wednesday, january 9, 2019 2h board meeting minutes · 2019. 3. 15. · wednesday, january 9, 2019...

Wednesday, January 9, 2019

B o ar d M ee t i ng M i n ut es

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2H

MILLER WOODS | 15580 NW ORCHARD VIEW ROAD | MCMINNVILLE, OR 97128

1) CALL TO ORDER & LATE AGENDA ITEMS: Barbara called the meeting to order at 7:30 am.

a. Oath of Office: 2019 - 2022 Directors: Chair, Barbara Boyer, administered the 2019 Oath of Office to directors

Dave Cruickshank, Pat FitzGerald, and Ximena Orrego. Their elected director roles expire December 31, 2022.

b. Election of Officers: i. Dave Cruickshank moved, and Sam Sweeney seconded to nominate Barbara Boyer as the 2019 District Board

Chair. The motion passed unanimously.

VOTE RECORD: Approved Barbara Boyer as the 2019 District Board Chair.

Accepted

Accepted as Amended

Tabled

DIRECTOR Yes/Aye No/Nay Motion Second

Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney

ii. Barbara Boyer moved, and Sam Sweeney seconded to nominate Dave Cruickshank as the 2019 District Vice

Chair. The motion passed unanimously.

VOTE RECORD: Approved Dave Cruickshank as the 2019 District Board Vice Chair.

Accepted

Accepted as Amended

Tabled

DIRECTOR Yes/Aye No/Nay Motion Second

Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney

DIRECTORS: Present OTHER/GUESTS: Present SWCD/NRCS: Present Barbara Boyer Luke Westphal Larry Ojua

Gordon Cook James Riedman Julie Lorenzen

Dave Cruickshank Josh Togstad

Pat FitzGerald Mike Crabtree

Leo Krick Jessica LaRue

Sam Sweeney Thomas Hoskins

Ximena Orrego Amie Loop-Frison

Justin Cooley

Marie Vicksta

Edited Version 2-12-19

APPROVED Authorized Signature:

Date:



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2H iii. Dave Cruickshank moved, and Sam Sweeney seconded to nominate Pat FitzGerald as the 2019 District Board

Treasurer. The motion passed unanimously.

VOTE RECORD: Approved Pat FitzGerald as the 2019 District Board Treasurer.

Accepted

Accepted as Amended

Tabled

DIRECTOR Yes/Aye No/Nay Motion Seconded

Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney

iv. Pat FitzGerald moved, and Dave Cruickshank seconded to nominate Leo Krick as the 2019 District Board

Secretary. The motion passed unanimously.

VOTE RECORD: Approved Leo Krick as the 2019 District Board Secretary.

Accepted

Accepted as Amended

Tabled


Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney

v. Sam Sweeney moved, and Leo Krick seconded to appoint Gordon Dromgoole, Jim LeTourneux and Patricia

Farrell as Director Emeritus Members. The motion passed unanimously.

VOTE RECORD: Approve to appoint Gordon Dromgoole, Jim LeTourneux and Patricia Farrell as

Director Emeritus Members.

Accepted

Accepted as Amended

Tabled


Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney

2) BOARD MINUTES: ACTION The board reviewed the minutes from the December 12, 2018 board meeting. Dave Cruickshank

noted a word error on page 4, second to the last paragraph, in the last sentence, and referencing Miller Woods. The word “curve”

should read “curb”. Pat FitzGerald moved, and Leo Krick seconded to accept the minutes with the correction as noted by Dave. The

motion passed unanimously.

VOTE RECORD: Approve the, 2018 Board Minutes.

Accepted

Accepted as Amended

Tabled


Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney



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2H 3) TREASURER’S REPORT: The board reviewed the December Treasurer’s Report. Pat FitzGerald moved, and

Leo Krick seconded to accept the Treasurer’s Report as submitted. The motion passed unanimously.

VOTE RECORD: Approve 2019 Treasurer’s Report

Accepted

Accepted as Amended

Tabled


Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney

4) REVIEW CORRESPONDENCE: Barbara circulated copies of a letter from Director Jim Rue from the Department of

Land Conservation and Development regarding solar rule-making. There is a meeting scheduled for January 24 and

Barbara wanted to make sure everyone received a copy of the letter. There were various other districts’ minutes and

newsletters circulated, including ODA’s newsletter, the Ag Quarterly, in a new glossy design.

Barbara noted she was going to divert from the agenda for a moment, then asked Ximena to take a few moments to

share her background. Ximena shared how she and her husband completely changed their way of life, leaving the high-

tech corporate world and city, for country living in Yamhill County.

5) OLD BUSINESS:

a. Oregon Association of Conservation Districts (OACD) Teleconference: Pat reported there was not a

teleconference held in December. He did report, however, about National Association of Conservation District’s

second round of Technical Assistant Grant funding. Pat noted the first round was exclusive to districts with the

greatest need or those without a tax base. The grant money funded staffing needs to implement Technical

Assistance, but he said he doesn’t know if the same holds true this time around but offered to find out. Pat also

offered to take any questions or concerns when he attends the NACD conference this year, which will be held in

San Antonio, TX.

Pat reported, once again, on the OACD November strategy meeting and the work and processes taking place to

implement those strategies. He believes it will take the better part of a year to implement most but they hope to

have some minor housekeeping items by the April CONNECT Conference in Sunriver. They will also hold

another meeting this year in the fall, noting this will be two annual meetings for OACD this year, held to enact

resolutions. He said to “stay tuned” for updates.

b. Update on Property Transfer and Stewardship Endowment: Larry reported that the updated closing will be

held no later than January 31, 2019. The biggest hold up for the two agreements related to the endowment is the

pending review by the Oregon Department of Justice of deeds, transfer, and conveyance docs. Their review is

required on behalf of the State of Oregon’s investments in the property by OWEB. Larry feels edits and changes

should be minimal. The trust agreement is in final draft form and has been sent to The Nature Conservancy

attorney’s for final review. Larry shared the detail plans for financial distribution agreements and noted there are

copies available upon request.

He added that escrow instructions are drafted and the district’s attorney, Joe Strunk has them for his review.

Leo asked questions about the distribution process for clarification. Larry read directly from the investment

distribution language, answering Leo’s management process question(s).



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2H c. Pesticide Collection (Report): The district, along with the Greater Yamhill Watershed Council (GYWC), assisted

at a recent pesticide collection event hosted by the Oregon Department of Agriculture (ODA) and the Department of

Environmental Quality (DEQ). Marie reported that 32 people registered and over 30,000 lbs. of material was

collected. She also noted that 4% of the material collected were legacy chemicals. ODA and DEQ will be hosting

more collection events over the next 16 months. Luke Westphal distributed a handout illustrating the percentages of

chemicals collected.

d. Local Work Group Meeting (Report): Thomas reported the results of the 2018 Local Work Group (LWG) Meeting.

Attendee feedback focused on five main subjects; water storage, fire management, climate change, wildlife habitat

and water rights. Thomas reviewed a number of proposals he’s put together to address the concerns of the work

group. Discussion ensued for the future of the LWG and how to make it more effective and not only create more

interest but also attendance. In addition, Sam suggested the district add an article about current climate change

issues to the district’s newsletter.

NEW BUSINESS:

a. Native Plant Sale – March 1 & 2: The online sale went live on Friday, January 4th. Mike reported orders are

coming in quickly and currently over 60 orders have been received. The Conservation Notes newsletter, reported at

16 pages, is a bit late this month. This is due to staff changes, however Julie noted it will go to print this week. The

extra pages are due, in part, to the fact the order form and plant description documents now each require 3 pages

of real estate! They were formerly one page, front and back only. Also, the district’s 17-18 annual report is included

in the newsletter. James commented that Polk District is not holding their annual plant sale this year which may

generate additional customers for our sale.

b. 2019 Mileage Reimbursement Rate - .58/mile effective 1-1-19: Julie announced an increase in the annual

mileage reimbursement rate from 0.545/mile to 0.58/mile. The increase was in effect as of January 1, 2019. Julie

encouraged board members to complete their 2018 reimbursement sheets. She noted the 2019 reimbursement

form is included with the board packet. Julie will also email an electronic version of the form.

c. Office Closure (Update): Thomas reported that there is no new information regarding the shutdown. NRCS will

continue to operate on a contingent budget but the office could close at any time. FSA remains closed until further

notice. Larry explained that NRCS is functioning on funds that carried over from a previous budget. Larry will update

the board with any changes.

d. Compensation to directors: Larry shared that he was approached by Dave regarding possible compensation to

the board directors for work performed on the district’s behalf. Larry referenced state law that permits board

compensation but is not required. Dave and Leo shared their conversation concerning the position of the board

chair and time spent.

Sam Sweeney moved, and Leo Krick seconded to implement a compensation policy effective January 1, 2019, for

the board chair, while performing official duties, payable up to $50/day. The motion passed unanimously. The board

will evaluate the compensation policy in April.

VOTE RECORD: District to compensate board chair up $50/day for duties performed on behalf

of district.

Accepted

Accepted as Amended

Tabled


Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney



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2H

(Compensation cont.) Pat asked for additional compensation considerations for board directors working on state

boards and/or committees, and on behalf of the district. Larry encouraged Pat to present his suggestion for a

supplemental expense plan. This compensation will be intended to help offset travel and other related expenses.

6) DISTRICT MANAGEMENT:

a. Temporary Appointment & Work Schedule – Jessica LaRue: Larry introduced Jessica to the board. Jessica is

the new office assistant and volunteer coordinator for the district. She previously worked for the district in

2013/2014. Jessica gave a brief overview of her background. Her regular scheduled hours are:

i. Monday: 10:30 am – 5 pm and

ii. Tuesday through Thursday: 8:30 am – 3 pm

Larry, Julie, and Jessica are working to determine duties and responsibilities for the office assistant position.

Amanda Greene will be preparing the newsletter and other desktop publishing tasks to her workload. The goal to

shift responsibilities is mainly for time management purposes.

b. Transition Planning: Larry announced that Mike’s last day will be Friday, January 18th. There will be an informal

gathering at the Grain Station at 4 pm on that date to honor Mike. The short-term plan is to distribute Mike’s duties

amongst staff members, especially the eminent plant sale. The scope of this position and responsibilities will be

evaluated to define the position before recruitment can begin. Larry thanked Mike for his contribution to the district

and in turn, Mike thanked the board and district staff for the many opportunities he had working for and with the

district.

c. Audit Update: The audit is complete and has been delivered. Larry thanked Julie on the hard work and assistance

she put into completing the audit. Larry commented that the district is in good financial shape and will be in even

better shape after the endowment has taken place. The district’s payable for the audit is $8,000.00. This rate was

contracted for three years with one year remaining. The completed 17/18 audit and auditor’s annual letter was

distributed.

d. LGIP Rate Change: Larry noted the latest rate for LGIP is 2.75% or a 25-basis point increase.

e. Board Committee Assignments & Appointments (ACTION): there was discussion and eventually the following

additions and changes were voted and approved:

i. Winery Association – Ximena noted there weren’t any wine related associations and asked to

represent the district on the Oregon Winegrower’s Association (OWA), Land Use and Natural Resource

(LUNR) Committee, specifically. This membership and participation and will be added to the roster for

assignments and appointment naming, Ximena as the representative.

ii. Weed Committee: Gordon Cook was added as chair. Gordon Dromgoole remained on the committee.

iii. Small Woodlands and Weed: Gordon Dromgoole asked to maintain his presence on this committee.

iv. In addition to her presence on OWA, Ximena Orrego asked to join the Land Use and a Chehalem

Valley Chamber representative.

v. Remove Mike Crabtree’s name from the safety committee and Miller Woods assignments and decide

staff replacements later.

vi. Sam Sweeney confirmed his presence on the weed committee.

Pat FitzGerald moved, and Dave Cruickshank seconded to approve the board committee assignments

and appointments with the changes noted. The motion passed unanimously.



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2H VOTE RECORD: Approve Board Committee Assignments and Appointments as listed

Accepted

Accepted as Amended

Tabled


Barbara Boyer

Gordon Cook

Dave Cruickshank

Ximena Orrego

Pat FitzGerald

Leo Krick

Sam Sweeney

7) EDUCATION & OUTREACH: a. Newsletter: Julie reported that the newsletter is almost finished and will go to print this week. It is later

than usual and is 16 pages. It includes the Native Plant Sale plant descriptions and order form, now each

3 pages, and the annual report. The physical copy is expected to hit mailboxes by the end of next week

while the e-letter will be delivered as soon as the newsletter is done.

b. SDAO Annual Conference – Comp Registration Feb 8-10: Larry announced this annual opportunity to

participate in the SDAO Annual Conference, this year at Sunriver. No one came forward with interest.

c. Earth Day & Woodland Tour – Dates: Julie proposed that Earth Day be held on Saturday, April 27th and

the Woodland Tour dates, May 15th and 16th. These dates were approved by consensus.

d. Josh requested to attend the OSU EXTENSION, Master Woodland Program: The program requires a

commitment for eight consecutive Saturdays to participate in the Master Woodland Program. Larry asked

the board to support approval to flex Josh’s schedule in consideration of this time commitment. They

concurred by consensus.

8) Land Use:

a. Land Use Table: Ximena engaged conversation about land use applications and the district’s position,

especially related to solar applications. She noted, at this time, the Red Prairie solar application is being

appealed and inquired if the district will respond.

Sam Sweeney moved, and Dave Cruickshank seconded to have the district submit a letter reinforcing its

previous position on the Red Prairie solar application. The motion passed unanimously.

VOTE RECORD: Provide letter to land use concerning Red Prairie solar application.

Accepted

Accepted as Amended

Tabled


Barbara Boyer

Gordon Cook

Dave Cruickshank

Pat Fitzgerald

Leo Krick

Ximena Orrego

Sam Sweeney

9) Protected Properties:

a. Chegwyn Farms: Mike shared the district purchased a Polaris electric car, from surplus, for Charlie’s use

at the Chegwyn Farm. The vehicle includes a windshield, bench seat and is 4-wheel drive. The total cost

of the Polaris was $500 with an additional $735 spent on six new rechargeable batteries.

b. Miller Woods: Mike reported that the home’s septic system recently failed. A contractor has been

scheduled to repair the system on Friday, January 11. Due to the small size of the existing septic system,

county planning denied repair, requiring a new installation. A new pipe is going to be routed from the



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2H septic tank to the new tank installed for the future public restrooms. The contractor is going to work with

volunteers over the weekend to lay the pipe. Dave suggested ensuring that the pipe is large enough to

allow for future expansion.

United States Fish and Wildlife (USFW) grow-out is in full swing and Sonya will begin picking up plants for

the Native Plant Sale towards the end of the month.

A grant from the Siletz Tribe was awarded to Miller Woods to help fund educational trail signs. Rick

Thomas is assisting in the design of the signs.

Mike shared that Sonya has been viewing the cameras located near the parking lot to determine the

average number of daily visitors to Miller Woods.

Larry shared that the Oregon Watershed Enhancement Board (OWEB) will hold their annual staff meeting

at Miller Woods on March 5th. They plan to do volunteer work, around the property, following the meeting.

c. Mt. Richmond: No report was given.

d. Muddy Valley Habitat Reserve: No report was given.

e. Yamhela Oak Conservation Outlook: Mike commented that Josh’s training with Master Woodlands

will be helpful in future timber harvests on the property.

*Barbara Boyer left the meeting and Dave Cruickshank assumed control of the meeting.

10) NOXIOUS WEEDS:

a. Roadside Inventory Presentation (Weed Maps): Justin gave a power point presentation on his weed

mapping throughout the county. He explained that part of his position is funded by the district’s partnership

with Yamhill County Public Works. For the past several months Justin has worked with interns to inventory

roadside vegetation, specifically areas with noxious weeds and significant erosion. While mapping Justin

also treated large populations of target weeds. His presentation highlighted areas throughout the county

where large populations of weeds are present, severe erosion has occurred, and vegetation is causing a

traffic hazard. Justin explained that his focus is mainly on weeds present on the Oregon State Weed

Board’s A & B list as that is where most of their grant funding is focused. Over the next field season Justin

will focus on treating garlic mustard and continue surveying roads throughout the county.

11) STAFF REPORTS: No reports were made.

12) BOARD MEMBER REPORTS: There were no board member reports.

13) AGENCY REPORTS: Thomas reported RCPP applications appear to be a 50/50 split between Yamhill and Polk

counties. There was only one EQIP contract for the last funding period which was for organic projects. The first-round

cutoff for EQIP contracts is March 15 for forest health initiative or water quality. Thomas mentioned the NRCS link on

the district’s website is missing and Julie will address to get this fixed.

14) PUBLIC COMMENT: There were no public comments.

15) ADJOURNMENT: Dave Cruickshank adjourned the meeting at 10: 49 am.

wednesday, january 9, 2019 2h board meeting minutes · 2019. 3. 15. · wednesday, january 9, 2019...

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