Laura Masterson, Chair Jill Kuehler, Vice-Chair and Treasurer Bob Sallinger, Director Rick Till, Director

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1 Approval Date 8/4/2014 Approval Signature BOARD MINUTES July Board Monday, July 7, :00 PM 5211 N Williams Ave, Portland OR Attendance: Directors Associate Directors Not attending Staff Guests Laura, Chair Jill Kuehler, Vice-Chair and Treasurer Bob Sallinger, Director Rick Till, Director Mike Guebert, Associate Director Allison Hensey, Associate Director Dianna Pope, Secretary Jay, Executive Director Julie DiLeone, Rural Lands Program Supervisor Kathy Shearin, Urban Lands Program Supervisor Rick McMonagle, Land Conservation Legacy Program Manager Suzanne Easton, Grants Specialist Candace Stoughton, Low Impact Development Specialist Francine Martin, Office Manager David Cohen, The Intertwine Alliance Dan Prince, Multnomah Education Service District Outdoor School Dick Springer, Manager, West Multnomah SWCD Page 1 of 6

2 Agenda Item #1 Welcome/refreshments Review/revise agenda Review of previous action items Approval of May Board minutes Board called to order at 6:00 PM Agenda: Revised Agenda and revised June Minutes handed out; Amended FY Budget Resolution was added to the Consent Agenda. Action Items: Martin reported on completed items. Minutes: MOTION: Sallinger moved to approve the revised June minutes; Till seconded; all approved. Agenda Item #2 No public comment. Agenda Item #3 Time reserved for public comment Public Consent Agenda: A. 1 step increases for J. DiLeone, K. Shearin, and D. Bowman, effective July 1, 2014, pending satisfactory evaluations. B. Approve SPACE Grants: # and #15-002, and #15-003, per Till s, Guebert s and Easton s recommendations C. Approve Rural Lands Professional Services Contracts: #15-001, #15-002, # D. Approve Amended Budget Resolution # MOTION: Kuehler moved to approve the Consent Agenda; Till seconded; all approved. Agenda Item #4 Grants: Intertwine Presentation re: Long Term Strategy for Outdoor School Funding Till Till and David Cohen summarized the work done to date: - After conducting research and meeting with potential stakeholders, the focus changed from the original concept; - Instead of a structure for fund-raising, the recommendation in the final report will be for a paid staff person (to be funded by Metro for two years), housed at The Intertwine Alliance, who would manage a leadership group, made up of stakeholders; - Going forward, the District would be part of this group and, as a member, would contribute to funding Outdoor School. - Discussion: o Questions should be directed to and Easton o Part of the mission, but not explicitly part of the District Strategic Plan o Difficult to link the Scope of Work to the actual work that took place Page 2 of 6

3 o Is long term funding closer or are simply more committees being created? - Cohen will present the full final report at the August Board. Agenda Item #5 Land Protection/Conservation: Colwood Golf Course IGA McMonagle McMonagle will present the Draft IGA between the District and Portland Parks and Recreation (PPR) to the Board at the August meeting. Agenda Item #6 Executive Session under ORS (2)(e) may be held for discussion of real estate negotiations Executive Session begun at 7:08 PM. Executive Session ended at 7:11 PM. Agenda Item #7 Report from the Land Conservation Committee and action, if needed. The August meeting will be a ~two hour meeting, 4:30-6:15 PM. Following a 15 minute break, the Board will start at 6:30 PM. Agenda Item #8 Report from the Personnel Committee and action, if needed. Kuehler reported that the Personnel Committee recommended that the Board pass the Donated Leave policy; regular Committee meetings will be scheduled quarterly going forward. MOTION: Sallinger moved that the Board approve adoption of the Donated Leave policy; Kuehler seconded; all approved. Agenda Item #9 Administration: FY14-15 Work Plan stated that the FY Work Plan, submitted to the Oregon Department of Agriculture (ODA), required Board approval, noting that a couple of budget numbers were in error and would be corrected. He noted that all staff had written individual work plans, using a refined, standardized, template for consistency; these were rolled up into Program areas and then connected to the District s Strategic Plan s goals. MOTION: Kuehler moved to approve the FY Work Plan, with amended budget numbers; Discussion: - Till and asked about the Land Protection budget figures broken out on page p.14; responded this is how the numbers were presented in the budget; - Hensey asked for clarification re: the number of applications 10 - from 5 new Incubator famers listed under Deliverables on page 4; DiLeone replied it meant the goal would be 10 total applications and 5 new farmers. MOTION (con t): Sallinger seconded; Page 3 of 6

4 Discussion (continued): - stated she would like more involvement in next year s plan; - Responding to a query as to what ODA does with the plan, DiLeone stated it is a legal requirement, noting it has usually been due in August; - Till stated the Plan was a great product, noting that more involvement in the future, folding it into annual review of the Strategic Plan would be valuable. VOTE: All approved the Work Plan. Agenda Item #10 Administration: Executive Director s 90 Day Plan summarized the activities in his 90 (plus) Day Plan, particularly gathering information for the Fall Retreat; added she and Till had discussed the Plan with ; Till asked about confirming the dates/times/length for the retreat, and noted she would confer with about this, and possibly report at the August meeting. Agenda Item #11 Administration: CFO Position stated that the recruitment for the CFOO (with broader duties than the previous CFO position) was moving forward, consistent with his goal of having no more than four direct reports. - Prothman had submitted a proposal that would cost $16K plus expenses, with a three month timetable; - A local firm, OfficeTeam/Robert Half, would be submitting candidates resumes; - It may be necessary to increase the salary to a $60K - $90K range. - A CPA is preferred; - Martin will send Sallinger the list of organizations who received job announcements for the last two District positions filled (Grants and Education and Outreach Specialists). Agenda Item #12 Administration: Update on Salary Survey Martin will check with HR Answers re: presenting the Salary Survey Final Report to the Personnel Committee at its next meeting (July 29). Agenda Item #13 Administration: Treasurer s Report Kuehler Kuehler reported that all looks good with the District financials. Agenda Item #14 Rural Lands: NRCS Update, if any DiLeone DiLeone reported that the District Conservationist position will be filled, but when and where it is to be located is still to be decided. Page 4 of 6

5 Agenda Item #15 Announcements and reminders Action Items Adjourn Announcements: - Nadaka Grand Opening on Wed, 7/9; Sallinger has been asked to make remarks; he will send his notes to, in case he can t make it due to his child s impending birth. - Friday Reports: Members like s template; do not favor a strict online report; like the personal touch; some feel monthly or bi-weekly reports would be adequate. Action Items: - Questions related to the Intertwine Alliance Final Report send to and Easton - Intertwine Alliance Final Report present at August Board - Draft IGA with PPR re: Colwood present at August Board - Two hour LCC Mtg in August: 4:30 to 6:15 PM; Board Mtg to follow 6:30 to 8:30 PM - Fall Retreat dates/time/length to confer with staff and decide - CFOO Recruitment process by District and Martin to initiate - Job Announcement Distribution send to Sallinger - Martin - Salary Survey Final Report check with HR Answers re: date and presentation to Personnel Committee - Martin Action Items: Date Generated Action Items 7/7/14 Questions related to the Intertwine Alliance Final Report 7/7/14 CFOO Recruitment process by District Page 5 of 6 Responsible Parties Send to and Easton 7/7/14 Intertwine Alliance Final Report David Cohen to submit to Easton Due Date Prior to the August Board August Board 7/7/14 Draft IGA with PPR re: Colwood McMonagle August Board 7/7/14 Two hour LCC Mtg in August: 4:30 to 6:15 PM; Board Mtg to follow 6:30 to 8:30 PM 7/7/14 Fall Retreat dates/time/length Possibly at August Board / Martin Immediately Current Status as of Date of Draft Minutes Report will not be done; will try for Sept Bd Mtg Scheduled Done and underway

6 7/7/14 Job Announcement Distribution send to Sallinger 7/7/14 Salary Survey Final Report check with HR Answers re: date and presentation to Personnel Committee Martin Immediately Done Martin Immediately Done; Judy Clark of HR Answers will be at the 7/29 PC Mtg Next meetings: 5211 N. Williams Ave Land Conservation Committee s: Monday, 8/4/2014 at 4:30 PM Monday, 9/8/2014 at 5:00 PM Board s: Monday, 8/4/2014 at 6:45 PM Monday, 9/8/2014 at 6:00 PM Page 6 of 6