Scott County Soil & Water Conservation District
Monthly Board Meeting Minutes
March 1, 2007
Present: John W. Hardin Chairperson; Joe Robbins Vice-Chairperson; Matt Oberlies Treasurer; Bill Comer Supervisor; Jeff Coomes Supervisor; Judy White District Office Manager.
CALL MEETING TO
ORDER
Chairperson John Hardin called the meeting to order at 7:00 p.m. John gave an informative overview of the SWCD history for the benefit of Judy as the new SWCD office manager and the newly elected/appointed supervisors. John advised board that he moved March 15th meeting up to March 1st to introduce Judy and new members. This was posted to the public and news media was advised.
MINUTES
The minutes from the February 8, 2007 Annual Board Meeting and the minutes from the Hiring of SWCD Office Manager were reviewed. Bill Comer made a motion to accept both sets of minutes as written with a second by Joe Robbins. All members voted on and motion carried.
FINANCIAL DISTRICT
REPORTS
The financial report was read with Claims 4006 through 4033 being approved and signed. Joe Robbins made a motion to accept and Matt seconded, they were voted on and motion carried. John Hardin advised Judy to put the financial at the end of agenda in future meetings.
OLD BUSINESS
Annual Dinner – February 8, 2007 – Board reviewed and
felt dinner had an excellent turnout with 83 in attendance. Possible speakers for 2008 dinner could be
Landowner Brian Lowry, State Representative Terry Goodin, or Terry Davis at
IASWCD Conference – January 16-18: Attendance of State Legislative/Representatives breakfast. Good experience for board members to see how it all works.
Update Denise Dailey Fist Six Rule 5 Projects – John Hardin explained Rule 5. Rule 5 applies if landowner/contractor disturbs more than 1 acre of dirt work. SWCD contracted with Denise Dailey to do soil conservation plan with it being overseen by SWCD @ $250 each. Denise contacts IDEM if landowner doesn’t comply.
NEW BUSINESS
Final Report CWI Grant #06-CWI-406: Judy White advised board quarterly report is due
March 31, 2007 and final grant report due 4/30/07. Appears grant was not spent for $2,000 originally requested. Judy will review and send letter asking if we can use difference to purchase a piece of equipment or for training. Motion made by Bill Comer with a second by Joe Robbins allowing Judy to finish out and do letter and to contact two board members to sign if necessary. All board members voted on and motion carried.
Board Contact Scott Co. Area Plan Commission Rule 5 Fees: Bill Comer volunteered to meet with Jamie Knowles of APC to discuss best practices of the collection of fees for Rule 5. Bill will report back to board at April meeting.
Quarterly SWCD Newsletter: John reviewed prior discussions with Ginger using FSA. Presently the newsletter is done jointly with FSA. FSA provides the template, postage permit number, and assists with the folding of the newsletter. Judy will meet with Bob Backus of FSA and determine if SWCD should continue being a partner on the newsletter with FSA; or if they should do a newsletter alone. Judy advised she will check with other SWCD agencies to learn their processes.
Updated Bank
Signature Card: New signatures
in place. Two signatures are required on
checks with
Distribution of 2007 Documents: Judy included in board member packets the 2007 Scott County SWCD Directory, 2007 Holiday Schedule, and SWCD 2006-2011 Business Plan. Two additional items that Judy made up spreadsheets for were a 2007 Business Plan Calendar that outlines what is required from the board in 2007 to meet the goals of the SWCD Business Plan. She also made a calendar outlining SWCD’s activities for the year. She will amend as needed and distribute at each meeting. Judy asked if board members would like to have her make individual board manuals to keep their information in. They agreed and will return individual packets to her at the end of this meeting to put in the books.
Approve Denny Wilson & Robert Glenn as Associate Supervisors: Chairperson John Hardin advised board that Denny & Robert were willing to serve as Associate Supervisors with SWCD. Motion made by Bill Comer to accept with a second by Matt Oberlies. Voted on and motion carried.
Rental Equipment Maintenance Plan: Matt will pick up 15’drill this Sunday and John Collings will pick up 7’drill. Board members explained to Judy how rental of equipment worked and to contact board members if she could not determine who had equipment as farmers sometimes stop by SWCD and take equipment without advising office. All farmers should have an agriculture exemption from sales tax. After discussing, board said to review with Laura Fribley if sales tax needs to be collected on cookbooks. Judy told board Laura and her had reviewed and Judy would contact Indiana Department of Revenue to see how SWCD begins this process for future sales of the cookbooks.
Turn in Outstanding Expenses from Board Supervisors for State Conference: 2006 Clean Water Incentive allows $750 in expenditures. Judy reminded board members to turn in their IASWCD conference expenses so she could determine if the $750 has been spent. Have until June 2007 to disburse these funds.
Continuation District Training Incentive Grant: Motion made by Bill Comer with a second by Joe Robbins that once 2006 expenses meet $750 and report is turned to ask or confirm that we will continue to receive this funding in 2007. Motion carried.
2007 Reimbursable
Agreement (AD-672),
Board Signature Needed for Environmental Quality Incentives Program EQUIP 2002 Application: This given to Judy by Pat Larr needing John Hardin’s signature. No motion needed. John signed – Judy will give back to Pat Larr.
Soil & Stewardship Week: April 29–May 6: In 2006, a proclamation was declared by Scott County Judge. Judy will contact Judge and see if we need to do again this year. Board wants this on Scott County Bank scrolling marquee.
Summary of Activities for District Office Manager: Judy provided the board with an outline of her activities for February.
Business Plan 2007
SWCD Office
Manager
The SWCD board discussed who on the board they want Judy to correspond with on the needs of SWCD. Chairperson John Hardin will be Judy’s main contact if she finds she needs checks issued prior to board meetings and needs to discuss the day-to-day operations that would affect the board. Judy will use comp time as her discretion keeping Pat Larr and Laura Fribley aware of and mark the calendar in the office when she will be out. Judy will continue the ongoing relationships with Pat & Laura and work with them as well as the board to meet the goals of the SWCD Business Plan.
Adjournment
Joe Robbins moved to adjourn and Bill Comer seconded. It was voted on and motion was carried. Meeting was adjourned at 9:00 p.m.
Respectfully submitted,
Judy White, SWCD Office Manager