Adams County Soil & Water Conservation District  338 South 36th Street  Quincy, IL   62301
Phone:  217/224-9305, Ext. 3  E-mail:  acsw@adams.net  Fax:  217/224-4969

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Meeting Agenda
Annual Report - Fiscal Year 2008
Annual Plan of Work - Fiscal Year 2009
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DRAFT MINUTES SUBJECT TO BOARD APPROVAL

Special Meeting
Monday, June 29, 2009 @ District Office
338 South 36^th Street, Quincy, IL 62301
 

Chairman, Woodworth called the meeting to order at 6:30 AM with the following present:  Directors: Bernie Woodworth, David McCleary, Joe Holtschlag, Ray Muegge, & Jon Morrison and SWCD Employees:  Pam Peter and Janet Beckman
The board discussed district funding.  The grant agreement with IDOA for the 4^th quarter allocation for FY 09 has been signed.  The district will be receiving $18,288.34 for Operations  (a 16% decrease from FY 2008), $24,750.00 for Partners for Conservation CPP allocation and $11,559.00 for SSRP Projects.  There is no news on FY 2010 funding at this time. 
Holtschlag made a motion to adjourn to closed session at 6:50 AM.  Seconded by Muegge.  Motion carried. 
McCleary made a motion to return to regular session at 7:07 AM.  Seconded by Morrison.  Motion carried.
Due to the current financial situation, Holtschlag made a motion to lay off employees effective July 31, 2009.  Seconded by Muegge.  Motion carried.  The district gave employees an official letter of termination of employment effective August 1, 2009.  Holtschlag suggested sending letters to AISWCD, Senator Sullivan and Representative Tracy, and the Director of Ag, Tom Jennings, informing them of the current funding situation. A letter will also be sent to Steve Chard, Director of IDOA-BLWR concerning the Partners for Conservation funds the district has already received and what to do about the jobs which are not complete.
The board reviewed the Resolutions for the AISWCD Annual Meeting to be held on Friday, July 24, 2009.
The next regular meeting will be at 6:30 AM on Monday, July 27, 2009 at the district office.
Muegge made a motion to adjourn the meeting at 7:45 AM.  Seconded by Morrison.  Motion carried. 
Minutes taken by:     Janet Beckman, Administrative Coordinator

DRAFT MINUTES SUBJECT TO BOARD APPROVAL
Regular Meeting Monday, June 22, 2009 @ District Office
338 South 36^th Street, Quincy, IL 62301

 Chairman, Woodworth called the meeting to order at 6:35 AM with the following present:
Directors: Bernie Woodworth, David McCleary, Joe Holtschlag, & Jon Morrison
SWCD Employees:  Pam Peter and Janet Beckman
NRCS Employee:  Matt LeMaire
Director Ray Muegge was absent                                                                  

Secretary’s report:  Holtschlag made a motion to approve the May regular meeting minutes as printed.  Seconded by McCleary.  Motion carried.
The Treasurer’s Report was reviewed as printed. McCleary made a motion to approve the Treasurer’s Report and employee time sheets as printed.  Seconded by Morrison.  Motion carried.  See Attachment A.  The board reviewed and signed bank statements and credit card statements.
Correspondence-No Discussion: Filed in office binder for Director’s review.  See Attachment B.
Correspondence-Discuss:  none

 Old Business:

v  The board will discuss the FY 2010 budget in closed session due to employee issues.  A letter from Director Jennings, Illinois Department of Agriculture was reviewed.
v  The board reviewed the draft Annual Plan of Work for FY 2010.  Holtschlag made a motion to approve the Annual Plan of work as printed and asked for the directors to take the plan home and review again in a few months, contingent upon funding and staffing.  Seconded by McCleary.  Motion carried. 
Holtschlag will not be able to attend the AISWCD Summer Conference, so Woodworth will attend as the voting delegate.
v  Morrison made a motion to not contribute to the Adams County Ag Awareness Program this year due to lack of funding.  Seconded by McCleary.  Motion carried.
New Business:
v  The board received a copy of the Long Range Plan, District Policies, Erosion & Sediment Control Program Guidelines, and “T” by 2000 Strategic Pan.  Holtschlag made a motion to table until July meeting to give Directors a chance to review the information.  Seconded by McCleary.  Motion carried.
v  Holtschlag made a motion to request $150,000.00 in Partners for Conservation monies, contingent upon funding for Operations.  Seconded by McCleary.  Motion carried.
v  The board reviewed the FY 09 Annual Report.  It was suggested we add cost-share project information (tons of soil saved, nutrient loading information, and acres benefitted).  McCleary made a motion to accept the FY 09 Annual Report with amendments.  Seconded by Holtschlag.  Motion carried. 
v  Holtschlag made a motion to dispose of surplus property - the display board and file box for slides.  Seconded by Morrison.  Motion carried.
 The board reviewed a letter from AISWCD concerning paying 3^rd quarter dues.  Holtschlag made a motion not to pay dues for the 3^rd quarter allocation at this time.  Seconded by McCleary.  Motion carried.

Reports: See Attachment C

v  Greater Area Bear Creek Watershed – Peter gave an update.  We will try to get copies of a brochure on septic system maintenance for handout.  A brochure on invasive species and their control was discussed.  Two Rivers RC&D may be interested in doing this, and would need a project application sent to their Board of Directors. The committee discussed getting a 319 grant, but this was put on hold due to the uncertainty of staffing at local SWCD offices.

•  RC&D Report – Morrison will be attending the meeting on June 24, 2009.
    RC Report - Printed.  

•  AC Report - Printed. 

•  NRCS Report - Printed.  LeMaire is acting DC of record for Greene County while stationed in the Adams County Office.  Dickirson is acting DC in Green County for up to 120 days.

 Holtschlag made a motion to adjourn to executive session at 7:50 AM, to discuss the budget and how it would affect staffing.  Seconded by McCleary.  Motion carried.
Holtschlag made a motion to hold a special meeting on Monday, June 29, 2009, at 6:30 AM, to discuss the funding and staffing situation.  Seconded by McCleary.   Motion carried.

The next regular meeting will be at 6:30 AM on Monday, July 27, 2009 at the district office.

Holtschlag made a motion to adjourn the meeting at 8:55 AM.  Seconded by McCleary.  Motion carried. 

Minutes taken by:  Janet Beckman, Administrative Coordinator

Regular Meeting Monday, May 18, 2009 @ District Office
338 South 36^th Street, Quincy, IL 62301

 Chairman, Woodworth called the meeting to order at 6:30 AM with the following present:
Directors: Bernie Woodworth, David McCleary, Joe Holtschlag, Jon Morrison & Ray Muegge.
SWCD Employees:  Pam Peter and Janet Beckman
NRCS Employee:  Matt LeMaire was absent
Secretary’s report:  Holtschlag made a motion to approve the April regular meeting minutes as printed.  Seconded by McCleary.  Motion carried.
The Treasurer’s Report was reviewed as printed.  The board discussed the FY 09 budget and funding.  McCleary made a motion to approve the Treasurer’s Report and employee time sheets as printed.  Seconded by Morrison.  Motion carried.  See Attachment A.  The board reviewed and signed bank statements and credit card statements.
Holtschlag made a motion to cancel the Cooperator Agreements as listed.  Seconded by Muegge.  See Attachment B.
Correspondence-No Discussion: Filed in office binder for Director’s review.  See Attachment C.
Correspondence-Discuss:
v  The board discussed a letter from AISWCD concerning the American Clean Energy and Security Act of 2009 and its effects on the Illinois Conservation and Climate Initiative. 
v  The board discussed the AISWCD Annual Meeting and Conference which will be held at the Hilton Hotel in Springfield July 22 – 24, 2009.  Peter asked the directors to return their registration form to us by the June meeting and hotel registrations forms as soon as possible.
v  Holtschlag was appointed voting delegate for the AISWCD Annual Meeting and Conference.  Woodworth is the alternate.

 Old Business:

v  Peter gave an update concerning the business wanting to contract with the district to use the drill and tree planter.  Peter researched rental rates from other SWCD’s.  The cost for renting the tree planter ranges from $20 - $100 per day and the drill from $100 per acre to $200 per day.  Since the business has not called back, no action will be taken at this time.
v  Peter gave an update on the lawsuit against another SWCD concerning cost-share approvals.  The court did not consider the suit since the information given was incorrect when the suit was filed.
v  Peter gave an update on Earth Day for 2010.  She asked directors to discuss it with Pike and Brown County directors at Summer Conference if they attend.

 New Business:
v  Peter presented a list of Annual Plan of Work ideas to the board and asked them to add to the list.z
v  The board discussed the FY 2010 budget.  No final information is available on what is yet to be received for FY 2009 operations, but we should know by the June meeting.  Overall, the Board will need to make some decisions regarding personnel costs because that is basically the only area where expenses can be reduced.  This was tabled until the June meeting.
v  Holtschlag made a motion to have Padovic and Fleer complete our FY 09 State of Illinois Comptrollers Report for $300.00.  Seconded by Muegge.  Motion carried.
v  The board discussed the SWCD Contribution to the Adams County Ag Awareness Program.  This was tabled contingent upon funding.
v  Due to cost, the next Greater Bear Creek Area Watershed meeting location will be at the Mendon Town Hall on June 17, 2009.  There will be no charge for the use of the building.
Other Business:  Morrison suggested the possibility of charging a small fee to the landowner requesting a survey or receiving CPP funds, to help pay for Peter’s technical assistance.  Peter will check with other counties to see if anyone else charges for this assistance.

 Reports: See Attachment C
v  RC&D Report – none
v  RC Report - Printed.  
v  AC Report - Printed. 
v  NRCS Report - none.
Holtschlag made a motion to adjourn the meeting at 7:45 AM.  Seconded by Muegge.  Motion carried.
The next meeting will be at 6:30 AM on Monday, June 22, 2009 at the district office.

 Minutes taken by:       Janet Beckman, Administrative Coordinator

 
Regular Meeting Monday, April 27, 2009 @ District Office 338 South 36^th Street, Quincy, IL 62301 

Chairman, Woodworth called the meeting to order at 6:30 AM with the following present:

Directors: Bernie Woodworth, Joe Holtschlag, Jon Morrison & Ray Muegge.
SWCD Employees:  Pam Peter and Janet Beckman
NRCS Employee:  Matt LeMaire
Director McCleary was absent                                                                                               

Secretary’s report:  Muegge made a motion to approve the March regular meeting minutes as printed.  Seconded by Holtschlag.  Motion carried. 

The Treasurer’s Report was reviewed as printed.  Beckman noted the fish sale made a profit of $477.71.  Holtschlag made a motion to approve the Treasurer’s Report and employee time sheets as printed.  Seconded by Muegge.  Motion carried.  See Attachment A.  The board reviewed and signed bank statements and credit card statements. 

 Correspondence-No Discussion: Filed in office binder for Director’s review.  See Attachment B.

 Correspondence-Discuss:  none

 Old Business:
v     The board discussed going back to having an audit by a CPA.  This was tabled until we find out more about our FY 2010 budget.  Also discussed was the status of legal action against a SWCD regarding Director conflict of interest and CPP approvals.
New Business:
v      Peter gave an update on the Earth Day Celebration held for area 5^th grade students, at JWCC.  Overall, the event went well, and teacher and presenter evaluations have been reviewed.  The board expressed disappointment that SWCDs were not recognized as organizing the event.  It was suggested possibly cooperating next year with the Olde Tyme Association’s School Days, which is held at the Adams County Fairgrounds the 3^rd week in September.  Also questioned was if the field day for 5^th graders was a good fit with the rest of the Earth Day activities. Attendance was low for the Saturday Earth Day activities for the general public.
v       The district had a request from a business wanting to contract with the district to use the drill and tree planter.  It was the consensus of the Board that businesses would be billed by the day and would need to show proof of insurance.  Peter will check on rental rates. 
v      The district received the 3^rd quarter CPP FY 09 allocation.  Holtschlag made a motion to approve the FY 09 priority list as far as the money will go.  Seconded by Morrison.  Motion carried.
v      The board discussed the FY 2010 budget proposal.

 Other Business:
v     Directors, Peter, and Beckman signed the Certification of NRCS Conservation Cooperator forms.
v     Due to the next regular board meeting being on Memorial Day, the May meeting will be held Monday, May 18, 2009.

Reports: See Attachment C
v     RC&D Report – none
v     RC Report - Printed.  
v     AC Report - Printed. 
v     NRCS Report - Printed.

 Holtschlag made a motion to adjourn the meeting at 7:35 AM.  Seconded by Morrison.  Motion carried.
The next meeting will be at 6:30 AM on Monday, May 18, 2009 at the district office.

 Minutes taken by:            Janet Beckman, Administrative Coordinator
Approved by:                     Jon Morrison, Secretary 

Special Meeting Agenda
Monday, June 29, 2009 @ SWCD office  6:30 AM

Call meeting to order
Closed session to discuss District budget as it relates to employee hours
Return to open session

Þ     Completed the Greater Bear Creek Area Watershed plan. The plan is on our web page.
Þ     Administered the Illinois Conservation Reserve Enhancement Program. One permanent easement approved.
Þ     Contacted legislators concerning the SWCD funding issues this fiscal year.
Þ     Co-sponsored a field day for 600 fifth grade students with John Wood Community College and U of I Extension.
Þ     Over 150 requests for erosion control projects, well decommissioning, and nutrient management plans through the Illinois Partners in Conservation Program. $125,000 was received in May, 2008.  All funds have been allocated.
Þ     Administered the Road Protection Project, funded by the Adams County Board. The program helped 3 landowners control soil erosion and water runoff that was previously damaging county roads, and reduced soil erosion losses by 226 tons annually.
Þ     In cooperation with Illinois and Missouri Extension, Soil and Water Conservation Districts and ag businesses, held the 13th Annual No-Till Seminar in February. 160 people attended.
Þ     Worked with the Adams/Brown University of Illinois Extension Unit, Adams County Farm Bureau and others to continue the Ag Awareness program. The Ag Awareness program was responsible for 442 presentations reaching over 10,000 children and adults.
Þ     Kept SWCD Home Page – www.adamsswcd.org - updated. 
Þ     Fulfilled all SWCD responsibilities according to State Law, including the Vegetative Filter Strip Property Tax Assessment Act, Water Use Act, Erosion & Sediment Control Act and all other administrative responsibilities.
Þ     Had published or aired 26 press releases or media interviews.
Þ     The SWCD newsletter was made available on-line at www.adamsswcd.org, and mailed to those requesting it in September and January.
Þ     Spoke to school classes and adult groups as requested. Also provided materials and teaching tools on a loan basis.
Þ     Provided over 4,500 fish fingerlings for pond stocking.
Þ     Served as a judge for Adams County 4-H fair projects.
Þ     Assisted USDA-NRCS in conservation planning and application and Farm Bill program responsibilities.
Þ     Provided information on farmland protection as requested.
Þ     Provided information and assistance on natural resource conservation programs and issues to the public.
Þ     A tree planter, obtained with financial assistance from the Illinois Wild Turkey Federation, Adams County Sharpspurs, and the Illinois Department of Natural Resources, was used to plant 18 acres of trees and shrubs.
Þ     In cooperation with the Illinois Department of Natural Resources, distributed wildlife food plot seed to 19 landowners.
Þ     Served on Two Rivers Resource Conservation and Development Council.
Þ     Participated in the Career Expo for high school sophomores sponsored by the Quincy Area Chamber of Commerce.  Distributed new soil surveys (both hard copies and CD’s) to landowners, businesses and units of government.
Þ     Participated in Ag Coop Manager meetings.
Þ     Applied for and received a grant to address water quality issues in urban area.
Þ     Participated in Director and employee training sessions.
Þ     With Brown and Pike County SWCD’s, held a Conservation Day for clients at Transitions.
Þ     Continued to provide information and application assistance for the Illinois Conservation and Climate Initiative.
The above is a summary. A complete copy of work items and accomplishments is available by contacting the SWCD office.