SWCD Board of Directors Meeting
Thursday, August 16,
2007
Present: Bill Comer,
Joe Robbins, John Hardin, Matt Oberlies Absent:
Jeff Coomes
Guests: Pat Larr NRCS, Laura Fribley ISDA, Denise
Dailey Rule 5, Steve Broady and Phil Turley – Members of Scott County Drainage Board; Robert Miller 319
Watershed Coordinator, Tim Brunner - Director Scott County Health Dept.;
Commissioner Robert Tobias
CALL MEETING TO
ORDER – MINUTES: MEETING called to order by Chairperson
John Hardin at 7:05 p.m. July 19, 2007 minutes were
reviewed and approved as written with a motion by Bill
Comer and a second by Joe Robbins. Motion carried.
OLD BUSINESS:
SWCD Business Plan
Host a Drainage Workshop: Steve
Broady and Phil Turley were invited to this month’s meeting to brainstorm how
the Scott County Drainage Board and the SWCD could host a drainage workshop
together. Discussions followed with
areas of concern in Scott
County. Commissioner Robert Tobias touched on the
Muscatatuck log jam project he has underway:
cleaning the ditches and the dollars needed to continue this
project. Discussions held of the Stucker
Fork Conservancy District board. Laura
Fribley highlighted Noble
County and what they did
to raise seed dollars for drainage issues.
SWCD will develop a plan for the workshop and get back to the Drainage
board and Commissioner Tobias for their inclusion in the workshop. Commissioner Tobias stressed everyone’s
attendance at the Muscatatuck on August 18th with Congressman Baron
Hill’s on-site visit.
319 Grants: Tim Brunner – Scott County
Health Dept.: Laura invited as
we would need data to apply for a 319 grant in 2008. Tim has the knowledge of what is going on in
the county with septic/sewer. Laura
reviewed what a 319 grant is. APC
requires septic permit before Stucker Fork begins process. State estimates 75% of septic/sewer systems
are in failure (this does not mean they do not work). Ripley
County had a
workshop. Discussions held on various
issues in Scott County.
Guest Robert
Miller, 319 Muscatatuck Central Watershed Coordinator:
Robert is looking for representatives from Scott County
to be part of a steering committee.
Meetings held in Jefferson
County but could be
rotated between 2 spots and find a middle ground to meet. News article
regarding this grant in each board member’s packet. Robert is working with the Friends of Hardy
Lake group. Laura Fribley elected to be
a volunteer of this project.
Forestry Field Day,
September 15, 2007: Final
committee meeting will be held Tuesday August 26th wrapping up the
agenda for the day’s events. Brochure
will be distributed at the Hardy
Lake gate with a separate
entrance section for field day. To date
Judy has been able to get six sponsors of this event at $100 each. This will more than cover the food expenses. Matt has the pulled pork ordered. Judy will order the baked beans from Wal-Mart
and buns from Thrift Store. Don Stump is
covering the drinks through Pepsi.
Desserts being provided by the Farm Bureau Ladies Co-op.
Rule 5 – Denise
Dailey: Denise has had a formal
complaint from a landowner that lives in the vicinity of New Washington State
Bank site and wants IDEM contacted.
Denise has been on the site 4 times and has documentation of those
visits – cannot find any major non-compliances at the site and is ready to sign
off on this Rule 5. John Hardin will
contact landowner. Guthrie did remove
the silk fence prematurely. Denise or
John could not get to the gate alongside East Side. Denise will look at site again and report
back to board in September. Denise left
the meeting so board could discuss the expiration of her contract. APC had advised Judy, Bill, and Laura that
fees could be collected at the SWCD office and no ordinance had to be issued by
them. JW still felt she had read
somewhere that this had to be done at the local level. Laura Fribley and Judy White will check into
this and report back. SWCD Office
Manager will contact county attorney Bob Houston and discuss the fees
collection and determine how much SWCD is allowed to collect. In the meantime, for any new Rule 5, fees
will be collected at SWCD and SWCD will continue to utilize Denise’s services
without a contract on an as-needed basis if Denise is in agreement. Joe Robbins made a motion to accept with a
$300 charge: $250 for Rule 5 and $50 for
SWCD. Bill
Comer seconded. Motion
carried.
Drainage 101 Workshop, September 5, 2007: JW has
registered to attend. Will be carpooling
with Denise Dailey.
SCCF Grant
Presentation: JW has received
notification from SCCF that SWCD is scheduled to do a presentation to the SCCF
board grant committee on each of the four (4) grants that were submitted on
August 27, 2007 at 8:20 p.m. at their office. Each grant will have a 10 minute
SWCD presentation time allowance with a 5-minute question/answer session
following by the board committee. Board
supervisors are invited to attend if their schedule permits, but JW feels okay
with going the process alone. Laura Fribley
volunteered to go with JW.
SWCD Website: JW continues to look for the least expensive
method to update site. JW has figured
out how to do most of the changes and has put an insert on the website for
public awareness that it is currently undergoing maintenance and updating. Judy contacted Jay Allen of WebsbyDesign and
Ryan Herald, an Austin
high school teacher. JW recommends using
Ryan Herald due to his cost of $35/hr versus $65/hr by WebsbyDesign. Judy feels either would be qualified to check
what she has done and advise if further adjustments need to be made to website.
Motion made by Bill
Comer with a second by Joe Robbins to use Ryan Herald for 3
hours. Motion carried. JW will contact
Ryan and wrap up the website update next week.
Plant A Tree For
You & Me – August 22 Kickoff at Discovery Center; September 15, 2007 Kickoff
at Forest Field Day @ Hardy Lake:
JW and Laura Fribley will ride with DNR to the Discovery Center. JW will take pictures at PAT kickoff of 1st
tree of PAT project being planted at the Discovery Center
and will follow up with news articles in papers. Following the PAT planting at Discovery Center,
Speaker Pamela Louks Community & Urban Forestry Coordinator IDNR Division
of Forestry will present Marilyn Chamberlain, Friends of Hardy Lake, and Terry
Davis of DNR with the PAT project Scott County
tree. See schedule in board
packets. Supervisors are urged to
attend. John will be the speaker and
present tree at the Forestry Field Day.
SWCD Credit Card
Resolution: John Hardin and Judy
White will be attending the French Lick Leadership Institute Training this
weekend. John is staying at French Lick
with Judy at a B&B. Resolution
requires you get charges approved before using credit card. Motion made by Joe Robbins with a second by Bill Comer to cover the costs associated with
lodging for John and Judy on Friday, August 17 (each has 1 overnight
stay). Motion carried. JW commented that she had made a spreadsheet
as required by the SBOA outlining when credit card is removed from SWCD
premises, who uses, costs associated, when returned, and final documentation of
costs. Spreadsheet and credit card
locked in cabinet at all times.
Southern
Indiana
Leadership Training: Judy White
and Laura Fribley are part of the planning committee having several evening
teleconference meetings from 9 pm to 11 pm.
Laura will be a facilitator and speaker at event. Judy White and Carol at SWCD Orange
County will be in charge
of registration and late payments for both days. This will be held at the French Lick Resort
August 17 and August 18. John Hardin and
Judy White are scheduled to attend both days.
Agenda for both days events included in board packets as well as other
pertinent information.
2006 SWCD Leverage
Worksheet & County Council Budget Meeting Scheduled for Tuesday August 21,
2007 @ 9:05 a.m.: Judy completed
the Leverage Worksheet and included copies in board member packets. Judy submitted to SWCD board supervisors that
she would request on SWCD letterhead the $5,000 amount received in 2006 as well
as an additional $3,000 to cover the increased rent costs estimated by FSA and
NRCS for 2008. Judy presented to the
board a manual she made to give to each council member at the budget meeting
outlining the programs of SWCD. Matt Oberlies
made a motion to accept the increase and to use the manual developed by Judy
White with a second by Joe Robbins. Motion carried. JW will attend budget meeting with those
supervisors that are able to attend.
ENTERING SCOTT COUNTY,
ENTERING WASHINGTON COUNTY SIGNS: Judy had called Jeff
Coomes last week to remind him to contact Pat Bridgewater
concerning the installation of signs that are behind the door in the SWCD
supply room. Matt Oberlies volunteered to contact Pat and
get this matter resolved.
MUSCATATUCK LOG
JAM PROJECT: Refer to drainage
board information. Commissioner Bob
Tobias seeking funds and assistance to keep this project afloat. Bob urged everyone present to attend the
meeting with Congressman Baron Hill on Friday August 17th. Bill Comer
anticipates being able to attend. JW and
Laura unable to attend as they have to be at French Lick early Friday
morning. See news articles JW provided
in board member packets.
CWI ADDITIONAL
FUNDING RESPONSE LETTER – FINAL DRAFT & Email – SSSB MEETING RESULTS: JW provided final copy of letter sent to Bob
Eddleman at SSSB on SWCD board’s behalf.
CWI training incentive grants increased from $750 to $1,500 per year
with $750 specifically directed towards Supervisor training. Copy of email provided in board member
packets.
NEW BUSINESS:
2008 SWCD Annual
Dinner – Time to Discuss!! Where, When,
Caterer, Guest Speaker: Board
reviewed the date of state conference in January. This is reason dinner had to be held in
February last year. January 2008 state conference
will not conflict with having in January.
Motion made by Bill Comer
with a second by Joe Robbins to have the dinner on Thursday, January 17, 2008 at 6:30 p.m. at the Scottsburg High
School Commons. Motion carried. JW will contact the Rolling Pin and another
business for 2 quotes on food and check about gratuity and travel
expenses. Guest speakers mentioned: Bob Tobias update on log jam, Bob Backus new
farm bill, Pat Larr NRCS report, and Laura Fribley ISDA update. JW will discuss with each and advise at
September meeting.
Selection of Nominating
Committee – Needs to be finalized by September: JW advised board it was time for them to be
thinking of a nominating committee. John
Hardin’s term would be expiring. Matt
Oberlies, Joe Robbins, and Bill Comer
volunteered to be the nominating committee with Bill
Comer being the Chairperson of committee. Motion made by Joe Robbins with a second by Bill Comer accepting selection of nominating
committee. Motion carried. Laura Fribley
advised them that the forms for reporting nominees are different and she would
get those to them. JW included in
packets election or appointment rules, annual meeting information,
advertisement/notification requirements.
Brainstorm in
Advance – Supervisor Candidate Names – John Hardin’s Term Expire: JW notifying board that John Hardin’s term
expires and that John’s is an elected position.
Reports:
Pat Larr, NRCS: Pat gave updates on projects of Sizemore,
Jeff Lytle, Freddie Mace, Lawrence
Parks, George Lucas, Jeff
Lapp, Terry Goodin, and Tim Mount. CRP
re-enrollments from 1997 are is process and contracts from that period are
expiring – Dave Fellows assisting with this.
Pat will be on sick leave from August 30th until October 15th. Julie Smith will act as Pat’s fill-in for the
first 2 weeks, then Karen Hauer, then Jim ?.
FSA Office Consolidation: Pat
reported that state committee met with both Scott and Clark counties 8-15-07 but to date no
final decision has been made if Clark will
move to Scott or if Scott will move to another location.
Laura Fribley,
ISDA: 2007 Indiana District
Employees Association Fall Workshop of IASWCD – information included in board
packets – Laura recommending board allow JW to attend – registration due
9/28/07. Carol from Orange County
will be going. JW advised board she
would review and see if the topic outlines would be beneficial for her
attendance. Joe Robbins made a motion
with a second by Matt Oberlies to approve Judy’s attendance if she elects to
go. Motion carried.
JW had found discrepancies in Ginger’s paperwork from
2006. Laura contacted office supervisor
SBOA Austin Todd who emailed her information.
Laura provided this to JW and SWCD supervisors. Discussion held of invoices missing. JW will do an internal audit and report back
to board with findings.
Judy White, Office
Mgr SWCD: JW reports that she continues
to attend meetings to educate public about SWCD. Numerous activities going on. JW discussed with board concern of Newsletter Issues. Copy of fall issue in board packets. Have been mailed to FSA landowner mailing
list. It was FSA’s turn to pay for postage
– when FSA does newsletter is limited to 4 pages. This includes FSA doing the printing, folding,
affix postage permit information, and mail from corporate office. Only problem was additional 300 copies
printed for JW to distribute to volunteers, sponsors, and local business owners
had the FSA postage permit on. FSA Bob
Backus advised JW she could not mail those additional copies and use the FSA
postage permit nor could they add these names to their mailing list to eliminate
problem. JW will check into the costs of
an SWCD postage permit. JW will check
with Chamber of Commerce to see if they will allow a free insert in the their
monthly newsletter. JW will have to
cover up the postage permit information and affix postage. Supervisor Check Issuance: JW issues supervisor checks based on telephone
confirmations of their attendance on the day of meeting. Jeff Coomes
had reported he would attend, but is absent.
JW will have to void this check and change the Accounts Payable register
for this month’s meeting approval. How
does the board want JW to handle?
Discussion followed with motion by Bill Comer
and second by Joe Robbins that JW will pay supervisors for their attendance the
month following the current meeting to avoid this in the future. Payment will be one month behind to
supervisors. Motion carried.
JW provided paperwork to board about a grants fair being put on by Congressman Baron Hill on
Thursday August 23, 2007 at the Jackson County Education Center Gymnasium. It is JW’s intent to attend to learn about
federal funding available for SWCD. Bill Comer made motion with Joe Robbins seconding
for JW to attend. Motion carried that JW
could attend.
JW requesting a
scholarship from Scott
County Community Foundation
to pay the $150 associated with the Purdue Grant Writing Workshop. Board approved payment at July meeting, but
JW learned of this scholarship.
JW will be talking to Scott County State Bank this week
regarding the advantages of a money
market account.
Financials: Motion made by Bill
Comer with a second by Joe Robbins approving Checks 4078
through 4089; the total listed on the AP
Voucher Register was changed from
$1,043.05 to $1,008.65 with Check #4085 for $35.00 payable to Jeff Coomes being voided. Board members signed the Accounts Payable
Voucher Register for $1,008.65. Check
#4078 was a voided check.
Motion carried.
Adjournment: Motion made by Joe Robbins with a second by
Matt Oberlies to adjourn meeting at 11:00
p.m. Motion carried.
Respectfully submitted,
Judy White, SWCD Office Manager