PLACER COUNTY RESOURCE CONSERVATION DISTRICT MINUTES OF THE BOARD OF DIRECTORS MEETING Regular Meeting August 28 th, 2018

Transcription

1 PLACER COUNTY RESOURCE CONSERVATION DISTRICT MINUTES OF THE BOARD OF DIRECTORS MEETING Regular Meeting August 28 th, 2018 CALL TO ORDER The regular meeting of the Placer County Resource Conservation District (District /RCD) Board was called to order by RCD Chair Claudia Smith at 4:02 p.m. in the US Fish & Wildlife conference room at Blocker Drive in Auburn, California. MEMBERS AND OTHERS PRESENT Directors Present: Claudia Smith Mica Heilmann Stephen (Steve) Jones Patricia (Patti) Beard Steven (Steve) Garcia Christine Johnson Thomas (Tom) Wehri Directors Absent: Others Present: Elisa Noble, RCD Executive Director Susan Werner, Werner Accounting Services Maddison Easley, RCD Natural Resources Coordinator Katie Espinola, RCD Contractor Jerry Reioux, RCD Contractor Jenny Johnson, NRCS District Conservationist Katie Maloney, RCD Retiree APPROVAL OF AGENDA Jenny Johnson requested to be moved earlier in the agenda to present the NRCS report. The Board agreed to move the NRCS report in advance of the first agenda item in New Business. Mica Heilmann moved to approve the amended agenda. Patti Beard seconded the motion. The motion to approve the agenda was carried with a unanimous vote. PUBLIC COMMENT Introductions were made around the room. Jerry Reioux announced that landowners are still utilizing Frost Hill funds (project sponsored by grant funding obtained by Placer RCD). A few landowners told Jerry they had hazardous trees near their homes removed with a crane, and they could not have otherwise afforded to get the work done. 1

2 APPROVAL OF PREVIOUS MINUTES Mica Heilmann moved to approve the minutes from the meeting held on July 17 th, Steve Jones seconded the motion. With all ayes, the motion carried. FINANCIAL REPORTS Susan Werner of Werner Accounting Services presented the financial report. Susan shared that since Placer County switched to a new accounting system called Workday, reports have been behind. Therefore, no summary report from the County for the month of July was available (or will be available) until the end of September. Susan directed attention to the reports that had been requested at the previous Board Meeting for the budget discussion (2017 vs Proposed, 2017 Proposed vs. Actual, amended Proposed 2018/2019 budget with new grants). Susan pointed out a few key numbers, including the net income of $63, from the past fiscal year. Due to the small-scaled font on a few of the financial reports, Claudia Smith suggested using a projector at future meetings to enlarge the text on a screen or wall. RCD staff and contractors agreed this could be feasible and logical. Susan also reminded the Board that the annual audit was scheduled for September 6 th - 7 th. Tom Wehri asked who was performing the audit. Susan and Elisa mentioned it was the same entity as last year, but this would be the final year before a new auditor would be required. The Board accepted the financials as presented. NRCS REPORT Jenny Johnson announced her return from leave and apologized for delayed reports. With limited staff time and resources, the most recent batching period resulted in fewer dollars than expected being obligated to Placer County landowners, with four applications being successfully awarded. However, in fiscal year 2018, 17 applications totaling an impressive $921, was obligated to local landowners. Jenny also shared NRCS has a new Farm Bill Assistant named Sara actively training in the Auburn office. Jenny had a meeting scheduled with District staff on Thursday, August 30 th, to discuss active Cooperative Agreements. An RCPP (Regional Conservation Partnership Program) contract was awarded through CARCD to assist in tree mortality and forest health work in the Central Sierra region. Tom Wehri chimed in with a perspective from the State level. Tom shared Carlos Suarez, NRCS State Conservationist, has officially returned from Puerto Rico. Also, vital archaeology reporting and related activities are extremely backlogged due to an expired contract with SHIPO (State Historic Preservation Office). There was discussion regarding whether there may be an opportunity for the District to alleviate some of this burden locally with archaeology contractor time billed through a Cooperative Agreement. Some uncertainty was expressed about the 2

3 standards or specific requirements of archaeology activities and contracted personnel mandated by NRCS. BUSINESS New Business: a) RCD Booth at Gold Country Fair Sept. 6-9th Elisa Noble announced the Gold Country Fair was around the corner. A schedule would be generated for staffing the RCD booth. A few board members, contractors, and staff volunteered to work shifts. It was also mentioned the Home Show is the last weekend of September. b) CARCD Conference November in San Diego Early Reg 9/14 Elisa shared the dates of the annual CARCD Conference coming up in the fall, and that conference registration should be submitted prior to the next Board meeting. Tom Wehri and Claudia Smith both plan to attend. Tom suggested that the Board submit resolutions soon, if so desired. Last year, the District paid for an extra attendee as a donation to CARCD. Tom Wehri moved to [have Placer RCD] make one sponsorship to the CARCD conference, up to $1000. Steve Garcia seconded the motion. With all ayes, the motion carried. c) RCD to be recognized at Placer Nature Center Gala October 18, 2018 Elisa announced the Placer Nature Center is giving Placer RCD an award, and it would behoove the District to have a presence. Claudia Smith, Tom Wehri, and Steve Garcia expressed interest in attending the event. Old Business: d) Health Retirement Agreement Elisa shared that the District has received recommendations from an attorney (BB&K through CARCD) as well as the auditors to develop an agreement between the District and retirees to specify health care payment arrangements. There should be a policy in place or a Board Resolution distinguishing how healthcare payments are made to cover retiree expenses. A form called a Health Retirement Arrangement may be necessary. The Board agreed this action should be taken to follow legal recommendations. e) Existing RCD Policies & Tier 1 Required Policies A list of Existing Placer RCD Policies and Tier 1 policies was provided in the Board packet. Board members requested a binder listing all policies. On the list of Tier 1 policies, nearly all were met, with the exception of Sexual Harassment Literature being provided to employees. Members suggested providing Sexual Harassment information to employees, contractors and Directors. There was discussion regarding the timeline and prioritization of 3

4 policy review. It was agreed that all policies should be reviewed; however, some should be addressed sooner than others. Claudia mentioned a schedule listed on a calendar to remind staff / Directors to revisit policies through a set timeline would be useful. Tom shared the fact that NACD puts a sunset on all policies, so the Board must review policies by a certain date. Mica suggested categorizing policies into strategic groups, which could be reviewed at varying intervals (annual, biennial, five year, etc.). Elisa added that County Counsel should also review current policies. There was consensus to prioritize the policies that have yet to be established. Claudia would like to see DOC dealt with soon and receive meeting minutes earlier in the month. f) ADRIP Invoices Update Requested documentation showing ADRIP invoice amounts was provided in the Board packet. Elisa directed attention to specific values, including the comparison of invoice totals across years. There was a question about the receptiveness from PCWA with the amended invoices, and whether there was any indication they were not going to pay the balance. Board members asked if direct communication between Placer RCD Directors and PCWA Directors would be helpful. Steve Jones asked if the grant was reimbursable, indicating that PCWA needs to pay RCD first to then receive funds from the State. Claudia suggested sending a letter to both PCWA and RWA to inquire into the status of reimbursement. Steve Garcia, Claudia Smith and Elisa expressed interest in meeting with PCWA Directors and/or staff. Elisa also mentioned there may be money left on the table to spend, and the State Water Board extended their deadline to February 2019, so she would like to see PCWA extend the program to the end of irrigation season (mid-october). g) FY18/19 Placer RCD Budget A brief overview of grant funds was provided, including three newly awarded CALFIRE CCI Fire Prevention grants. Tom Wehri asked if the District has done a workload analysis recently due to the high number of grants listed. Multiple Directors and Elisa mentioned this would be a critical and valuable investigation to conduct. Further questions and discussions included the following: whether enough subcontractors were available and/or being utilized, Annual Work Plan upgrades to convey more information, time tracking and management for individual projects, gaps between concept creation and project implementation, timeliness of invoicing, more grant funding opportunities projected into the future, and capacity concerns. Tom Wehri moved to accept the FY18/19 Placer RCD Budget as presented. Christine Johnson seconded the motion. The motion to accept the budget passed unanimously. It was stated that CARCD dues could subsequently be paid with an active budget. h) FY18/19 Proposed Priorities 4

5 A list of FY18-19 Proposed Priorities was included in the Board packet. After reviewing the list, Tom suggested having SCRMC as a low priority. There was further discussion about the relevance, leadership, and time commitment surrounding SCRMC. The current DOC contract was suggested to be one of the top priorities. Christine Johnson suggested pushing the topics of Placer County s Natural Resource Specialist and stream restoration networking to a lower rank due to capacity concerns. Tom mentioned there may be money coming from the State level to fund a position through the Watershed Program. Claudia would like to see the Chipper MOU s and ADRIP grant completion rise to the top. Steve Jones would like to see outreach and marketing through signage, news coverage, social media, etc. be one of the priorities. Other Directors mentioned advertising and outreach is key, but a subcontractor who is a professional marketer would be preferred. Claudia shared it would be helpful to see this list of priorities every month. AGENCY REPORTS The regular NRCS report was given by Jenny Johnson prior to the first New Business agenda item. Tom Wehri shared updates from a National (NACD) and State (CARCD) perspective. The leadership and structure at the CARCD level may be changing, including who members are, how they operate and dues structures. Five resolutions are being brought to the CARCD State Conference. Farm Bill updates were given, including variances between the proposed Senate and House versions. The NACD Pacific meeting is happening September 17 th -20 th in the state of Washington. Tom provided insight on CARCD dues, which may rise for some districts, and lower for others. There s also a need to raise money for CSG, the lobbying group working on behalf of RCD s and conservation work. BOARD COMMITTEE / LIASON REPORTS There were no committee reports. DIRECTORS REPORTS No Director s Reports were given. FUTURE AGENDA ITEMS Future agenda items were not explicitly suggested, but based on previous discussions, possible future agenda items include: policy review, Speak-Off, chipper program tour, and the Regional RCD meeting. ADJOURNMENT Tom Wehri moved to adjourn the meeting. Mica Heilmann seconded. The regular meeting was adjourned at 6:25pm. The Board entered a Closed Session around 6:28 p.m. to discuss personnel matters. 5