local government to have two signatures on all checks. Staff and Board member signatures. Ms. Harrison explained that new checks would have to be ordered and new signatory cards would need to be signed. Her recommendation was to order QuickBook checks if new checks were wanted — not in budget. Ms. Moffitt wants to move towards compliance. Next audit for NHSWCD is next year. Ms. Harrison can ask the auditor about this compliance issue (two signatures) when she picks up the current audit. Ms. Moffitt will give Ms. Harrison her contact (Kara Millonzi) at School of Government to get more answers on this topic. UPCOMING EVENTS: A. September 24: Big Sweep. Long & Harrison will be there. Holly Tree and S. College property. B. Sept 29 through Oct 1: Maritime History Convention. Long, Harrison and Hart are attending. C. October 8: Nomination due to Area Chair for Coastal Rep seat on the Commission. If anyone is interested in serving, please let us know. Charles Hughes from Lenoir is nomin .has announced his intention to run for the seat. Mr. Hart urge &d -BOS to support Charles if none of our own people contend for the seat. D. October 11 through 16: NAAEE Conference. Ms. Harrison attending. E. October 18: Fall Area meeting, in Burgaw. October 3 rd deadline. Mr. Skavroneck will not be there. Ms. Pritchett is thinking about it. Mr. Hart and Ms. Moffitt nalvle.. to . Have asked to be registered and intend to attend. Ms. Long will register everyone. F. October 24, 25 27: Trask field days at Greenfield Lake. Ms. Pritchett will try to attend. G. October 27 through November 6: Cape Fear Fair & Expo. `No Farms, No Food' is theme. Harrison and Long doing Ag Cost share themed display. H. October 31: CF RC &D annual meeting, at Government Building. No official invitation has come out yet - -- it will soon. Set next meeting date: October 17 1 pm. Hearing no further business, Mr. Hart adjourned the meeting at 3:06pm. Recorded By: Approved By: 5 Tick List September 19, 2011 NHSWCD Meeting Prepare monthly report that includes comparison of YTD to the approved budget. Dru Obtain copy of monthly health department financial report to use as guide. Dru Talk to Donna Girardot to discuss future of Stewardship Development Council. Bill Try to locate a free facilitator for strategic planning session. Bill Prepare a draft to start the discussion of what we want to accomplish at the strategic planning session. Steve Scan in document on future NHSWCD priorities from Jennifer and send to Supervisors. Dru Prepare form relating to potentially conflicting secondary employment and email to Supervisors for review. Dru Prepare motion relating to waiving daily deposit of income for passage at next meeting. Dru Ask our auditor about need for two signatures on NHSWCD checks. Dru 6