(january 29, 2019 board of directors meeting east ... · laura masterson director ‐ zone 2...
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(January 29, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, February 4th, 2019; 6:00 PM – 9:00 PM
5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 1 of 2
Item # Time Board Meeting Agenda Item Purpose Presenter Packet
* please read;~ please review
1 6:00 5 min
Welcome and meeting called to order:
Review/revise agenda
Review previous action items
Approve board meeting minutes
Information/ Decision
Hensey
a) 1/7/19 Board Minutes ~b) 1/25/19 Work Session Minutes~
c) 1/28.19 Ad‐hoc Committee Minutes ~
2 6:05 5 min
Time reserved for public comment and introductions1
Information Public N/A
EXECUTIVE DIRECTOR
3 6:10 30 min
FY18‐19 Q2 Progress Report Information
Udelhoven/ Mitten/ Shearin/ DiLeone/ Brown
a) FY18‐19 Q2 Progress Report ~
b) December ’18 Financial Statements
FINANCE & OPERATIONS
4 6:40 5 min
FY19‐20 Budget Calendar & Officer Decision Mitten a) FY19‐20 BudgetCalendar ~
BOARD‐SPECIFIC BUSINESS
5 6:45 5 min
Director Rossi Signature Authority Decision Hensey N/A
6 6:50 10 min
Equity Moment Discussion Masterson (See Item 1b)
7 7:00 20 min
Ad‐hoc Committee Update: New Associate Director candidate introductions
Discussion/ Decision
Sanneman (See Item 1c)
8 7:20 100 min
Executive Session under ORS 192.355 to be held to consider information that is exempt from public records laws.
Discussion/ Decision
Till & Hensey N/A
Overview: The Oregon public records law recognizes an exemption for internal advisory communications (i.e., communications within a public body of an advisory nature, preliminary to any final determination or action). The purpose of the exemption is to encourage frank communication; when this interest outweighs the public interest in disclosure, the information may be withheld. This Executive Session will be held so external consultants can discuss with the Board the preliminary findings and recommendations related to an organizational assessment. Following the Executive Session, the Board may choose to make recommendations and decisions regarding topics discussed in Executive Session.
1 Each member of the public who wishes to speak shall be given approximately 3 minutes.
1
(January 29, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, February 4th, 2019; 6:00 PM – 9:00 PM
5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 2 of 2
CLOSING ITEMS
9 9:00
Announcements and reminders
Action Items
Adjourn Meeting
Information Hensey N/A
EMSWCD Board Members, Committees and Meeting Dates
EMSWCD Board EMSWCD Committees
Members Positions Officers BudgetLand Legacy
Personnel Grants PIC CLIP SPACE Ad‐hoc
Gabrielle Rossi Director ‐ Zone 1 Treasurer X X X
Laura Masterson Director ‐ Zone 2 Vice‐Chair X Chair X X X
Mike Guebert Director ‐ Zone 3 X X Chair X X
Rick Till Director ‐ At‐Large 1 Secretary X X X X X X
Allison Hensey Director ‐ At‐Large 2 Chair X X X
Dianna Pope Director ‐ Emeritus X X
Carrie Sanneman Director ‐ Associate X X X X X
Upcoming Schedule
FY18‐19
2018
July ‐‐ 30 27
August 6
September 10 24 12
October 8
November 5 26
December 3 10
2019
January 7 28 28
February 4 27/28
March 4 ~4 25 TBD TBD
April 1 ~1
May 6 ~6 20
June 3 TBD
EMSWCD prohibits discrimination in all of its programs and activities on the basis of race, color, national origin, age, disability, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisals, because all or part of an individual’s income is derived from any public assistance program, or based on any other group or affiliation. EMSWCD will not condone or tolerate prejudicial remarks, actions, slurs, or jokes expressed and directed at or to any person. Any employee who behaves in such a manner while conducting EMSWCD’s business will be subject to disciplinary action including possible termination. EMSWCD is an equal opportunity provider and employer.
The EMSWCD office is ADA accessible, and served by bus lines #44, #72 and #6. For Americans with Disabilities Act accommodations, or for translation services, call (503) 222‐7645 no later than 48 hours prior to a meeting date.
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(January 2, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, January 7th, 2019; 6:00 PM – 9:00 PM 5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 1 of 7
Attendees
Board Directors
Rick Till, At‐Large 1 Director Laura Masterson, Zone 2 Director, Vice‐Chair Allison Hensey, At‐Large 2 Director, Chair Mike Guebert, Zone 3 Director Gabrielle Rossi, Zone 1 Director, Treasurer
Associate Board Directors Carrie Sanneman Diana Pope, Director Emeritus
Board Members Not attending
Staff
Jay Udelhoven, Executive Director Dan Mitten, Chief of Finance & Operations Julie DiLeone, Rural Lands Program Supervisor Kathy Shearin, Urban Lands Program Supervisor Andrew Brown, Conservation Legacy Program Supervisor Lindsay Nelson, Office Manager Katie Meckes, Urban Outreach & Education Specialist Matt Shipkey, Land Legacy Program Manager Alex Woolery, Marketing and Media Manager Chris Aldassy, Senior Rural Conservationist Jeremy Baker, Senior Rural Conservationist
Guests
Mike Gerel Matthew Edwards, NRCS Kim Galland, NRCS Anita Yap, Public/Associate Director Candidate James Lee, Scott/Edwards Architecture Tim Wigington, Public/Associate Director Candidate Rachelle Dixon, Public/Associate Director Candidate Joe Rossi, Public
Item # Time Board Meeting Agenda Item Purpose Presenter Packet
* please read;~ please review
1
Welcome and meeting called to order:
Review/revise agenda
Review previous action items
Approve board meeting minutes
Information/ Decision
Till a) FY17‐18 Annual Meetingminutes and 12/3/18board minutes
Called to order at 6:07pm
Udelhoven requested to start with Board member swearing in and service awards.Jumped to agenda item 36:10pm
Udelhoven went through previous action items.o Udelhoven requested to remove “including a copy of his work plan FYI with all future board packets” from the action
items because it will be an ongoing request until the Board requests otherwise.MOTION: Hensey moved to approve the Annual Meeting minutes and December 2018 Board minutes with the correction to action item #5 noted Guebert 2nd Motion passed unanimously Jumped to agenda item 2
EMSWCD Board Meeting February 2019 - Item 1a
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(January 2, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, January 7th, 2019; 6:00 PM – 9:00 PM 5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 2 of 7
2 Time reserved for public comment and introductions1
Information Public N/A
6:15pm
Members of the public briefly introduced themselves.Jumped to agenda item 6
BOARD‐SPECIFIC BUSINESS
3
Board Membership:
Associate Director and DirectorEmeritus re‐appointments
New Zone 1 Director introduction
Board member swearing in
New Associate Director candidateintroductions
Information/ Decision
Till
a) Oath of Officeb) Dixon Resume ~c) Wigington Resume ~d) Yap Resume ~
6:08pm
Till swore in the reelected Board members Hensey and Guebert and the newly elected Board member Rossi.Went back to agenda item 16:35pm
Gerel announced that he is stepping down from his Associate Director position due to moving out of state.
MOTION: Hensey moved to appoint Sanneman as an Associate Director and Pope as the Director Emeritus Masterson 2nd Motion passed unanimously
Till swore in Associate Director, Sanneman and Director Emeritus, Pope.
Rossi briefly introduced herself and shared her background and family history.
Udelhoven gave a brief introduction to each of the 3 new Associate Director candidates and invited them to the table tointroduce themselves.
o Dixon took a few minutes to share her background, her interest in EMSWCD, and what she felt she could bring to theorganization.
o Dixon also shared that she recently wrote a Bill to change the zone requirement language for urban land farming.o Wigington took a few minutes to share his background, his interest in EMSWCD, and what he felt he could bring to the
organization.o Yap took a few minutes to share her background, her interest in EMSWCD, and what she felt she could bring to the
organization.
A discussion was held on the criteria, outlined in a previous meeting, for adding Associate Directors to the Board.o There was more conversation on what the next steps would be.o A suggestion was made to set up an AD‐HOC Committee meeting to discuss the criteria and recruitment process.
MOTION: Guebert moved to appoint Sanneman, Masterson, Rossi, and Till as members of the AD‐HOC Committee Hensey 2nd Motion passed unanimously
1 Each member of the public who wishes to speak shall be given approximately 3 minutes.
EMSWCD Board Meeting February 2019 - Item 1a
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(January 2, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, January 7th, 2019; 6:00 PM – 9:00 PM 5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 3 of 7
4 Board Officer Elections & Board Committee Appointments
Decisions Till N/A
7:24pm
A discussion was held on Board Officer positions.
Board members were nominated for certain positions.o Guebert nominated Hensey for the Board Chair and Masterson second.o Hensey nominated Masterson for Vice Board Chair and Till second.o Masterson nominated Rossi for Board Treasure and Till second.o Masterson nominated Till for Secretary and Pope second.
A discussion was held on Committee Appointments.o Rossi requested to join the Land Legacy Committee. She was also advised to think about the other Committees and the
time commitments before deciding to join any others.o Masterson requested to remain on the Land Legacy Committee, CLIP Committee, and Personnel Committee.o Guebert requested to remain on the Land Legacy Committee, Personnel Committee, and be added to the Grants
Committee.o Till requested to remain on the Land Legacy Committee, Personnel Committee, Grants Committee, and PIC Committee.o Hensey requested to remain on the Land Legacy Committee and the CLIP Committee.o Sanneman requested to remain on the Land Legacy Committee and be added to the Grants Committee.
MOTION: Guebert moved to approve and elect the nominated Board Officers as discussed and to approve the Board Committee Appointments Hensey 2nd Motion passed unanimously
Hensey made a proposal to revise the agenda due to the amount of time remaining.o Hensey proposed eliminating agenda item 13.o Hensey proposed skipping agenda item 12.o Hensey proposed shortening agenda item 7.
5 Board Engagement & Training Discussion Udelhoven a) SDAO Agenda
7:47pm
Udelhoven shared that SDAO’s annual Conference is in February in Sunriver, OR. He announced that if anyone was interested inattending to let him and Nelson know.
Udelhoven offered training packets from ODA to anyone who was interested in having one.
Udelhoven announced that he received an email from WMSWCD requesting to pass on an open shared job as an alternate forthe Metro Policy Advisor.
6 Service Awards Information Till N/A
6:20pm
Udelhoven presented Staff Service Awards to Meckes (10 year), Woolery (5year), Easton (5year), and Aldassy (10 year).
Program Supervisors presented brief bios on each of their team members that received a service award.
Udelhoven presented Till with his 10‐year Service Award.Went back to agenda item 3
EMSWCD Board Meeting February 2019 - Item 1a
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(January 2, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, January 7th, 2019; 6:00 PM – 9:00 PM 5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 4 of 7
7 Equity Moment Discussion Masterson N/A
7:52pm
Masterson provided a brief update on the Equity Plan and shared that the Equity Team is using tools that CEI introduced them toin their trainings.
Masterson also reminded the Board that the Board working session on equity is scheduled for January 25th from 1:00pm‐5:00pm. The location is still to be determined.
8 Organizational Assessment Update Information Till & Hensey N/A
8:01pm
Hensey provided an update on the Consultant process.o Hensey shared that we had 100% participation in the surveys.o Hensey also shared that the one on one interviews had begun.o Hensey reminded the Board that there will be a follow up session at the February Board meeting.
9 Personnel Committee Recommendations
Decisions Guebert
a) Introduction/Index *b) Open Door/Grievances *c) Professional Development *
d) Non‐Pay Benefits *8:03pm
Udelhoven presented four new personnel policies.o Udelhoven presented the changes that were made to the Introduction/Index.o Udelhoven pointed out the changes that were made to the Open Door/ Grievance (1.1.10).
It was suggested to add a statement instructing staff to go to the level of management in which he or she iscomfortable with
A discussion was held on language used and Udelhoven decided to pull this policy from the recommendation forapproval so that he can spend more time on the wording.
o Udelhoven discussed policy 3.0 under Professional Development and the Board identified some inconsistencies inlanguage and requested that Udelhoven take another look at it.
o Udelhoven spoke about the addition of tuition reimbursement to the non‐paid benefits. He explained the expectations,the parameters, and the process to apply for the benefit.
o Udelhoven also discussed adding an FSA (flexible spending account) to the non‐paid benefits. He explained that the FSAwould help with medical expenses and child/dependent care. A discussion was held on pros and cons of an FSA (flexible spending account).
o Udelhoven explained that the Wellness/Commute incentive poly has been changed to reflect what we are currentlyoffering now through our medical insurance; however, we were still in the process of conducting more research.
MOTION: Till moved to approve the recommendations of the Personnel Committee to approve the policies discussed today with the removal of policy 1.1.10 Open Door/Grievances Guebert 2nd Motion passed unanimously
EMSWCD Board Meeting February 2019 - Item 1a
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(January 2, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, January 7th, 2019; 6:00 PM – 9:00 PM 5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 5 of 7
FINANCE & OPERATIONS
10 8:00 10 min
Update:
Monthly Financial Report
FY19‐20 Budget Calendar
Information Mitten
a) November ’18 financialstatements
b) Draft FY19‐20 BudgetCalendar
8:31pm
Mitten presented the November’18 financial statements.
Mitten announced that the draft FY19‐20 Budget Calendar will be presented at the February Board meeting.
URBAN LANDS
11 Program Update Information Shearin N/A
8:45pm
Shearin shared program updates on the Urban Lands program.o Shearin announced that the annual Native Plant Sale will be open online starting at 6:00am on Wednesday, January 16th.o Shearin shared that she was in the final negotiation stages for filling the Urban Lands Community Connections Liaison
position.o Shearin is planning on giving a presentation on the Mt. Hood Community College project at the Board meeting in
February. Shearin also announced that there is a tour of the demonstration project at Mt. Hood Community College scheduled
for January 10th from 1:00pm‐2:00pm if anyone was interested in attending.o Lastly, Shearin announced that the Columbia Slough was hosting its annual gala in March and EMSWCD would willing to
buy seats for the Board if they were interested in attending.
RURAL LANDS
12 Program Update Information DiLeone N/A
Due to time overage, Hensey elected to skip this agenda item.
EXECUTIVE DIRECTOR
13 Progress & FY18‐19 Workplan for ED Discussion Udelhoven a) FY18‐19 Workplan ~
Due to time overage, Hensey elected to skip this agenda item.
CONSERVATION LEGACY
14 Program Update Information Brown N/A
8:48pm
Brown shared program updates on the Conservation Legacy program.o Brown shared that there were 29 PIC Grant applications this year totaling $882,000 dollars in funding requests.o Brown requested to postpone the upcoming Grants Committee meeting until after the PIC cycle.o Brown also shared that the Headwaters Farm Incubator Program surveys had gone out to the participants.
EMSWCD Board Meeting February 2019 - Item 1a
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(January 2, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, January 7th, 2019; 6:00 PM – 9:00 PM 5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 6 of 7
15 Executive Session held for discussion of real estate negotiations [ORS 192.660(2)(e)].
Discussion Brown/ Shipkey
N/A
Executive Session entered at 8:57pm Executive Session ended at 9:14pm
CLOSING ITEMS
16
Announcements and reminders
Action Items
Adjourn Meeting
Information Till N/A
9:14pm
Udelhoven presented Gerel with an EMSWCD keepsake (pocket knife) for his service to the organization and as a parting gift.
Nelson announced that the one on one consultant interviews began today, January 7th and will conclude on January 15th.
Masterson thanked Udelhoven for presenting the Service Awards.
Rossi shared her appreciation for the welcoming environment and for positivity displayed at the Board meeting.
Adjourned at 9:20pm
No. Date
Generated Action Items Responsible
Parties Due Date Status
1 1/7/19 Follow up with Masterson to discuss the Board’s equity planning session scheduled for Friday, 1/25, from 1‐5 PM.
Udelhoven ASAP Completed
2 1/7/19 Follow up with Rossi regarding equity readings and possible introductory training.
Udelhoven ASAP Completed
3 1/7/19 Finalize the approved policies and have them posted them on the website.
Udelhoven ASAP Completed
4 1/7/19 Review, clarify, and make consistent language in Policy 1.1.10: Open Door, Grievances, and Whistle Blowing.
Udelhoven ASAP Pending
5 1/7/19 Send the Board the information on the Mt. Hood Community College Tour.
Shearin ASAP Completed
6 1/7/19 Send the Board the information on the Columbia Slough Watershed Gala.
Shearin ASAP Pending
7 1/7/19 Compile questions to ask the Associate Director candidates and create a timeline and action plan to execute the interviews.
AD‐HOC Committee
ASAP Completed
8 1/7/19 Forward an email from Terri at WMSWCD detailing the opportunity to sit as an alternate on the Metro Policy Advisory.
Udelhoven ASAP Completed
EMSWCD Board Meeting February 2019 - Item 1a
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(January 2, 2019) Board of Directors Meeting
East Multnomah Soil and Water Conservation District Monday, January 7th, 2019; 6:00 PM – 9:00 PM 5211 N. Williams Ave. Portland, OR 97217
Packet materials referenced above available in hardcopy by request or electronically at: http://emswcd.org/about/board/meetings/
Page 7 of 7
EMSWCD Board Members, Committees and Meeting Dates
EMSWCD Board EMSWCD Committees
Members Positions Officers Budget Land Legacy
Personnel Grants PIC2 CLIP SPACE Ad‐hoc
Gabrielle Rossi Director ‐ Zone 1 Treasurer X X X
Laura Masterson Director ‐ Zone 2 Vice‐Chair X Chair X X X
Mike Guebert Director ‐ Zone 3 X X Chair X X
Rick Till Director ‐ At‐Large 1 Secretary X X X X X X
Allison Hensey Director ‐ At‐Large 2 Chair X X X
Dianna Pope Director ‐ Emeritus X X
Carrie Sanneman Director ‐ Associate X X X X X
Upcoming Schedule
FY18‐19
2018
July ‐‐ 30 27
August 6
September 10 24 12
October 8
November 5 26
December 3 10
2019
January 7 28 28
February 4 27/28
March 4 ~4 25 TBD
April 1 ~1
May 6 ~6 20
June 3 TBD
EMSWCD prohibits discrimination in all of its programs and activities on the basis of race, color, national origin, age, disability, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs, reprisals, because all or part of an individual’s income is derived from any public assistance program, or based on any other group or affiliation. EMSWCD will not condone or tolerate prejudicial remarks, actions, slurs, or jokes expressed and directed at or to any person. Any employee who behaves in such a manner while conducting EMSWCD’s business will be subject to disciplinary action including possible termination. EMSWCD is an equal opportunity provider and employer.
The EMSWCD office is ADA accessible, and served by bus lines #44, #72 and #6. For Americans with Disabilities Act accommodations, or for translation services, call (503) 222‐7645 no later than 48 hours prior to a meeting date.
2 External Committee members include: Jennifer Devlin (BES); Sheilagh Diez (Metro); Daneiel Evans (LCEP); Anita Yap (ODEQ); Monica McAllister (Nadaka Nature Park); and Jennifer Aron (farmer).
EMSWCD Board Meeting February 2019 - Item 1a
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Board Work Session on DEI (January 23, 2019) East Multnomah Soil & Water Conservation District
Friday, January 25, 2019; 1:00 PM – 5:00 PM To be held at: ESWCD Office, 5211 N. Williams Ave., Portland, OR 97217
Packet materials referenced above availible electronically at: http://emswcd.org/about/board/meetings/
Page 1 of 2
Item # Time Agenda Item Purpose Presenter Packet
* Please read
~ Please review
1 1:00 – 5:00
1. Agreements1.1.1. Confidentiality?
2. Planning:2.1. Process and status to date2.2. Inward vs outward facing2.3. 1st vs 3rd person2.4. How to keep the board informed and
involved 3. Plan focus on racism only versus all forms of
discrimination4. Definitions of racism, diversity, equity, and
inclusion5. Power sharing6. Low hanging fruit: What can we do now?
7. Other issues as identified
Discussion Masterson/Udelhoven
N/A
This meeting was recorded; details of the discussion are available via audio upon request.
The meeting started shortly after 1:00 PM. Those present were:
Allison Hensey, At‐large 2 Director
Carrie Sanneman, Associate Director
Gabrielle Rossi (joined at approximately 4:00 PM), Zone 1 Director
Jay Udelhoven, Executive Director
Laura Masterson, Zone 2 Director
Mike Guebert, Zone 3 Director
Rick Till, At‐lareg 1 Director
1. Those present discussed the “DEI agreements.” The question regarding “confidentiality” came up and whether, as agovernment agency, EMSWCD could really insure confidentiality. Alternative options discussed included: discretion, respect,and responsibly.
2. An update on the progress to date regarding planning was provided. Generally, the Board agreed that writing the plan with “anew staff person” as the target audience and in 3rd person were good approaches. The Board discussed the option ofestablishing a ~DEI Program Manager position to both help with the completion of the plan and with implementation. TheBoard also thought that DEI work sessions such as this one should be convened every ~quarter to keep them engaged.
While not on the agenda, a fair amount of time was spent discussing the Executive Director’s approach to and engagementwith DEI.
3. The Board generally thought the plan should focus on racial equity and wanted the equity team to reach out to differentexperts and to evaluate other plans for approaches and rationale.
4. The Board generally preferred the Metro and CEI definitions related to race and racism. No other definitions were discussed.5. Power sharing was not discussed.6. “Low‐handing fruit” was not discussed.7. Other issues were not discussed.
EMSWCD Board Meeting February 2019 - Item 1b
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Board Work Session on DEI (January 23, 2019) East Multnomah Soil & Water Conservation District
Friday, January 25, 2019; 1:00 PM – 5:00 PM To be held at: ESWCD Office, 5211 N. Williams Ave., Portland, OR 97217
Packet materials referenced above availible electronically at: http://emswcd.org/about/board/meetings/
Page 2 of 2
No. Date
Generated Action Items Responsible
Parties Due Date Status
1 1/25/19 Report back to the Equity Team regarding discussions during the work session.
Masterson/ Udelhoven
ASAP Pending
2 1/25/19 Follow up with the full Board regarding the possibility of scheduling quarterly DEI work sessions
Udelhoven Next
opportune time
Pending
EMSWCD Board Meeting February 2019 - Item 1b
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Ad‐Hoc Committee Meeting (January 22, 2019) East Multnomah Soil & Water Conservation District
Monday, January 28, 2019; 3:00 PM – 4:00 PM To be held at: ESWCD Office, 5211 N. Williams Ave., Portland, OR 97217
Packet materials referenced above availible electronically at: http://emswcd.org/about/board/meetings/
Page 1 of 3
Item # Time Agenda Item Purpose Presenter Packet
* Please read
~ Please review
1 3:14 (5 min)
Welcome and meeting called to order
Review/revise agendaInformation Udelhoven N/A
This meeting was recorded; details of the discussion are available via audio upon request.
The meeting started shortly after 3:00 PM. Those present were:
Carrie Sanneman, Associate Director
Dianna Pope, Director Emeritus
Gabrielle Rossi, Zone 1 Director
Jay Udelhoven, Executive Director
Laura Masterson, Zone 2 Director
Rick Till, At‐lareg 1 Director
Lindsay Nelson, EMSWCD Staff
There were no revisions to the agenda.
2 3:15 (5 min)
Appoint Chair if desired Decision All
Committee Members
N/A
Masterson nominated Sanneman as the Ad‐Hoc Committee Chair.
MOTION: Masterson moved to approve Sanneman as the Ad‐Hoc Chair Rossi 2nd Motion passed unanimously
3 3:16 (50 min)
Review 2017 announcement andquestions
Determine process for evaluation,recommendation, and approval
Discussion/ Decision
Chair, if appointed (Udelhoven)
a) 2017 announcement~b) 2017 questions~c) Dixon Resume~d) Wigington Resume~e) Yap Resume~f) Board policies~
The ad hoc committee discussed the objectives and process for bringing on additional associate board members. Masterson raised the idea that having the option to bring on additional associate directors did not necessarily mean that we needed to or should and requested that the board very clearly describe goals and objectives associated with bringing on new associates so that we could evaluate these candidates against related criteria, and evaluate whether we should bring associate directors on at all.
The committee generally agreed that interviews were the next step and that interview questions could follow fairly quickly after objectives were agreed on by the full board. Objectives offered by members of the committee are provided below.
EMSWCD Board Meeting February 2019 - Item 1c
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Ad‐Hoc Committee Meeting (January 22, 2019) East Multnomah Soil & Water Conservation District
Monday, January 28, 2019; 3:00 PM – 4:00 PM To be held at: ESWCD Office, 5211 N. Williams Ave., Portland, OR 97217
Packet materials referenced above availible electronically at: http://emswcd.org/about/board/meetings/
Page 2 of 3
Specific questions for the full board to consider:
Are these the right objectives?
What are our decision criteria?o Would meeting these criteria equate to cause for adding a board member?o What would be sufficient cause to NOT add someone as a board member? Or to ask someone to
participate on a committee but not the board?
Are there other questions we should develop to learn how candidates meet these or other objectives?
Some potential gleanings from the meeting are in the tables below.
Priority Objectives/Rationale for Additional Board Members
1 Diversify cultural and racial perspectives of the board to more closely represent those of District residents
2 Diversify professional backgrounds, as described in the announcement (e.g., nursery, finance, marketing and outreach, forestry)
3 Expand capacity for board/committee/community engagement
4 Increase "bench strength" in preparation for future director vacancies
Priority Potential Question Topics
1 DEI experience
2 Amount of time available
3 Committee interest
4 Understanding the District’s role (including nonregulatory nature, thoughtful about ways their expertise could support District efforts)
5 Expected/desired duration of commitment
6 Long‐term goals related to board/district
CLOSING ITEMS
4 4:08
Announcements and reminders
Action Items
Meeting adjourned
Information Sanneman N/A
No. Date
Generated Action Items Responsible
Parties Due Date Status
1 1/28/19 Report back to the full Board regarding discussions during the work session.
Sanneman 2/4/19 Pending
EMSWCD Board Meeting February 2019 - Item 1c
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Ad‐Hoc Committee Meeting (January 22, 2019) East Multnomah Soil & Water Conservation District
Monday, January 28, 2019; 3:00 PM – 4:00 PM To be held at: ESWCD Office, 5211 N. Williams Ave., Portland, OR 97217
Packet materials referenced above availible electronically at: http://emswcd.org/about/board/meetings/
Page 3 of 3
EMSWCD Board Members, Committees and Meeting Dates
EMSWCD Board EMSWCD Committees
Members Positions Officers Budget Land Legacy Personnel Grants PIC CLIP SPACE Ad-hoc
Gabrielle Rossi Director - Zone 1 Treasurer X X X Laura Masterson Director - Zone 2 Vice-Chair X Chair X X X Mike Guebert Director - Zone 3 X X Chair X X Rick Till Director - At-Large 1 Secretary X X X X X X Allison Hensey Director - At-Large 2 Chair X X X Dianna Pope Director - Emeritus X X Carrie Sanneman Director - Associate X X X X X
Upcoming Schedule
FY18-19
2018
July -- 30 27 August 6
September 10 24 12 October 8
November 5 26 December 3 10
2019
January 7 28 28 February 4 TBD
March 4 ~4 25 TBD TBD April 1 ~1 May 6 ~6 20 June 3 TBD
EMSWCD Board Meeting February 2019 - Item 1c
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Quarterly Progress Report – FY18‐19 Q2, October to December East Multnomah Soil and Water Conservation District 1/5/2019
Page 1 of 24
MSWCD2ndQuarterProgressReportforFY2018-19This report describes progress made on the EMSWCD FY2018‐19 Annual Work Plan and budget through the second quarter of the 2018‐2019 financial year (October through December 2018).
For this report, substantive progress is measured and described against the activities identified in the “annual project activities and deliverables” tables given in the EMSWCD FY2018‐19 Annual Work Plan. For reporting purposes, each of the identified activities was given a status indicator, as of the end of the third quarter, as follows:
Completed;
In progress;
Planned for the reporting period, but no progress made during the reporting period because it has not been started or progress wasmade previously but no additional progress was made during the current reporting period; or
Not planned for the reporting period and no progress made during the reporting period.
A summary of the status of the activities for each of EMSWCD’s programmatic areas at the end of the second quarter is given in the table and chart below. The details regarding progress are given for each of EMSWCD’s programs in the tables on the subsequent pages. In total:
198 activities were planned to be undertaken within the second quarter of the fiscal year. Of these, 172 (87%) have either been completed or are in progress as planned. 26 (13%) have not been undertaken as planned.
Significant accomplishments this quarter include: Installed new phone equipment and conferencing system and the EMSWCD office, and trained staff on new phone system. Successfully completed FY17‐18 Financial Audit. Successfully moved Plant Sale ecommerce site to a new platform, Shopify. Urban CLIP funding criteria and eligibility map completed. Compiled two years of activities and water quality data for presentation to Lower Willamette Ag Water Quality Biennial Review meeting. Completed the aerated compost system at Headwaters that is powered by renewable solar energy. The lease for Mainstem Farm to a HIP graduate was finalized; and agreement on multiple components of Oxbow disposition secured. Staff co‐hosted a convening of grantees on Green Workforce Development with over 20 people and 14 organizations represented.
Significant activities not accomplished the quarter include: The Urban Lands position vacancy resulted in several Urbans Lands and some Finance and Operations tasks not being accomplished, due
to the need to focus on the recruitment and undertaking the tasks that position was responsible for, including the Native Plant Sale. Rural Lands field work took priority over some planning activities including options for long‐term protection of StreamCare sites,
determining when we will have capacity to add a new StreamCare watershed, and an analysis of coverage goals for priority weeds. Refinement of farm property prioritization for Land Legacy, and detailed analysis of farmland loss were not undertaken.
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0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Finance & Operations Urban Lands Rural Lands Conservation Legacy EMSWCD
Quarterly Status of FY18‐19 Annual Plan Activities
Completed In Progress No Progress, but planned Not Planned, no progress
FY18‐19 Q2 SUMMARY
Program Area No. of
Activities Completed In progress
No progress, but planned
Not planned during period, no progress
Finance & Operations 52 (23%) 6 (12%) 35 (67%) 6 (12%) 5 (10%)
Urban Lands 43 (19%) 3 (7%) 34 (79%) 5 (12%) 1 (2%)
Rural Lands 44 (19%) 6 (14%) 29 (66%) 5 (11%) 4 (9%)
Conservation Legacy 87 (38%) 14 (16%) 45 (52%) 10 (11%) 18 (21%)
EMSWCD Total 226 (100%) 29 (13%) 143 (63%) 26 (12%) 28 (12%)
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BUDGET
Expenditures for FY18‐19 to date are shown in the table directly below. After the second quarter, a total of 43% of the operational budget has been expended. Rural Lands (48.4%), Finance & Operations (47.8%) are the closest in terms of percent spending relative to the percent of the fiscal year elapsed (50%). These are followed by Conservation Legacy (41.4%), and Headwaters (39.8%) and Urban Lands (35.9%).
Conservation legacy expenditure is heavily dependent on the expenditures related to land conservation projects, which have been less than expected for the year to date. Headwaters under expenditure is associated with the more seasonal nature of expenditures on the farm, and the fact that the capital improvement projects for the year are planned to take place in the spring and summer of 2019. The Urban Lands relies more on partners and other external entities for their work so expenditures are not spread evenly through the year, particularly expenditures associated with the Mount Hood Community College demonstration project.
Category Purpose FY 2018‐19
Total Annual Budget Actual through Q2 % of Budget Expended
Operations
Finance & Operations Staffing, facilities, and operations $738,546 $352,733 47.8%
Rural Lands Staffing, contracting, and operations $1,072,8731 $519,042 48.4%
Urban Lands Staffing, contracting and operations $677,874 $243,058 35.9%
Conservation Legacy Staffing and operations $527,077 $218,172 41.4%
Headwaters Farm Farm‐specific staff and operations $309,410 $123,165 39.8%
Sub‐total Operations $3,325,780 $1,456,170 43.8%
Cap
ital, G
rants,
& Contingency/
Unap
propriated
Land Conservation Fund Acquisitions $7,015,000 $997,887 14.2%
Grants External grants $1,839,000 $597,705 32.5%
Partner Grants Mgt. Pass through funds $35,0002 $10,000 28.6%
Contingency Funds Unanticipated costs $350,000 $0 0%
Unappropriated Funds Funds held in reserve $1,147,531 $0 0%
Sub‐total Grants, Funds and Reserves $10,386,531 $1,605,592 15.5%
Total EMSWCD Budget $13,712,311 $3,061,762 22.3%
Progress made against the activities identified in the “annual project activities and deliverables” tables given in the FY2018‐19 Annual Work Plan,
follows below.
1 Includes supplemental budget amendment (Resolution No. 2018‐10‐02) for Rural Lands USFS ($14,750) 2 Includes supplemental budget amendment (Resolution No. 2018‐09‐01) adding $10,000 for LEPC to the Partners Grants Management Budget
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FinanceandOperations3
FINANCE & OPERATIONS Program Goals:
1. Promote equity and embrace the diversity of humanity of our workplace. 2. Recruit, develop and retain a professional, diverse and responsive workforce. 3. Increase the percentage of residents who know about EMSWCD. 4. Increase the percentage of residents who understand what EMSWCD does. 5. Ensure that residents know how to access EMSWCD services. 6. Ensure that residents have a positive perception of EMSWCD.
Annual Activities and Deliverables Timeframe
2nd QUARTER COMMENTS Q1 Q2 Q3 Q4
Budget and Finance
Complete FY17‐18 budget audit. In
progress Complete
The audit is complete. No findings of interest. The report was presented to the Board at the December 2018 meeting.
Track FY18‐19 budget and produce budget to actual reports. In
progress In
progress X X Proceeding as expected. No issues to report.
Develop FY19‐20 budget. Not
planned Not
planned X X Planned for 3rd and 4th quarter.
Review Fiscal Policies and recommend changes as needed. Not
planned Not
planned X Planned for 4th quarter.
Review Contracting Policies and recommend changes as needed.
In progress
In progress X X
CFO began reviewing contracting policies in late 1st quarter, still in progress. No recommendations or conclusions yet.
Review and monitor EMSWCD contractual agreements. In
progress In
progress X X Ongoing. Proceeding as expected with no issues to report.
Board and Committee Management
Schedule, notice, prepare logistics, distribute materials for and host 11 Board of Directors meetings.
In progress
In progress X X Three board meetings held in the 2nd quarter.
Take and prepare minutes, and maintain all records for 11 Board of Directors meetings.
In progress
In progress X X Completed as expected in 2nd quarter. No issues to report.
Schedule, notice, prepare logistics, distribute materials for and help organize approximately 16 committee meetings.
In progress
In progress X X
Two committee meetings successfully held in 2nd quarter (Personnel and Land Legacy Committee meetings)
Take and prepare minutes, and maintain all records for ~16 committee meetings.
In progress
In progress X X Completed as expected in 2nd quarter. No issues to report.
Assess the opportunity for, and if viable, establish every other month Board of Directors meetings on a trial basis.
In progress
In progress
Evaluated and discussed internally. Awaiting Executive Director and Board discussion and decision.
3 An “X” in the activity tables denotes that the activity is planned to be undertaken or worked on in that quarter.
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Support administration requirements for the November Director elections, including public notice, publicizing opportunity for candidates to file for elected Director positions, and responding to queries from the public.
In progress
Complete
Election administrative support completed, including responses to the public related to the open zone 1 Director position. One new Board of Director (for zone 1) and two re‐elected Board members were sworn in on January 7th, 2019.
Onboard at least two new directors or associate directors. Not
planned In
progress X Onboarding new Board member and awaiting Board decision on Associate Directors.
Human Resources
Conclude hiring for the vacant CFO position. Complete Complete Recruitment of the new CFO was completed and new CFO, Dan Mitten, started work in August 2018.
Review health and other insurance benefits to determine if changes or enhancements are needed for upcoming fiscal year.
Not planned
Not planned X X
Planned for later in the fiscal year ahead of open enrollment periods.
Review and update Employee Handbook in conjunction with Personnel Policies.
In progress
In progress X X Ongoing and in progress. No updates to report.
Compile and provide an overview of EMSWCD’s HR policies and benefits in comparison to other agencies.
Not planned
Not planned X X Planned for 3rd and 4th quarter.
Research options for a new web‐based employee management system including annual work planning and performance management and review.
Complete Complete
Research into possible systems was undertaken in March/April 2018. It was subsequently decided to put the purchased of an online program on hold, until the internal EMSWCD performance evaluation process is revisited.
Maintain confidential personnel files. In
progress In
progress X X Completed for 2nd quarter. No issues to report.
Research HR wellness and commute incentives. In
progress In
progress X Some research conducted on wellness programs and commute incentive programs for including in employee policies.
Facilities, Fleet and Equipment
Facilities
Staff kitchen re‐design at Williams Ave. Headquarters. In
progress In
progress X X Ideas and suggestions are being solicited from staff. A draft plan for the re‐design has been developed.
General maintenance of building and facilities at Williams Ave. Headquarters.
In progress
In progress X X All maintenance has been completed as scheduled.
General maintenance of buildings, equipment and facilities at Headwaters Farm.
In progress
In progress X X
General maintenance of buildings, equipment and facilities have been completed as planned.
General maintenance of buildings and facilities at Oxbow Farm, Stone Rd (Mishima) Farm, Gordon Creek Farm, and other properties acquired through the Land Legacy Program.
In progress
In progress X X
Maintenance and repairs done on Mainstem and Gordon Creek Rd properties as planned. As Oxbow has yet to close on the sale, the property is being checked and assistance given the Land Legacy Program Manager regarding the property as needed.
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Fleet and Equipment
General maintenance of state vehicles In
progress In
progress X X General maintenance and upkeep have been completed as scheduled and as needed.
Evaluate and, if deemed effective and efficient, implement fleet purchases.
Not planned
In progress X
Research has begun on whether or not it will be efficient and effective to implement fleet purchases. This includes electric vehicles & hybrids.
Information Technology
IT support to ensure properly functioning equipment and timely troubleshooting of technology problems.
In progress
In progress X X
Progressing as planned. Staff and IT contractor worked on minor recurring technical issues.
Research and implement a new phone system In
progress Complete
The new phone system was purchased in 1st quarter, Installed early in 2nd quarter.
Complete new office server acquisition, installation, and set‐up.
Complete Complete This item was largely completed by the end of the 4th quarter of FY2017‐18, with some extensive remaining troubleshooting and fixes in the 1st quarter of FY18‐19.
Purchase and set‐up scheduled replacement computers for staff.
In progress
In progress X X
In progress, proceeding as planned. No additional computers were purchased during the 2nd quarter. Computers already purchased were prepared for incoming new staff.
Investigate subscription‐based solutions for the office software, and if deemed cost effective, purchase and implement.
Not planned
No progress
Planned for the reporting period but no progress was made due to competing priorities. Moved to 3rd quarter.
Marketing and Media
Finalize (and implement) five‐year Marketing Plan. No
progress In
progress In progress during this period. Dan and Alex reviewed and discussed plan during check‐ins, will move on with finalizing primary body of the Marketing Plan.
Finalize the Branding and Identity Guide. In
progress No
progress No progress. Completed a final draft in 1st quarter, received feedback toward end of 2nd quarter, planned finalization early in 3rd quarter.
Evaluate options for and establish an unpaid social media intern position.
No progress
No progress
No progress, this work was not requested or initiated in the 2nd quarter. Marketing Manager has however been working with the Urban Lands intern on social media training and activity.
Evaluate use of billboards, public transportation, radio, local community newspapers and newsletters.
In progress
In progress X X
Proceeding as planned. Options for digital and media/community print advertisements evaluated, and pertinent information discussed with staff.
Develop, revise, maintain and add content to the website. In
progress In
progress X X
Updates to the About, Grants, Urban Lands, Workshops and Events, Plant Sale and other sections or subsections made, several new front‐page posts written, existing posts archived or updated, photos and layout updated, plugins and core updated.
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Develop and integrate social media to drive traffic to website, encourage event participation and promote conservation practices.
In progress
In progress X X
Posted frequently to Facebook, LinkedIn, and Twitter for EMSWCD services, workshops and updates, plant sale, grantee and partner events.
Coordinate and conduct press outreach. In
progress In
progress X X
In the 2nd quarter helped draft and send releases for Board/Committee events, press outreach and coordination for Land Legacy story on a new property, press outreach for PIC program changes.
Identify and implement advertising opportunities. In
progress In
progress X X Investigated print, digital and social advertisement avenues, spoke with new advertising reps, highlighted opportunities program staff could take advantage of.
Develop and produce program displays and other outreach material.
In progress
In progress X X
In progress, helped develop printed outreach materials, including mailers and display materials. Worked with Jon on editing a poster version of an Urban Lands illustration.
Coordinate translations of various materials. No
progress No
progress No progress, this work was not initiated in the 2nd quarter.
Evaluate new website hosting platforms. In
progress In
progress A new hosting platform and service was chosen for the plant sale site. Staff will continue to evaluate new platforms for entire EMSWCD site.
Plan, evaluate bids for, and conduct a new marketing survey Not
planned Not
planned X X Planned for later in the fiscal year.
Develop, test and implement a new online plant sale system. In
progress In
progress In progress, proceeded as planned. Developing and testing the plant sale store on a new external host website was worked on extensively throughout the quarter.
Office Administration
General office support and public reception. In
progress In
progress X X Progressing smoothly. No issues to report.
Historical information organization, retention, filing, and archiving.
In progress
In progress X X Progressing smoothly. No issues to report.
Current records management in accordance with Oregon public records law.
In progress
In progress X X Progressing smoothly. No issues to report.
Research and/or develop needed policies and procedures. In
progress In
progress X X Progressing smoothly. No issues to report.
Establish and maintain public access to Board and Committee information.
In progress
In progress X X
Progressing smoothly. Board and committee meeting information retained at the office and online.
Improve internal management of and access to Board and Committee information.
Not planned
In progress X Progressing smoothly. No issues to report.
Develop schedule of community meetings/events for engagement purposes.
Not planned
No progress X
Planned for this reporting period. Moved to 3rd quarter as other tasks took higher priority.
Establish contact list of the elected officials representing the district.
Not planned
No progress
Planned for this reporting period. Moved to 3rd quarter as other tasks took higher priority.
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UrbanLands
URBAN LANDS Strategic Goals:
1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. Program Goals:
1. Decrease urban stormwater runoff by reducing impervious surfaces and retaining stormwater on‐sites. 2. Reduce the use of synthetic landscaping chemicals and pesticides. 3. Reduce the area of lawn and other high‐water‐use ornamental plants. 4. Increase the use of urban landscape water conservation methods and tools. 5. Increase the number of native plants, and area of green infrastructure within the urban growth boundary. 6. Increase public understanding of water quality, water quantity and natural habitat conservation concerns and inspire action to address those concerns.
Annual Activities and Deliverables Timeframe
2nd QUARTER COMMENTS Q1 Q2 Q3 Q4
Outreach and Education
Outreach
Recruit education and outreach intern. Complete Complete New intern began work on September 19.
Develop 3 new educational documents (web and/or print). In
progress In
progress Drafting content for placement on EMSWCD website. Lawn removal pamphlet in progress
Update Urban Lands web content. In
progress In
progress Six Nature Notes posted. Native Plant Sale pages and Native Plants database updated in 2nd quarter.
Translate selected workshop and outreach materials. In
progress In
progress X X Urban Lands team began discussing a plan for selecting materials and identifying translation services.
Investigate ways to address impacts of climate change. In
progress In
progress X X Initiated discussions with Portland BDS in the 2nd quarter.
Design and produce promotional materials. In
progress Complete
Draft designs were created and brought to staff for their opinion and suggestions. T‐shirts are printed and received from the printer
Engage 12 new and existing community leaders/ groups/ organizations in priority areas each quarter. Q1=4, Q2=2, Q3=2, Q4=4.
In progress
No progress X X
No progress in 2nd quarter. Connected with 6 groups regarding partnering and funding opportunities in the 1st quarter.
Table at community events with literature about EMSWCD programs and events.
In progress
In progress X X
1st quarter: 2 events, 70 conversations. 2nd quarter: 3 events, 149 conversations.
Attend 6 community meetings to promote EMSWCD workshops and introduce public to the benefits of sustainable landscaping/green infrastructure practices.
In progress
No progress X X
No presentations in 1st quarter but contacting groups to present to. 2nd quarter: 0 presentations. This is due to UL staff vacancy and focus being given to native plant sale preparations.
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Workshops 48/year; 1,250 participants
1‐hour presentations:
Sustainable Landscaping/Green Infrastructure 10/year; 200 participants
In progress
In progress X X
1st quarter: 1 presentation, 27 attendees. 2nd quarter: 3 presentations, 43 attendees.
2‐hour workshops:
Native Plants 5/year; 150 participants
In progress
In progress X X
1st quarter: 1 workshop, 27 attendees. 2nd quarter: 1 workshop, 29 attendees.
Urban Weeds 5/year; 150 participants
In progress
In progress X X
1st quarter: 1 workshop, 18 attendees. 2nd quarter: 1 workshop, 23 attendees.
Pollinators 6/year; 150 participants
No Progress
In progress X X
1st quarter: 0 workshops requested. 2nd quarter: 2 workshops, 30 attendees.
Beneficial Insects 6/year; 150 participants
No Progress
In progress X X
1st quarter: 0 workshops requested. 2nd quarter: 2 workshops, 35 attendees.
Landscaping with Edibles 6/year; 150 participants
Not planned
In progress X X
1st quarter: 0 workshops requested. 2nd quarter: 5 workshops, 95 attendees.
4‐hour workshops:
Naturescaping Basics 5/year; 150 participants
In progress
In progress X X
1st quarter: 1 workshop, 28 attendees. 2nd quarter: 4 workshops, 73 attendees.
Rain Gardens 5/year; 150 participants
In progress
In progress X X
1st quarter: 2 workshops, 30 attendees. 2nd quarter: 2 workshops, 30 attendees.
Events 2/year; 1,300 participants
Host Native Plant Sale to provide a diverse selection of affordable native plants top constituents. 800 participants; 10,000+ bare‐root trees and shrubs sold.
Not planned
In progress X Planning for plant sale began in earnest in the 2nd quarter.
Organize Naturescaped Yard Tour to demonstrate and encourage naturescaping and green infrastructure principles. 500 attendees.
Not planned
Not Planned X X Planned for later in the year.
Research opportunities for on‐the‐ground community involvement event that would alternate (every other year) with yard‐tour.
Not planned
No Progress X X
No progress made in 2nd quarter. Planned for later in the fiscal year.
Technical and Financial Assistance
Provide technical consultations and site visits to residential, commercial, and industrial landowners. 80/year, 20/quarter.
In progress
In progress X X
1st quarter: 26 technical requests completed. 2nd quarter: 13 technical requests completed (represents 100% of requests; few inquiries this quarter).
Provide technical consultations and site visits to grants program applicants and/or projects. 20 consults/year.
In progress
In progress X X
1st quarter: 3 requests for SPACE projects completed. 2nd quarter: 1 technical request/site visit for a potential PIC project completed.
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Work with local jurisdictions to address green infrastructure barriers.
In progress
in progress X X
In the 2nd quarter met with Wood Village to discuss stormwater assistance; engaged Gabbert Butte Stakeholder Advisory Committee on discussion about green roofs on future park structures; advocated for increased green infrastructure at Levee Ready Columbia meeting.
Connect with 3 large land managers to build relationships, encourage sustainable land management practices, and promote EMSWCD services.
In progress
in progress X X
Meetings, tabling, and/or discussions with Kelly Creek HOA, Blue Heron Shores HOA, Tucker Maxon School, Levee Ready Columbia, and MCDD.
Cooperative Landowner Incentive Program
Finalize CLIP funding criteria In
progress Complete Urban CLIP funding criteria and eligibility map completed.
Provide cost‐share assistance for rain gardens and other practices. 5 projects/year
In progress
in progress X X
1st quarter: Responded to 3 rain‐garden related requests and 4 potential CLIP project inquiries in the 1st quarter. 2nd quarter: Responded to 2 potential CLIP projects & received approval for one; conversations continuing.
Partnerships and Regional Campaigns
Help develop native plants web tool by participating in guidance committee and providing support to Oregon Flora Project.
In progress
In progress X X
Project was on‐hold due to loss of web developer. New developer has been identified and work has resumed. Awaiting soft‐launch testing phase.
Help develop IPM web tool (Solve Pest Problems) by participating on OSU project teams.
In progress
In Progress X X
Participate in Steering and Advisory Committees, guiding content, layout, inclusive engagement, marketing plan and evaluation plan.
Utilize and promote community organizations or non‐profit services to increase wildlife and pollinator habitat within targeted neighborhoods via community action projects, workshops and citizen science.
In progress
In Progress X X
Regularly recommended Backyard Habitat program, Audubon, Xerces, Friends of Trees, Master Gardeners, and other partners to technical assistance requests.
Work with and support PDX Greywater Partnership and other water conservation groups and initiatives.
In progress
In Progress X X
Recommended Greywater Partnership resources to at least one technical assistance requester. Provided TSWCD with guidance to begin working with PDX Greywater Partnership.
Participate in the Grant Butte and other land‐use planning groups.
In progress
In progress X X
Attended one Grant Butte meeting (Nov & Dec meetings were cancelled). Attended one meeting of Gabbert Butte Stakeholder Advisory committee.
Collaborate with Watershed Councils within EMSWCD boundaries.
In progress
In progress X X
1st quarter: Staff represented EMSWCD on CSWC board, attended JCWC‐IJC, CSWC Tech Team, and other regular meetings. 2nd quarter: Staff attended all regularly scheduled Watershed Council meetings.
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Demonstration Projects
Implement the Conservation Corner outreach plan to enhance the visibility and educational value of the site.
In progress
In progress X X Outreach plan is in progress.
Oversee maintenance and improvements to Conservation Corner landscape, green infrastructure (pervious pavement, roofs, walls, etc.), and Green Streets.
In progress
in progress X X
Staff oversaw and closed out the landscaping contractor’s work for the 2018 season; began developing bid for bike shed green roof; oversaw reinstallation of rain garden after sewer line repair; and scheduled estimates for Tree of Heaven removal.
Provide group tours of the EMSWCD facilities to demonstrate naturescaping and green infrastructure principles in practice. 4 tours/year; 100 attendees.
In progress
In progress X X
1st quarter: 0 tours. 2nd quarter: 1 tour, 26 attendees.
Participate in outreach team for the MHCC retrofit project. In
progress In
progress X X Staff organized a stakeholder tour of initial projects, and attended 2 meetings with outreach team to support the development of outreach plan this quarter.
Participate in Steering committee for the MHCC retrofit Project.
In progress
In progress X X Staff met bi‐weekly and as needed to keep project on task.
Develop and initiate contracts and agreements as needed and necessary to begin implementation of the top priority projects on the MHCC Campus.
In progress
In progress X X
Working with MHCC to develop Salmon‐Safe outreach plan and working with MHCC Facilities to incorporate Salmon‐Safe into the Facilities Management Master Plan.
Work with partners to implement top priority projects identified in the MHCC assessment.
Not planned
In Progress X X
MHCC parking lots E and F were retrofitted with new stormwater management facilities.
Engage with community organizations, jurisdictions and non‐profits to identify/explore potential large‐scale demonstration projects within targeted neighborhoods.
In progress
In Progress X X Informal conversations held, but no solid leads.
Monitoring and Evaluation
Meet with partners, review partner monitoring reports, studies and findings.
In progress
In progress X
Attended Lowering the Temperature conference; Johnson Creek Science Symposium; and Benton SWCD soil solarization workshop, in 2nd quarter.
Define program monitoring and evaluation metrics. Not
planned No
Progress X X No progress made due to competing priorities.
Identify relevant information and review the results of partner tracking efforts.
Not planned
No Progress X X No progress made due to competing priorities.
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RuralLands
RURAL LANDS Strategic Goals:
1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. 5. Increase the sustainability of Agriculture
Program Goals: 1. Decrease erosion from working lands in the rural part of the district to prevent sediment and bacteria from entering waterways. 2. Improve the efficiency of irrigation on working lands. 3. Increase stream shading to protect water temperature and improve riparian habitat in priority watersheds. 4. Understand water quality baseline levels in priority watersheds and trends over time. 5. Reduce the impacts of ecosystem altering weeds species on natural habitats in the rural part of the district, focusing on protecting high value native forest and
riparian areas. 6. Limit invasive species pressure on natural regeneration of native forest in areas burnt by the 2017 Eagle Creek fire. 7. Increase awareness among landowners and managers about protecting and improving water quality, water quantity, soil health, riparian health, natural habitats,
and reducing populations of invasive weeds.
Annual Activities and Deliverables Timeframe
2nd QUARTER COMMENTS Q1 Q2 Q3 Q4
Technical and Financial Assistance
Landowners Consultations
Conduct 20 site visits including first‐time site visits with 5 landowners.
In progress
In progress X X Conducted 4 site visits including 1 first‐time visit.
Develop 5 technical recommendations and/or conservation plans that include recommendations to address erosion and/or water quality.
In progress
In progress X X
Developed practice recommendations for drip irrigation and rainwater harvesting for an urban farm.
Assist 4 landowners with cost share applications. In
progress In
progress X X Cost share was provided for the implementation of drip irrigation on 1 acre and an 11,000‐gallon rainwater tank at an urban farm.
Partner with NRCS to promote and deliver cost share assistance.
In progress
In progress X X
Monthly meetings held with NRCS and West Multnomah SWCD to coordinate efforts.
Erosion Solutions
Implement erosion practices on 60‐acre nursery property. Complete Complete Project completed during the 1st quarter.
Network within the nursery industry. In
progress In
progress X X Attended meetings of the Mt Hood Chapter of the Oregon Association of Nurseries.
Work with cooperators to design and implement erosion prevention practices.
In progress
In progress X X
Work on a cost share project to install erosion prevention practices at one nursery continues; in discussions with two others.
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StreamCare
Site restoration and maintenance
The existing, planted StreamCare areas on 403 acres along 15 miles of stream will be maintained to ensure good rates of plant survival.
In progress
In progress X X 139 acres were maintained
Another 25 acres prepared and planted in FY18‐19. In
progress In
progress X X 14.8 acres were prepared for planting
Coordinate contracted labor crews to prepare new sites for planting, control weeds on existing sites, and plant native trees and shrubs.
In progress
In progress X X
900 cuttings were planted on 3.35 acres along 0.24 miles of stream
Manage wholesale plant orders, delivery, and storage. In
progress In
progress X Plant orders were confirmed in the 2nd quarter.
StreamCare sites that reach the five‐year mark will be evaluated to determine if the site is ready to graduate or if the landowner agreement should be extended.
In progress
In progress X X
Sites were evaluated in the 2nd quarter. These evaluations are ongoing.
For landowners that are graduating from StreamCare, offer a site visit. Approximately 63 acres along 2 stream miles are scheduled to graduate during FY18‐19.
In progress
In progress X X
Site visits will begin after evaluation of each site is completed.
Program development
Develop options for long term protection of graduated StreamCare sites.
Not planned
No progress X Will be given attention during the 3rd quarter.
Estimate based on graduations when a new watershed can be added.
Not planned
No progress X Will be given attention during the 3rd quarter.
Monitoring and evaluation
Maintain GPS and GIS data; maintain StreamCare “database” track and compile deliverables.
In progress
In progress X X Ongoing
Complete shade modelling of Johnson Creek. Not
planned No
progress X Waiting on GIS assistance.
Outreach
Use mailings, advertisements, web and social media to promote conservation, outreach events and program offerings.
In progress
In progress X X
Promoted a screening of the film Farmers for America. Did a mailing to promote a native plants workshop that will take place in the 3rd quarter.
Coordinate four workshops to provide conservation education and program information.
In progress
In progress X X
Staff are planning workshops about attracting wildlife and mud and manure management for the 3rd and 4th quarters.
Develop video content for website and social media. Not
planned In
progress X Completed a video about the Headwaters Farm Incubator Program. Ideas for future videos are being developed.
Partner with other SWCDs to fund, develop and staff a booth at the Far West Show. Table at two partner events.
In progress
Not planned X No tabling during the 2nd quarter.
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Use equity lens to evaluate outreach methods and materials to identify needed changes.
Not planned
No progress X X
This item is delayed as capacity was redirected to chairing the Equity Team during development of the draft equity plan.
Water Quality Monitoring
Collect monthly samples in upper Beaver and Johnson Creeks. This will include on‐site measurement of pH, conductivity, and turbidity as well as laboratory analysis for fecal bacteria, total suspended solids, total phosphorous, and nitrate.
In progress
In progress X X
Monthly sampling is ongoing and was completed as planned for the 2nd quarter.
Install continuous temperature loggers in multiple locations in Beaver, Johnson, Big, and Smith creeks each April.
Not planned
Not planned X Planned for start of summer.
Remove temperature loggers in the fall. Complete Complete Completed as planned in the 1st quarter.
Analyze and report on water quality data in collaboration with other partners monitoring efforts.
In progress
In progress X X
Water quality data from Johnson Creek was presented as part of the Lower Willamette Agricultural Water Quality Plan Biennial Review.
Weeds
Early detection and rapid response
Verify, assess, and perform necessary control for all reports of species from the Early Detection & Rapid Response list.
In progress
In progress X X
Received and verified one report of Impatiens bicolor aka two‐colored impatiens. Control will happen during the 3rd quarter.
Control priority weeds
Control all known riparian knotweed infestations every two years (85 properties total, 43 for FY18‐19)
Complete Complete
Completed in the 1st quarter. Surveyed 43 knotweed sites. Found and treated new infestations on private property totaling 130sqft. Treated regrowth of known infestations totaling 8100sqft on private and 3700sqft on public properties.
Survey and control all non‐riparian knotweed locations every two years (91 properties total, 46 for FY18‐19).
Complete Complete Completed in the 1st quarter. Surveyed 46 properties; area controlled included above.
Annually control of all accessible false brome infestations (acreage unknown due to Eagle Creek fire) to prevent establishment in the rural areas of the district.
Complete Complete Completed in the 1st quarter. Controlled 35sqft across 2.7 acres of private land and 59sqft across 45.1 acres of public land.
Survey for new false brome populations along plausible vectors.
Complete Complete Completed in the 1st quarter. Surveyed 3.2 acres of private and 6.6 acres of public land for new false brome infestations. None found.
Control 20% of known infested acreage (~200 acres) of spurge laurel where access has been granted by the landowner.
Not planned
Not planned X This work will take place during the 3rd quarter.
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Control at least ~550 acres of English ivy and old man’s beard in current projects areas (~2800 acres).
No progress
In progress X X Controlled 1.5 acres of old man’s beard.
Monitor half (~1400 acres) of the current project acreage (~2800 acres) of English ivy and old man’s beard.
No progress
In progress X X Surveyed 8 acres for old man’s beard.
Annually control all known infestations (241 properties) of garlic mustard outside the containment zone a minimum of 2 times.
Not planned
In progress X
The fall weather was conducive, allowing for an unplanned fall treatment of 3.7 acres of garlic mustard across 67.34 total acres.
Survey plausible vectors and outlying areas for spread of garlic mustard.
Not planned
Not planned X Planned for spring.
Eagle Creek Fire response
Monitor post fire recovery and identify areas of weed pressure in collaboration with USFS, OR State Parks and other organizations.
In progress
In progress X X Ongoing.
In collaboration with partners, undertake weed control in priority areas
In progress
In progress X X 41.11 acres in 2nd quarter.
Regional coordination
Provide technical assistance with weed identification and control methods.
In progress
In progress X X Ongoing
Participate in both the 4‐county and Columbia Gorge Cooperative Weed Management Areas.
In progress
In progress X X Ongoing
Monitoring and evaluation
Maintain special location information in GIS, including abundance information for the target species.
In progress
In progress X X
GIS data collected on 2018 weeds sites by staff and contractors.
Derive invasive weed control treatment polygons to track weed treatment efforts.
In progress
In progress X X Areas of post fire weed control areas defined. Ongoing.
Evaluate the feasibility of reducing the garlic mustard containment area and identify priority areas to target.
No progress
In progress X X
The current thinking is that it will not be feasible this fiscal year due to the uncertainty concerning the potential spread of garlic mustard infestations by machinery and landslides in the area of the Eagle Creek fire.
Analysis to determine if the reduce coverage goals for false brome, English ivy, Old man’s beard and spurge laurel were met and to set new goals.
No progress
No progress X X Will be given attention during the 3rd quarter.
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ConservationLegacy
HEADWATERS Strategic Goals:
1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. 4. Protect agricultural lands. 5. Increase the sustainability of Agriculture.
Program Goals: 1. Maintain and improve the natural resources at Headwaters Farm to support sustainable agriculture. 2. Facilitate the establishment of viable new farm businesses, that are good stewards of land. 3. Increase the visibility of conservation farming practices. 4. Headwaters Farm facilities, infrastructure and equipment supports the HIP program and EMSWCD’s mission.
Annual Activities and Deliverables Timeframe
2nd QUARTER COMMENTS Q1 Q2 Q3 Q4
Natural Resources Management
Plan, implement and monitor a suite of practices that promote good stewardship through a conservation planning approach, including: organic practices, cover cropping, nutrient management, reduced and appropriately timed tillage, drip irrigation, compaction alleviation, among others.
In progress
In progress X X
New stormwater facilities are functioning well in the wet weather, the farm has robust winter cover crops throughout, soil samples were taken for all plots, and the new aerated compost system is now operational, initiating the composting processing for the outstanding compost pile.
Soil Health Improvements
Cover crop or silage tarp all farmable areas of Headwaters Farm while not in production (approximately 34 acres possible).
In progress
In progress X X
All areas of the farm that aren’t in winter production have been cover cropped with a mixture of vetch, peas, clover, and winter rye. Summer cover cropping will begin around May.
Soil samples taken for all fields in October ‐ both in production or not ‐ to help determine fertility needs and document change over time.
Not planned
Complete Samples were taken in mid‐October.
Manage invasive weeds. In
progress In
progress X Winter weed management stems from establishing dense, robust cover crops. That has been done for all fields not in active production.
Lime fields and applications of other amendments as needed.
Not planned
Complete X
Soil samples indicate there won’t be a need for large scale liming in 2019. However, some HIP farmers will apply small amounts of lime/dolomite as their crops and specific fields warrant.
Erosion and Stormwater Management
Realignment of roadway in close proximity of the North Fork of Johnson Creek within the Dianna Pope Natural Area, including 275ft of new gravel road situated away from the
In progress
In progress
Permit received from Multnomah County. Construction will take place in the spring/summer of 2019. Bids will be gathered in the 3rd quarter.
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water resource and deconstruction and planting of 325ft of the existing roadway.
Incorporate legacy nursery stock piles into the fields and begin to remediate them with cover crops.
Not planned
Not planned X
These piles will be included in the scope of work with other projects requiring earthmoving equipment. This is planned to occur in the spring/summer of 2019.
Irrigation efficiency
Work with incubator farmers to encourage the use of low‐output irrigation and developing and utilizing an Irrigation Water Management Plan.
In progress
In progress X
New guidelines have been put into the Farmer’s Manual (contract with the HIP farmers) as to water application expectations and record keeping requirements. HIP and Rural Lands staff will work together to design a program for supporting the farmers in implementing sound irrigation strategies.
Natural Habitat
Establish an additional 6,500ft2 of pollinator habitat (2,000ft2 between the propagation houses and 4,500ft2 to the east of the in‐holding property).
Not planned
Complete X Planting concluded at the end of November and mulch has been installed over the planting.
Maintain existing pollinator habitat, hedgerows and beetle bank.
In progress
In progress X X
Weeding occurred as needed in the hedgerows. More extensive maintenance will happen in the spring.
Headwaters Incubator Program (HIP)
Complete Headwaters 5‐year plan Not
planned No
Progress X Planned for the winter months, but no progress has been made to date.
HIP Farmer recruitment and retention
Obtain at least 10 HIP applicants for the 2018 growing season.
In progress
Complete Complete, but target not met. Seven applications were received, of which four strong candidates were brought into the incubator program for the 2019 season.
Two‐to‐five new farms recruited in FY18‐19. Not
planned Complete X
Four new farmers will be joining HIP for the 2019 growing season, totaling roughly two acres of production.
Host at least 12 incubator farmers at all times. In
progress Complete X X
There will be 15 farms (~20 farmers) participating in HIP for the 2019 growing season.
HIP Farmer Support and Training
Tractor safety and operation training. Not
planned Not
planned X Planned for spring 2019.
Record keeping cohort, participation in farm business record keeping training.
Not planned
Not planned X X This is scheduled to begin in February 2019.
BCS maintenance and individual farmer operation trainings. Not
planned Not
planned X Planned for spring and summer 2019.
New farmer orientation. Not
planned Not
planned X Planned for February 20th, 2019.
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Nutrient management training. Not
planned Not
planned X Planned for spring 2019.
Irrigation management training. Not
planned Not
planned X Planned for spring and summer 2019.
HIP Graduate Support
Identify one or more HIP graduates to lease Mishima Farm. Complete Complete Selection process successfully completed, with Full Cellar Farm selected to be the Mainstem tenant starting in 2019.
Work with graduating farmers to identify best landing options for their farm businesses.
In progress
Complete
Full Cellar Farm is set to lease the Mainstem Farm property which EMSWCD owns. Alquimia Botanicals passed on a solid landing opportunity in favor of relegating the business to selling nursery starts this year. They will be keeping planting stock to begin actively farming again in subsequent seasons.
Maintain ongoing relationship with HIP graduates and connect them to various support services.
In progress
In progress X X
A draft version of the End of Year Survey has been created with the Survey Monkey platform and will be sent out before the end of January 2019.
Outreach and Education
Highlight and promote key conservation efforts by keeping an active social media presence and updating the HIP page on the EMSWCD website regularly.
In progress
In progress X X
Numerous updates were made on social media relating to conservation practices. Several blogs have been written and will be published in a staggered fashion over the forthcoming months.
Create plan for the incorporation of interpretive signage and other informational documentation at the farm; begin making and displaying signs.
Not planned
In progress X
Initial efforts have been made to document the host of signage needs around the farm. Design and quotes will be gathered during the third quarter.
Lead tours at Headwaters Farm for prospective farmers, program partners, and the general public.
In progress
In progress X X
Four tours were conducted in the 2nd quarter reaching around 30 visitors comprising potential applicants, partner organizations, and the general public.
Tabling, presentations, events, and other outreach opportunities as they arise.
In progress
In progress X X
Staff offered interview to Oregon Tilth for Organicology audio; participated in a HIP video developed by Chelsea White‐Brainard; helped organize and presented at a joint Farmer Development Open House; gave an interview to the Portland Business Journal on small farmer development; and attended the National Incubator Farm Training Initiative’s Field School.
Provide onsite training opportunities for Farmers of Color Apprenticeship Program.
In progress
In progress X
Mudbone Grow has been engaged and conversations are happening to explore opportunities for the 2019 growing season.
Explore partnerships and grant funding to pursue programming that utilizes Headwaters Farm resources to create farming opportunities for underserved groups.
Not planned
No Progress X No progress has been made on this front.
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Facilities, Infrastructure and Equipment
Construction of three forced air compost boxes. In
progress Complete
Construction and plumbing of the boxes was completed and the solar power system functional in the 2nd quarter. The boxes will be filled once cold weather permits the operation of a tractor without major soil disruption.
Design, permit, and build equipment shed. In
progress In
progress X X Multnomah County has been engaged regarding permitting requirements, and several design options for the facility were explored.
Ongoing maintenance of farm vehicles and equipment In
progress In
progress X X General maintenance was performed on machinery with a major servicing happening at the onset of the 3rd quarter.
Conduct facilities, road and path safety inspections and address issues that arise.
In progress
In progress X X
Weekly inspections of primary access routes were conducted. No notable events or requiring immediate attention were observed.
LAND LEGACY Strategic Goals:
1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. 4. Protect agricultural lands. 5. Increase the sustainability of Agriculture. 6. Provide equitable access to nature.
Program Goals: 1. Protect agricultural land east of the Urban Growth Boundary, excluding the urban reserve. 2. Help partners protect one to two urban farms and community gardens projects through financial and technical assistance. 3. Protect priority habitats in the district by helping partners protect areas identified in conservation‐related plans. 4. Assist partners establish new parks and natural areas in underserved communities.
Annual Activities and Deliverables Timeframe
2nd QUARTER COMMENTS Q1 Q2 Q3 Q4
LLP Program
Backfill outstanding records management needs for all property interests.
In progress
In progress X X
Created property acquisition/management file for the Headwaters property.
Finalize remaining identified program foundational documents.
In progress
In progress X
Easement and Farm Lease Templates were finalized. Easement Management guidelines were formally adopted by the Board int eh 2nd quarter. Two initial Agricultural Management Plans (AMP) were significantly advanced.
Consider and potentially implement streamlined approach to transaction review and approval.
Not Planned
Not Planned X X Planned for later in the year.
Design and produce Land Legacy Program poster displays. In
progress In
progress One of three posters have been completed.
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Working Farmland Protection
Refine agricultural property prioritization for the agricultural focal area as well as non‐focal area agricultural properties east of the Sandy River.
Not Planned
No Progress X No capacity to pursue this during the 2nd quarter.
Conduct analysis of changes in the area and use of farmland over time, to determine extent of farmland loss within the district.
Not Planned
No Progress X No capacity to pursue this during the 2nd quarter.
Continued development and implementation of outreach program for the Ag community. Provide at least one distinct opportunity for the 75 highest priority landowners to learn about the working lands conservation easement program.
In progress
In progress X X
Film screening was held, and a kitchen table discussion was scheduled but postponed due to weather.
Close out disposition of Oxbow property. In
progress In
progress Negotiations were largely completed, and the PSA was close to execution.
Close on fee acquisition of Gordon Creek farm property. Complete Complete 20‐acre farm closed successfully in the 1st quarter.
Close on or substantively advance at least one other farmland transaction.
In progress
In progress X X
Secured agreement on acquisition of a working farmland easement. Investigated and advanced other opportunity; reached agreement on securing a Right of First Refusal for 20‐acre farm property, which is expected to be signed in the 3rd quarter.
Opportunities rapidly and creatively responded to; four or more ag properties will be brought before the EMSWCD board to consider for protection.
In progress
In progress X X
One fee acquisition was explored, for which a Right of First Refusal will be secured (see above). Multiple other opportunities explored.
Further develop partnerships with SWCDs and Land Trusts in support of agricultural land protection.
In progress
In progress X X
Serving on steering committee and sponsorship subcommittee for Land Camp conference.
Support the Oregon Ag Heritage Program and Willamette Valley Ag Preservation initiative and ensure these programs help support EMSWCD agricultural land protection efforts.
In progress
In progress X X Continued to monitor and advocate for EMSWCD interests.
Farm succession resources developed if resources permit. In
progress In
progress X X Conducted outreach for Jan/Feb Succession Planning event; secured a commitment from approximately 15 attendees.
Agricultural Land Stewardship
Fee interest and conservation easement management guidelines adopted and implemented for current EMSWCD holdings.
In progress
In progress X X
Conservation easement management guidelines were adopted by Board.
Agricultural Management Plan guidelines finalized. In
progress In
progress Two Ag Management Plans substantially developed, which will inform the guidelines.
Agricultural management plans developed and implemented for Mainstem (formally Mishima), Oxbow, and Gordon Creek properties.
In progress
In progress X X
Mainstem AMP finalized, substantial elements of Oxbow AMP finalized, which will be completed in the 3rd quarter.
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Develop and finalize lease for Mainstem property. In
progress In
progress Substantially finalized.
Prepare sites and complete native plant installation to restore riparian habitat on the Mainstem property and Gordon Creek property.
In progress
In progress X
Mainstem riparian area treated for weeds in preparation for planning in February 2019.
Natural Resource Lands Protection
Support partner protection efforts financially with partner entity in the lead, as opportunities arise.
In progress
In progress X X Engaged on advancement of Columbia Slough project.
Update Natural Lands component of website. No
Progress No
Progress X No capacity to pursue this during the 2nd quarter given other priorities.
To the extent allowed by law, support efforts by external entities to secure funding for natural area protection and ensure the sustainable management of natural areas in the region.
In progress
In progress X X Participated in Metro Bond partner engagement efforts.
Natural Area Stewardship / DPNA
Weed control and plant maintenance, in‐fill planting where required.
Not Planned
Not Planned X X Planned for late winter and spring.
Conduct regular wildlife surveys, install and analyze wildlife camera footage.
In progress
In progress X X Planned monitoring for 2nd quarter was undertaken.
Install DPNA interpretive signage. In
progress Complete Interpretive sign was installed in the 2nd quarter.
Design and install welcome/entrance sign. Not
Planned No
Progress X X Planning for this project will be initiated in the 3rd quarter.
Finalize permitting and construction of road realignment to move roadway further from the North Fork of Johnson Creek
In progress
In progress X
Permit has been approved and received from Multnomah County. Construction will take place in the 4th quarter when the ground dries out sufficiently.
Access to Nature
Update Access to Nature component of website. No
Progress No
Progress X No capacity to pursue during the 2nd quarter given other more urgent priorities.
If capacity permits, assess and prioritize potential access to nature protection opportunities.
Not Planned
No Progress X X
No capacity to pursue during the 2nd quarter given other more urgent priorities.
Support partner protection efforts financially with partner entity in the lead, especially those targeted to under‐served communities.
In progress
In progress X X
No opportunities brought forward by partners in the 2nd quarter.
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GRANTS Strategic Goals:
1. Protect and improve water quality and quantity. 2. Protect and improve soil quality and quantity. 3. Protect and improve natural habitats. 4. Protect agricultural lands. 5. Increase the sustainability of Agriculture. 6. Provide equitable access to nature.
Program Goals: 1. Complement other EMSWCD program efforts in water quality, soil health, habitat restoration and sustainable agriculture. 2. Increase environmental literacy of EMSWCD residents. 3. Increase capacity and strengthen organizational structures needed to advance equitable conservation outcomes. 4. Establish and support sustainable school and community gardens throughout the urban areas of the EMSWCD service area. 5. Increase conservation benefits for communities and populations experiencing disparities in environmental health, environmental education, and natural
amenities.
Annual Activities and Deliverables Timeframe
2nd QUARTER COMMENTS Q1 Q2 Q3 Q4
Outreach, Engagement and Evaluation
Conduct survey of 2018 PIC applicants and present results. Complete Complete 2018 PIC applicant survey completed, and results presented at September Grants Committee meeting.
Conduct 1‐2 case studies of past grantees and/or assessment of a particular funding area (restoration or equity).
No Progress
No Progress
Postponed indefinitely due to additional work load on the Grants Manager with the SPACE grants administration.
PIC Grants
PIC Grant administration
Update PIC grant application and supporting materials, receive applications, conduct due diligence, prepare for and host Review Committee meeting, make recommendations to the Board for PIC grant awards.
Not Planned
In progress X X
PIC materials were prepared for 2019 grant cycle, opening on November 1st. Twenty‐eight eligible applications were received by the December 15 deadline. Preliminary review was conducted. More thorough review will occur in the 3rd quarter.
Contract with grantees for 18 PIC and PIC Plus awards In
progress Not
planned X All 2018 PIC contracts are executed except for one, expected to be signed in 3rd quarter. The 2019 contracting process will begin in the 4th quarter.
Consider changes to PIC/PIC Plus grant structure and funding levels for consideration by the Grants Committee.
Complete Complete
Grants Committee recommended and the Board approved changes to the PIC grant program structure. PIC Plus will be discontinued, and all PIC grants duration lengthened to up to two years, and the maximum PIC grant amount increased up to $100,000 per grant.
Compliment other EMSWCD Program Efforts
Fund at least three restoration or monitoring projects. Not
Planned Not
Planned X PIC application review and award in the 3rd quarter.
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Fund at least three projects that address stormwater runoff, water quality/ conservation, and/or soil erosion.
Not Planned
Not Planned X PIC application review and award in the 3rd quarter.
Fund at least one project that promotes sustainable agriculture.
Not Planned
Not Planned X PIC application review and award in the 3rd quarter.
Sustainable School and Community Gardens
Re‐convene PIC grantees and other key stakeholders involved in school and community gardens to check in on respective roles, current issues and area to consider for PIC 2019.
Not Planned
No progress
At the time of finalizing workplan, proposal to postpone convening until next year due to staff added workload with SPACE. This was determined to be low priority since two key grantees have active multi‐year grants, precluding their applying for 2019 PIC.
Fund the development of at least two new community or school garden spaces.
Not Planned
Not Planned X PIC application review and award in the 3rd quarter.
Fund the upgrade and/or maintenance of at least three community or school gardens.
Not Planned
Not Planned X PIC application review and award in the 3rd quarter.
Environmental Literacy
Fund at least three mission‐specific environmental and/or garden education projects for youth.
Not Planned
Not Planned X PIC application review and award in the 3rd quarter.
Fund at least five projects that contain an educational component: hands‐on involvement of students or volunteers; work skills training (restoration, gardening, sustainable agriculture); and/or demonstration/interpretive element.
Not Planned
Not Planned X PIC application review and award in the 3rd quarter.
Equitable conservation outcomes and benefits
Support, through grants and/or facilitation, at least two partnerships that cross traditional sector lines and help to build alliances between conservation groups and culturally specific community organizations.
Not Planned
In Progress X
Staff co‐convened grantees and prospective grantees involved in Green Workforce Development, intended to facilitate and catalyze greater collaboration among the various groups working on this topic.
Fund projects of at least two culturally specific organizations to help build organizational and technical capacity for conservation work.
Not Planned
Not Planned X PIC application review and award in the 3rd quarter.
Participate in the Equity Grant Makers group, EMSWCD’s Equity Team, and training opportunities to address barriers to greater equity in grantmaking and conservation funding.
In progress
In Progress X X
Staff attended quarterly Equity Grantmakers Network meeting, continued to participate in Equity Team and complete assigned task related to EMSWCD Equity Plan.
Convene informal, small groups to share information and explore collaboration opportunities in equity‐related work.
Not Planned
In Progress
Staff has met with colleagues through Equity Grantmakers Network, as well as one on one to discuss opportunities. She also met with organization leaders/staff members during PIC meetings and site visits where equity related collaboration was a key topic. This is a continuing process and will continue in the 3rd and 4th quarters.
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SPACE Grants
Manage the transition of SPACE onto ZoomGrants online platform.
Complete Complete
SPACE grants administration has been successfully transitioned onto the ZoomGrants platform. July 2018 was the first month of applications were received online. Staff continues to make improvement in the online platform.
Fund projects that address restoration of urban habitat, stormwater management, water quality, and other on‐the‐ground conservation needs.
In progress
In progress X X
Two SPACE projects were funded this quarter that included naturescaping, building of a raingarden, and invasive plant removal. Nadaka Nature Park hosted a No Ivy Day, engaging volunteers in the community in removing ivy from the natural area of the park.
Fund projects that upgrade and/or maintain community and school gardens.
In progress
In progress X X
One SPACE project was funded this quarter that supported purchase of a water meter to enable transfer of a community garden to the City of Portland’s Community Garden Program.
Fund projects that contain an educational component: hands‐on involvement of students or volunteers; work skills training (restoration, gardening, sustainable agriculture); and/or demonstration/interpretive elements.
In progress
In progress X X
Three SPACE projects funded this quarter had an educational component, involving either the community or students. A grant to Metropolitan Family Services is supporting the Gresham High School SUN Program Hiking Club, enabling lower income students to participate in hiking and camping field trips.
Fund educational community events focused on conservation and/or agricultural issues that reach significant numbers of EMSWCD residents.
In progress
In progress X X
Two SPACE grants provided funding for events – one the No Ivy Day at Nadaka Nature Park with 48 volunteers participating. The second was support for the keynote speakers at the Cooperative Weed Management Area (CWMA) Pull Together Conference where over 130 were expected to attend, and the topic of the keynote focused on equity considerations in weed management.
SPA Grants
Attend SPA meetings and maintain familiarity with the contracts and projects.
In progress
In progress X X
The watershed councils met with staff in November to present on progress to date and plans for 2019/20.
Administer individual agreements: reimbursements, reporting and electronic files.
In progress
In progress X X
Staff communicated with watershed councils regarding upcoming reporting requirements, processed reimbursements and maintained electronic files.
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11:49 AM 01/25/19 Accrual Basis
EMSWCD
Balance Sheet Prev Year Comparison As of December 31, 2018
Dec 31, 18 Dec 31, 17 $ Change % Change
ASSETS
Current Assets
Checking/Savings
1000 · Beneficial checking 8,643.37 69,369.26 -60,725.89 -87.54%
1010 · LGIP savings acct #1 10,802,070.49 11,272,731.50 -470,661.01 -4.18%
Total Checking/Savings 10,810,713.86 11,342,100.76 -531,386.90 -4.69%
Accounts Receivable
1200 · Accounts Receivable
1205 · Property Taxes Receiveable 257,510.88 295,394.26 -37,883.38 -12.83%
1200 · Accounts Receivable - Other 1,419.48 8,129.89 -6,710.41 -82.54%
Total 1200 · Accounts Receivable 258,930.36 303,524.15 -44,593.79 -14.69%
Total Accounts Receivable 258,930.36 303,524.15 -44,593.79 -14.69%
Other Current Assets
1300 · Prepaid Expense 1,014.89 1,014.89 0.00 0.0%
1499 · Undeposited Funds 0.00 894.00 -894.00 -100.0%
Total Other Current Assets 1,014.89 1,908.89 -894.00 -46.83%
Total Current Assets 11,070,659.11 11,647,533.80 -576,874.69 -4.95%
Fixed Assets
1500 · Fixed Assets
1501 · Fixed Assets Cost 223,722.60 205,663.40 18,059.20 8.78%
1502 · Accumulated Depreciation -148,804.18 -124,350.18 -24,454.00 -19.67%
Total 1500 · Fixed Assets 74,918.42 81,313.22 -6,394.80 -7.86%
1600 · Building
1601 · Building Cost 494,516.42 494,516.42 0.00 0.0%
1602 · Accum Depreciation Building -175,521.55 -155,223.32 -20,298.23 -13.08%
1605 · Building/Capital Improvements 983,409.42 963,119.69 20,289.73 2.11%
1606 · Accum Depreciation Improvements -171,707.08 -143,264.84 -28,442.24 -19.85%
Total 1600 · Building 1,130,697.21 1,159,147.95 -28,450.74 -2.45%
1700 · Land 4,356,745.00 3,574,316.16 782,428.84 21.89%
Total Fixed Assets 5,562,360.63 4,814,777.33 747,583.30 15.53%
TOTAL ASSETS 16,633,019.74 16,462,311.13 170,708.61 1.04%
Page 1 of 5
EMSWCD Board Meeting February 2019 - Item 3b
39
11:49 AM 01/25/19 Accrual Basis
EMSWCD
Balance Sheet Prev Year Comparison As of December 31, 2018
Dec 31, 18 Dec 31, 17 $ Change % Change
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Accounts Payable
2000 · Accounts Payable 28,249.29 67,113.14 -38,863.85 -57.91%
Total Accounts Payable 28,249.29 67,113.14 -38,863.85 -57.91%
Credit Cards
2050 · Albina Visa Card
2056 · Visa - JU- 1461 0.00 -1,477.95 1,477.95 100.0%
Total 2050 · Albina Visa Card 0.00 -1,477.95 1,477.95 100.0%
Total Credit Cards 0.00 -1,477.95 1,477.95 100.0%
Other Current Liabilities
2400 · Security Deposits Returnable 2,700.00 2,800.00 -100.00 -3.57%
2100 · Payroll Liabilities -908.50 669.03 -1,577.53 -235.79%
2110 · Direct Deposit Liabilities -48.00 -48.00 0.00 0.0%
2150 · Accrued Compensated Absences 82,973.67 70,182.56 12,791.11 18.23%
Total Other Current Liabilities 84,717.17 73,603.59 11,113.58 15.1%
Total Current Liabilities 112,966.46 139,238.78 -26,272.32 -18.87%
Total Liabilities 112,966.46 139,238.78 -26,272.32 -18.87%
Equity
3900 · Retained Earnings-Unrestricted 7,370,978.74 7,053,165.38 317,813.36 4.51%
3950 · Board Designated Restrictions
3951 · Land Conservation Fund 6,275,739.81 5,926,572.81 349,167.00 5.89%
3952 · Projects & Cost Share 1,160,839.32 934,168.46 226,670.86 24.26%
Total 3950 · Board Designated Restrictions 7,436,579.13 6,860,741.27 575,837.86 8.39%
Net Income 1,712,495.41 2,409,165.70 -696,670.29 -28.92%
Total Equity 16,520,053.28 16,323,072.35 196,980.93 1.21%
TOTAL LIABILITIES & EQUITY 16,633,019.74 16,462,311.13 170,708.61 1.04%
Page 2 of 5
EMSWCD Board Meeting February 2019 - Item 3b
40
11:54 AM 01/25/19 Accrual Basis
EMSWCD
Profit & Loss Budget Performance July through December 2018
Jul - Dec 18 YTD Budget$ Over Budget
YTD% of Budget
YTD Annual Budget
Income4000 · Income
4100 · EMSWCD prop'ty tax 4,565,922.47 4,479,000.00 86,922.47 101.94% 4,832,473.00
4500 · Interest 102,225.14 68,500.02 33,725.12 149.23% 137,000.00
4600 · Grants
4610 · Federal 17,450.00 17,450.00 0.00 100.0% 17,450.00
4620 · State 58,189.00 51,017.00 7,172.00 114.06% 78,488.00
4600 · Grants - Other 0.00 35,000.00 -35,000.00 0.0% 35,000.00
Total 4600 · Grants 75,639.00 103,467.00 -27,828.00 73.1% 130,938.00
4800 · Rental Income 26,371.56 19,300.00 7,071.56 136.64% 38,900.00
4900 · Misc Income
4910 · Refunds/Rebates/Reimbsmnts 4,554.96 9,500.00 -4,945.04 47.95% 12,000.00
Total 4900 · Misc Income 4,554.96 9,500.00 -4,945.04 47.95% 12,000.00
Total 4000 · Income 4,774,713.13 4,679,767.02 94,946.11 102.03% 5,186,311.00
Total Income 4,774,713.13 4,679,767.02 94,946.11 102.03% 5,186,311.00
Gross Profit 4,774,713.13 4,679,767.02 94,946.11 102.03% 5,186,311.00
Expense
5000 · Payroll Expenses
5100 · Salaries & Wages 772,887.67 783,138.76 -10,251.09 98.69% 1,566,278.46
5200 · Payroll Taxes 71,874.00 77,717.36 -5,843.36 92.48% 155,433.52
5300 · Wkrs Comp Insurance 11,467.30 20,301.15 -8,833.85 56.49% 21,187.65
5400 · Emp Benefits 182,410.97 184,887.65 -2,476.68 98.66% 369,775.37
Total 5000 · Payroll Expenses 1,038,639.94 1,066,044.92 -27,404.98 97.43% 2,112,675.00
6000 · Professional Services
6005 · Contracted Bkkpr/Acctant 10,500.00 10,500.00 0.00 100.0% 21,000.00
6010 · Contracted Audit Services 5,100.00 5,500.00 -400.00 92.73% 5,500.00
6020 · Contracted Attorney 10,381.25 25,000.04 -14,618.79 41.53% 50,000.00
6050 · Contracted Services 237,415.41 297,480.00 -60,064.59 79.81% 594,960.00
6065 · Contracted IT Support 19,539.43 10,500.00 9,039.43 186.09% 21,000.00
Total 6000 · Professional Services 282,936.09 348,980.04 -66,043.95 81.08% 692,460.00
6100 · Admin
6110 · Audit Filing Fee 250.00 250.00 0.00 100.0% 250.00
6120 · Bank Charges 102.85 262.50 -159.65 39.18% 525.00
6130 · Bulk Mail Permit Renewal 0.00 250.00 -250.00 0.0% 250.00
6135 · Legal Notice 525.95 1,250.02 -724.07 42.08% 2,500.00
6140 · Payroll Svcs 251.50
6150 · Licenses & Fees 1,857.87 5,275.04 -3,417.17 35.22% 10,550.00
6160 · Taxes 4,311.11 6,160.00 -1,848.89 69.99% 6,160.00
Total 6100 · Admin 7,299.28 13,447.56 -6,148.28 54.28% 20,235.00
7100 · Occupancy
7110 · Utilities 12,862.27 11,190.00 1,672.27 114.94% 22,380.00
7120 · Telecommunications 9,822.88 9,894.06 -71.18 99.28% 19,788.00
7130 · Repairs/Maintenance 11,435.22 12,575.02 -1,139.80 90.94% 25,150.00
Total 7100 · Occupancy 34,120.37 33,659.08 461.29 101.37% 67,318.00
Page 3 of 5
EMSWCD Board Meeting February 2019 - Item 3b
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11:54 AM 01/25/19 Accrual Basis
EMSWCD
Profit & Loss Budget Performance July through December 2018
Jul - Dec 18 YTD Budget$ Over Budget
YTD% of Budget
YTD Annual Budget
7500 · Insurance
7510 · Property Insurance 362.00 4,000.00 -3,638.00 9.05% 4,000.00
Total 7500 · Insurance 362.00 16,000.00 -15,638.00 2.26% 16,000.00
8100 · Office Expenses
8110 · Office Supplies 2,499.76 4,425.00 -1,925.24 56.49% 8,850.00
8115 · Postage, Delivery 1,184.94 3,724.94 -2,540.00 31.81% 7,450.00
8120 · Printing, Copying 2,646.25 8,399.96 -5,753.71 31.5% 16,800.00
8130 · Furnishings & Equipment 242.05 4,249.96 -4,007.91 5.7% 8,500.00
Total 8100 · Office Expenses 6,573.00 20,799.86 -14,226.86 31.6% 41,600.00
8200 · Production
8210 · Advertising 400.27 5,499.98 -5,099.71 7.28% 11,000.00
8250 · Public Relations Promo 14,531.43 4,749.98 9,781.45 305.93% 9,500.00
Total 8200 · Production 14,931.70 19,499.94 -4,568.24 76.57% 36,000.00
8500 · Programs & Projects
8505 · Dues 8,108.64 5,464.94 2,643.70 148.38% 10,790.00
8506 · Subscriptions 5,663.38 9,479.52 -3,816.14 59.74% 18,459.00
8510 · Contracts w/ Partners/Lndownrs 70,901.00 58,500.00 12,401.00 121.2% 117,000.00
8520 · Grants to Others 527,003.99 716,000.00 -188,996.01 73.6% 1,397,000.00
8530 · Program Supplies 28,836.92 45,852.52 -17,015.60 62.89% 92,705.00
8540 · Plants & Materials 4,700.25 5,000.00 -299.75 94.01% 15,000.00
8560 · Space Rental 744.20 3,738.02 -2,993.82 19.91% 6,788.00
8570 · Equip Rental 371.25 3,500.00 -3,128.75 10.61% 8,000.00
8580 · Vehicles Rent/Lease 6,045.50 7,250.02 -1,204.52 83.39% 16,500.00
8500 · Programs & Projects - Other 29.98
Total 8500 · Programs & Projects 652,405.11 854,785.02 -202,379.91 76.32% 1,682,242.00
8600 · Training
8610 · Training/Development Staff 2,262.39 9,750.06 -7,487.67 23.2% 19,500.00
Total 8600 · Training 2,262.39 13,750.04 -11,487.65 16.45% 27,500.00
8700 · Travel
8730 · Out of Town Travel- Staff 2,551.26 6,174.98 -3,623.72 41.32% 12,350.00
8750 · Local Mlg, Pkg, Bus - Staff 4,019.55 5,100.00 -1,080.45 78.82% 10,200.00
Total 8700 · Travel 6,570.81 13,524.98 -6,954.17 48.58% 27,050.008800 · Volunteers
8810 · Volunteer Recog 2,172.62 4,650.00 -2,477.38 46.72% 10,300.00
8820 · Vol Refreshments 1,977.68 5,724.98 -3,747.30 34.55% 12,450.00
Total 8800 · Volunteers 4,150.30 10,374.98 -6,224.68 40.0% 22,750.00
8900 · Misc Expenses 426.74 0.00 426.74 100.0% 0.00
9000 · Capital Outlay
9010 · Office/Field Equipment 9,648.00 3,000.00 6,648.00 321.6% 6,000.00
9040 · Purchase of Real Property 1,001,891.99 3,000,000.00 -1,998,108.01 33.4% 7,015,000.00
Total 9000 · Capital Outlay 1,011,539.99 3,046,999.98 -2,035,459.99 33.2% 7,091,500.00
Total Expense 3,062,217.72 5,457,866.40 -2,395,648.68 56.11% 11,837,330.00
Net Ordinary Income 1,712,495.41 -778,099.38 2,490,594.79 -220.09% -6,651,019.00
Net Income 1,712,495.41 -778,099.38 2,490,594.79 -220.09% -6,651,019.00
Page 4 of 5
EMSWCD Board Meeting February 2019 - Item 3b
42
12:08 PM 01/25/19 Accrual Basis
EMSWCD
Profit & Loss by Class July through December 2018
Finance & Operations Rural Lands
Urban Lands
Conserv. Legacy HIP
Projects & Grants
Land Conservation
Fund
Partner Grants Mgmt TOTAL
Ordinary Income/Expense
Income
4000 · Income 4,621,473.39 44,921.00 0.00 11,000.00 12,373.56 11,877.90 65,895.28 7,172.00 4,774,713.13
Total Income 4,621,473.39 44,921.00 0.00 11,000.00 12,373.56 11,877.90 65,895.28 7,172.00 4,774,713.13
Gross Profit 4,621,473.39 44,921.00 0.00 11,000.00 12,373.56 11,877.90 65,895.28 7,172.00 4,774,713.13
Expense
5000 · Payroll Expenses 257,757.58 334,839.86 194,252.54 171,566.41 80,223.55 0.00 0.00 0.00 1,038,639.94
6000 · Professional Services 50,615.23 160,607.17 27,154.94 30,081.25 4,477.50 0.00 0.00 10,000.00 282,936.09
6100 · Admin 2,495.17 0.00 468.00 3,792.01 544.10 0.00 0.00 0.00 7,299.28
7100 · Occupancy 17,585.38 2,267.65 814.38 728.97 12,723.99 0.00 0.00 0.00 34,120.37
7500 · Insurance 362.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 362.00
8100 · Office Expenses 4,979.43 187.39 369.91 588.12 448.15 0.00 0.00 0.00 6,573.00
8200 · Production 4,230.00 21.97 10,279.46 0.00 400.27 0.00 0.00 0.00 14,931.70
8500 · Programs & Projects 10,174.78 16,592.90 8,770.72 6,068.96 13,092.76 597,704.99 0.00 0.00 652,405.11
8600 · Training 344.93 1,409.12 0.00 108.10 400.24 0.00 0.00 0.00 2,262.39
8700 · Travel 669.20 2,754.74 498.31 1,551.89 1,096.67 0.00 0.00 0.00 6,570.81
8800 · Volunteers 3,509.27 361.84 66.00 103.80 109.39 0.00 0.00 0.00 4,150.30
8900 · Misc Expenses 26.74 0.00 400.00 0.00 0.00 0.00 0.00 0.00 426.74
9000 · Capital Outlay 0.00 0.00 0.00 4,005.00 9,648.00 0.00 997,886.99 0.00 1,011,539.99
Total Expense 352,749.71 519,042.64 243,074.26 218,594.51 123,164.62 597,704.99 997,886.99 10,000.00 3,062,217.72
Net Ordinary Income 4,268,723.68 -474,121.64 -243,074.26 -207,594.51 -110,791.06 -585,827.09 -931,991.71 -2,828.00 1,712,495.41
Net Income 4,268,723.68 -474,121.64 -243,074.26 -207,594.51 -110,791.06 -585,827.09 -931,991.71 -2,828.00 1,712,495.41
Amount Appropriated by Program 738,546 1,072,873 677,874 527,077 309,410 1,849,000 7,015,000 35,000
Percent of Fiscal Year Passed 50% 50% 50% 50% 50% 50% 50% 50%
47.8% 48.4% 35.9% 41.5% 39.8% 32.3% 14.2% 28.6%Percentage of Appropriation Spent YTD
General Fund Special Funds
Page 5 of 5
EMSWCD Board Meeting February 2019 - Item 3b
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Budget Calendar Fiscal Year 2019‐2020 East Multnomah Soil and Water Conservation District 12/10/2018
Page 1 of 2
Contact: Dan Mitten, Chief of Finance & Operations; Phone: 503-935-5353; Email: [email protected]
Actions 2019
Formal Action Required Jan Feb Mar Apr May Jun
1 Draft budget calendar is sent to TSCC 18
There is no requirement for the governing body to formally approve the budget calendar…. Budget Manual for Local Gov’ts. in Multnomah Co., p. 9.
2 Regular District Board meeting, 6:00 PM at 5211 N Williams Ave. 4 1. Board appoints budget
officer.2. Budget calendar is adopted.
3 Budget officer with staff prepares draft budget and budget message for Budget Committee review.
5‐> <‐3
4
Legal notice is published of Budget Committee’s first meeting. Notice is also posted on website to meet notification guidelines. Includes notice that public testimony will be taken at the second meeting but not the first one and other required information listed in Budget Manual for Local Gov’ts in Multnomah Co., p. 42‐43.
13
5
First meeting of the Budget Committee at 4:00 PM at 5211 N Williams Ave – Immediately prior to Regular District Board Meeting No public comment will be taken at this meeting. Copies of proposed budget will be made available to public at the meeting and thereafter in the District office.
4
4:00‐6:00 PM
1. Appoint the presiding officer2. Receive the budget message
and draft budget.3. Establish procedures for
receiving public testimony.4. Review proposed budgetand request changes.
6 Budget officer works with staff to revise the budget. 5‐> <‐31
7 Legal notice is published of the Budget Committee’s second meeting. Notice is also posted on website to meet notification guidelines.
13
8
Second meeting of the Budget Committee at 5:00 PM at 5211 N Williams Ave. – Immediately prior to Regular District Board Meeting Copies of revised budget will be made available to public at the meeting and thereafter in the District office.
1
5:00‐6:00 PM
1. Public questions andcomments will be taken atthis meeting.
2. Review revised budget andrequest any additionalrevisions.
9 Budget officer works with staff to prepare final budget for Budget Committee approval.
2‐> <‐5
10
Legal notice is published of the Budget Committee’s third meeting. Notice is also posted on website to meet notification guidelines (notice of the TSCC hearing on May 15th will also be published at this time on the website).
17
EMSWCD Board Meeting February 2019 - Item 4a
44
Budget Calendar Fiscal Year 2019‐2020 East Multnomah Soil and Water Conservation District 12/10/2018
Page 2 of 2
Actions 2019
Formal Action Required Jan Feb Mar Apr May Jun
11
Final meeting of the Budget Committee at 5:00PM at 5211 N Williams Ave. – immediately prior to Regular District Board Meeting Copies of latest revised budget will be made available to public at the meeting and thereafter in the District office. Public comment will not be taken at this meeting.
6
5:00‐6:00 PM
1. Review final changes to budget. 2. Resolution to approve budget. 3. Resolution setting maximum tax
levy.
12 Budget officer will submit approved budget to TSCC. Include all documents outlined in Budget Manual for Local Gov’ts. in Multnomah Co., p. 48.
7
13
Publish legal notice one time announcing the TSCC public hearing and including the budget summary in The Oregonian. Must include the required information listed in Budget Manual for Local Gov’ts. in Multnomah Co., p. 51.
8
14 TSCC budget hearing at 4:00pm – 5211 N Williams Ave 21
1. The District presents an overview of the budget and responds to questions from the Commissioners and the public.
2. The Commission receives testimony from any persons present.
15 TSCC will send certification letter and any concerns to District Board. 22‐31
16 Regular District Board meeting 6:00 PM at 5211 N Williams Ave.
3 *
1. Consider public testimony given at the TSCC hearing.
2. Respond to TSCC certification letter.
3. Adopt the budget. 4. Make appropriations. 5. Declare and categorize taxes. 6. Approve BC#3 meeting minutes. * Deadline for Board to adopt the budget is June 30.
17
Adopted budget is sent to TSCC within 30 days of adoption. Adopted budget is sent to Darlene Rabjohn at Multnomah County Tax Assessor’s office.
4‐30
EMSWCD Board Meeting February 2019 - Item 4a
45