Minutes of the Lincoln Soil and Water Conservation
District, Regular Meeting, USDA Building, Ivanhoe, MN, April16, 2008.
Meeting called to order by the Chairman, Daniel
Christianson, at 7:10 a.m.
Members Present: Daniel Christianson, Chairman
Glen
Sorensen, Vice Chairman
Joe
Weber, Treasurer
Conrad
Schardin, Secretary
John
Boulton, PR&I
Others Present: Pauline VanOverbeke, District Manager
Terry Dybsetter, Education
Coordinator
Ron Madsen, Engineering
Technician
Dale Sterzinger,
Conservation Technician
Randy Kraus, Farm Bill Assistant
Curt Blumeyer,
Randy, Sheik, NRCS, Soil
Conservation Technician, @ 8:00 a.m.
Dennis Johnson, NRCS,
District Conservationist, @ 8:15 a.m.
MINUTES: The minutes from the March 19, 2008 meeting, were
approved as mailed.
TREASURER’S REPORT: Motion by Boulton, seconded
by Schardin to approve the Treasurer’s Report for March, 2008.
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
BILLS: Motion by Sorensen, seconded by Boulton to approve
the payment of the bills for $21,554.47 (see attachments).
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
TRANSFER OF FUNDS: Motion by Boulton, seconded by Schardin to
approve the transfer of $10,000 from the Money Market Savings Account to the
checking account.
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
ACTUAL AND BUDGETED INCOME AND EXPENDITURE
STATEMENT: VanOverbeke
handed out the monthly and yearly actual and budgeted income and expenditure
statement for March, 2008.
NATIVE BUFFER PROGRAM GUIDELINES: Motion by Boulton, seconded
by Schardin to approve the following Native Buffer Program Guidelines:
The Lincoln SWCD considers land eligible for the
Native Buffer State Cost-Share Program when the land is within a reasonable and
concerning distance of any of the following resources:
§ All water resources
including lakes, wetlands, rivers, intermittent streams, drainage ditches and
wellheads.
§ Within and around remnant
native prairies.
Eligible
buffers are subject to the discretion of SWCD technicians upon on-site
inspections. There will be no minimum or
maximum project costs.
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
EMPLOYEE POLICY-APPROVE CHANGES: Motion by Weber, seconded
by Schardin to approve the following Employee Policy Handbook changes (changes
are underlined and italicized):
ORIENTATION:
INTERACTION WITH DISTRICT
STAFF:
1) Direction and Assignment of Work.
The Board shall supervise the work of the District Manager only. The District Manager shall supervise the work
of all other District staff.
2) Supervision, Evaluation and Discipline of Staff: While the employee may
provide input to the District Manager, the District Manager and not the Board
shall be responsible for the supervision, and evaluation of individual
employees. However, nothing shall
preclude the District Manager from eliciting the assistance of the Board, or an
individual Supervisor in the performance of the District Manager’s duties as
personnel manager.
1) Problem Resolution. If a problem arises between the staff, it is expected
that the individuals involved will seek to resolve the problem promptly. If they are unable to resolve the problem,
the District manager shall intervene. It
is the responsibility of the District Manager to deal with the involved
staff. If a problem arises between the
District Manager and a staff person, the District manager and a Board member
shall make all attempts to resolve the issue themselves. If sincere and diligent attempts by both
parties do not resolve the issue, then the District Manager and the Supervisor
shall present the situation jointly to the Personnel Committee and then to the
Board of Supervisors if the issue cannot be solved any other way. The Board shall resolve all such disputes
brought before it and its decision shall be final.
2) Appearances. Employees shall
present a report either in person or in writing to the District Board at their
monthly board meetings on their program responsibilities pertaining to the
District. Employees reporting to the
board are explained further under the District Employee Reporting System
Section on Page 9.
COMPENSATORY-TIME OFF/OVERTIME:
Holidays, Sick Leave and Vacation
(Annual) Leave are not considered “hours worked” for the calculation of
overtime/compensatory-time off. Which means, if an employee takes one of the
leaves listed (Holiday, Sick or Annual) in the workweek and the employee works on
their day off hours over and above
their regular work hours, the day off extra hours worked are is not considered overtime/compensatory-time off but straight time (hour for hour). Overtime is paid at time and one-half for any
hours over 40 hours per workweek as explained under Working Policies. This includes attendance at Board Meetings,
assignment to night, weekend or special meetings and at tree planting
time. Overtime hours left open, but they
are to be kept to a minimum. Overtime/straight time (hour for hour)
hours may be used as compensatory-time off in the month earned at time and one-half and straight time (hour for hour) according to
the work-week per employee preference under the Working Policies section on
Page 3-4. as deemed according to the
work week each employees choice.
COMPENSATION AND PERFORMANCE:
A. Salary will be on an hourly
wage basis.
1. Wages will be set according
to the Compensation schedule in employee policy handbook except for employees
hired with special project funds.
2.
Compensatory-Time
Off/Overtime: see Page 5 under this section for explanation.
3. Pay day: Employees are responsible for ensuring that their
monthly time sheet with their weekly initialed time sheets attached are to the
Manager by the fifth (5th) day after the end of each month will
have their monthly time-sheets to the District Manager by the fifth (5th)
day after the end of each month.
Employees will receive their salary on the 15th of every
month. If the 15th falls on a
Saturday, then pay day will be the 14th, and if the 15th
falls on a Sunday, then pay day will be on the 16th.
4. Deductions: Your gross salary is subject to a number of deductions, such as Federal, State and Social Security (FICA) taxes. PERA will also be deducted from paychecks for qualifying employees. For full-time employees, 10% will be deducted from the following: Health, Dental, and Life Insurance.
B.
Performance reviews for all employees will be done by the District
Manager and NRCS-District Conservationist twice a year. Performance reviews will then reviewed with
the personnel committee in December. The
personnel committee chair will present their findings to the entire Board
at the December Board meeting. Wage and
cost-of-living increases will be determined by
the personnel committee with recommendations being taken to the entire Board
for review and approval at the December Board meeting with the
increases going into effect January 1st (February payroll). The
performance’s will be based on how and what the employee accomplished
throughout the year as set in the performance review description and according
to the Annual Plan-Goals and Objectives.
1. Position Description: The position descriptions are
set up according to Minnesota Counties Insurance Trust Guidelines. The employee performance review descriptions
are set up according to the NRCS reviews.
2. Employee performance records are on file in the
employees' personnel file.
HIRING PROCEDURES:
The identification of the most
qualified candidate/interviews will be made by the Personnel Committee along
with the District Conservationist and the District Manager with recommendations
of the personnel committee being taken to the entire Board for their approval Board
with the technical recommendations from NRCS and/or other qualified agency
staffs (representatives) as requested.
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
PERSONNEL COMMITTEE: Discussion on a personnel
committee was discussed. The personnel
committee will be voted on on an annual basis in January of each year. Motion by Schardin, seconded by Sorensen to
have Weber and Boulton serve on the Personnel Committee for 2008, with the
committee being discussed and changed annually.
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
EMPLOYEE SUMMER SESSION: Motion by Boulton, seconded
by Weber to allow any district employee who wishes to attend the Employee
Summer session to attend.
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
RCRCA COST-SHARE RECOMMENDATION: Motion by Schardin,
seconded by Sorensen to recommend approval to the RCRCA Board the Cost-Share
Contracts as follows: Weber Farms for WSCB’s for C-S of 75% not to exceed
$11,250; and Weber Farms for Alternative Intake, Clean Water Legacy funding-75%
not to exceed $225.00
Affirmative:
Christianson, Sorensen, Schardin, and Boulton.
Opposed: None
Abstained: Weber
Motion
Carried.
AUTHORIZATION TO ENTER INTO AGREEMENT WITH DNR: Motion by Boulton, seconded
by Weber with authorization for the District to enter into an Agreement with
the DNR for the Working Lands Initiative Agreement as the State of
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
REPORTS:
COUTNY
COMMISSIONER’S REPORT: Curt Blumeyer,
· Restrooms at
· Courthouse replacement of
windows; on the historic list.
· Process of land exchange for
Norwegian Creek.
· Saddle Horse Days; City of
Lake Benton does not want to pay for Insurance.
· No cattle across state
lines; TB testing.
· Planning and Zoning meeting
for a robotic milking system in
· Bid overlay is complete;
Federal dollars being used.
DISTRICT
MANAGER’S REPORT: Pauline VanOverbeke,
District Manager’s reported as follows:
· The Lincoln SWCD is up for
an audit for 2007; will contact Holmberg CPA to get the process started.
· Purchased Web Expression
Studio and books for updating web site.
· BWSR approved the Districts
Annual Plan.
· Completed Worksite Wellness
and MCIT Workers Comp. surveys.
· The Checks from Deluxe are
missing “District” in our name; company will stand behind them if we want them
to redo the order; leave for these checks, but correct on any future orders.
· Reviewed with the Board the
State Convention Planning Information from meeting.
· The Water Management Task
Force approved nine conserving use acres project for 2008.
· Included in the district
newsletter the Task Force newsletter and LqP Clean Water Legacy C-S project
info.
· Reviewed the RCRCA public
input meeting that was held April 7, 2008.
· Upcoming meetings/events:
Women’s Day Planning meeting-April 23; Envirothon-April 30; Employee Summer
Session.
EDUCATION COORDINATOR’S REPORT: Terry Dybsetter, Education
Coordinator, reported as follows:
· Rain gauge annual
precipitation report.
· Education: Newsletter going
out today; Presentations: poster contest presentation; preschool presentation in Lake Benton;
Soil Stewardship Week goes from April 27-May 4 with materials going out next
week; will provide resource info to schools; poster judging will be done by all
employees in building; May 19-4th grade field day.
ENGINEERING TECHNICIAN’S REPORT: Ron Madsen, Engineering
Technician, reported as follows:
· Drill; discussion on size
and usability; will check with MN DOT to see if we can trade it back to them
for a larger one.
·
· Permitting for projects; a
lot more done in the winter.
· Preliminary surveying done.
· Unpermitted feedlot pits.
· Compliance checks being
done.
CONSERVATION TEHCNICIAN’S REPORT: Dale Sterzinger,
Conservation Technician, reported as follows:
· Trees; tree plans are done;
trees coming tomarrow-61,150; tree projects-preschool program-gave trees to 30
kids.
· Trees: Lincoln HI FFA
Chapter have existing trees in their plots; would like more trees to go with
existing trees; the district cost for the trees they want is $355.44; with $100
being district donation.
Motion
by Weber, seconded by Boulton to charge the FFA $355.44 our cost; with
approximately $100 being our donation.
Affirmative:
Christianson, Sorensen, Weber, Schardin, and Boulton.
Opposed: None
Motion
Carried.
· WCA: 2-dominimus exemptions;
2-Applications for the Highway Dept.; 1-no-loss determination; working with landowner
on a violation (DNR ordered cease and desist order) and working on a
restoration order for the violation.
· Discussion over the County
wanting a wetland delineator within the GIS position; this has now been
resolved.
EASEMENT TECHNCIAN’S REPORT: Randy Kraus, Farm Bill
Assistant, reported as follows:
· CP38 project- one approved.
· Working Lands
Initiative-proposal and authorization.
· Buffer Initiative; have one
landowner interested.
· CRP; lowered maintenance
C-S.
DISTRICT CONSERVATIONIST’S REPORT: Dennis Johnson, District
Conservationist; reported as follows:
· 3-EQIP projects not funded;
all three good projects; no idea what new EQIP projects will be with no Farm
Bill.
· Sent out 5 letters with
wetland problems/issues/violations.
· Sheik reorganized wetland
determinations according to township; project now complete.
· State Conservationist hired
Mike Appel’s replacement; starting around May 25th.
Other items of business: Yellow
Medicine Watershed permits; discussion of having the permits being done through
the SWCD’s. RCRCA-Sorensen reported that
they will be opening bids at meeting on Monday for the
The next meeting of the Lincoln SWCD will be on Wednesday, May 21, 2008 at 7:00 a.m.
The meeting declared adjourned by
the Chairman, Christianson, at 9:45 a.m.
APPROVED:
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DATE
SIGNATURE