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Board of Supervisors
Monthly Meeting Minutes
Tuesday, December 17, 2013
3:00 PM
Present at the meeting:
David Hall, Board Member
Dan Cathers, Board Member
Doug Rushton, Board Chair
Treacy Kreger, Board Member
Eric Johnson, TCD Board Member
Kathleen Whalen, TCD Administrator
Ashley McBee, TCD Staff
James Weatherford, TCD Staff
Amy Franks, TCD Staff
Summary of Action Items:
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Eric Johnson to schedule time for new board member training with Kathy
Amy to provide a FY2013 and FY2014 budget to actuals analysis
Kathy to provide staff feedback on “needs” for new vehicle at January board meeting
Kathy to contact Pacific Shellfish Institute (PSI) and ask how they are addressing county
utilizing a different water quality indicator bacteria than PSI’s proposed project
5. Kathy to send ILA back to Okanogan for revision, to include a dispute resolution clause,
clarification of the appropriate Superior Court to address disputes, and correction of
grammatical/spelling errors
6. Board to send any suggestions/comments for updating monthly staff report to Kathy
7. Kathy to check with board and staff to see who needs to be recertified in CPR
8. Kathy to contact Jenny Henderman re: Firewise program development; Find out more
details re: program/grant application & what exactly is being proposed
9. Kathy to find out what committees TCD board and staff serve on
10. Dan Cathers to coordinate board feedback and process for Kathy’s evaluation
11. Treacy/Eric to send Kathy web link to the County’s meeting calendar
TCD has rotating meeting chair duties for each Board Meeting. This month’s meeting chair is Doug
Rushton. Doug Rushton called the meeting to order at 3:00 p.m. There was a quorum.
1. Welcome, Introductions and Public Comment:
No members of the public were present.
2. Agenda Review:
Additions:
A. Okanogan CD & Thurston CD ILA for Technical Employee Work Group (See Admin Report)
B. 1099 Update from James Weatherford (Between Agenda Items 4-5)
C. Upcoming Legislative Day (Jan 27-28, 2014) (See Roundtable)
D. Kathy’s 2013 Evaluation (See Roundtable)
E. CPR Certification (See Roundtable)
3. Partner Reports:
A. NRCS, Jeff Swotek
 Jeff not present
B. WACD, David Hall
 Update: SW Area CDs’ interest in WACD coordinating a common health insurance plan
 Dave contacted all Area Directors; Focused on SW Area; Directors expressed interest; David
requested email/response after Area Directors inquired within the local districts; Have not received
feedback
 David to meet with Dave Vogel after further communication with Area Directors
C. WACD Annual Meeting Wrap-Up, All
 David Hall: Went well; Covered a lot of information; Outcomes were good for the betterment of the
organization
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 Dan Cathers: Plan next year to stay the night in order to see WSCC meeting
 Treacy Kreger: Got a lot out if it; What stood out: Firewise program in Kittitas County, where do
we stand and what are we doing in our CD?; The WADE presentation was great; Appreciated
resources for outreach to people/partnerships outside the normal “box” (i.e., Non-traditional CD
partners; James Tech Group Presentation, good concept to build database of resource specialists
whose expertise can be identified and utilized among CDs; Interesting & Educational discussion of
election process
 Kathy Whalen: Got most out of Tribal sessions; Communicated with other CDs to discuss pathways
for building relationships with tribes
 Doug Rushton: Recognized TCD reps were talking/mingling with everyone
 Dan Cathers: (Re Outreach & Tribes) Lacey FD board meetings have sub-committees to allow
board members to routinely interact with targeted groups; Is establishing committees for this
purpose something we would like to further discuss?
 General acknowledgement & accolades for staff participation
4. Review of November 26, 2013 meeting minutes:
Line Edits: Throughout: GHB not JHB
99: “David Hall”
261: “Wildland Urban Interface”
264: Facilitator to come in
274: Put numbers on grants in grant reports; Not line numbers on the report
Minutes Approval: David Hall moved to approve the November 26, 2013 meeting minutes, as
amended. Treacy Kreger seconded. Motion Passed.
A. Action Item Follow-up:
Action items from November 26, 2013 Board Meeting are as follows:
1. TCD to post NRCS Press Releases announcing program updates & application timelines: DONE
2. Jeff to follow up with NRCS documentation to clarify conservation easement predictability: DONE;
Indicates conservation in perpetuity through NRCS programs; Board still lacking information
on procedures utilized by other conservation orgs (federal, county, non-profits, etc.)
3. Kathy to send out link to board members from WSCC webinar providing details on 1099s: DONE
4. Amy to change FY2014 budget to have business cards listed once & reflect total cost for 2014:
DONE
5. Amy to provide TCD FY2014 Budget at December board meeting for final approval: DONE
6. Kathy to forward map to board members that indicates areas of ‘fire’ concern in Thurston Co: Kathy
followed up & found out such a map does not exist for this area; Update: Grant has been
submitted to begin development of Firewise program in several counties throughout Puget
Sound
7. Amy to report if budget on track, given financials indicate -$22k net income as of Oct 31, 2013:
DONE; See December Financial Report
8. Kathy to develop public notice regarding election announcement and procedures: Kathy working on
these materials
9. Kathy to present insurance quotes & broker recommendation at December board meeting: DONE
10. Kathy to contact G.H.B. and get quotes for medical insurance: DONE
11. Kathy to reach out to Chehalis, Nisqually, & Squaxin Tribe staff to gauge interest & position on VSP:
Kathy contacted sources within Squaxin and & Chehalis tribes; Has not heard back from
anyone within Nisqually Tribe; Appears to be lack of confidence in VSP process; Kathy
continuing to communicate with Tribal liaisons and BOCC; however; has not heard about any
significant movement or progress in collaboration between BOCC and local tribes
12. Kathy to communicate with WSCC and John Bolender re: Engineering Addendum and Agreement:
DONE; See Admin Report
13. Treacy to provide info on tools available to develop and report measurables for strategic plan:
Reaching out to Heidi at Thurston County Health Department & supplying information
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14. Eric Johnson to schedule time in January to meet with Kathy for board member training: AI – Eric
Johnson to schedule time for new board member training with Kathy
1099 Discussion Update, James Weatherford
 James found out farmers are to file a Schedule F to offset financial effects/implications of costshare monies received and taxed via a 1099
 Board decision for 2013: TCD to include a simple, straightforward recommendation within the yearend letters landowners will receive from Amy; Should state something to the effect of “TCD is
required by WSCC by-laws to notify cost-share cooperators they will receive a 1099. Contact your
local tax advisor and look into a Schedule F.”
 For the future: Discuss up front with landowners; Let them know this issue is not outlined in costshare contract; Consider submitting Resolution to WSCC to provide appropriate wording
 Tech Group Update:
o Completed a solid draft; Pitching at WACD Annual Meeting
o Compiling response and feedback from NRCS, WSCC, WACD, & CDs for a final review; Goes to
WSCC on January 18th
 Task Order & TSP Assignments:
o Per Roylene’s executive decision, resource specialists can perform task order work and be on
TSP concurrently.
o However, cannot be a chair in local area or co-located with NRCS
5. Financial Report:
A. Monthly Financial Report, Amy Franks
Amy presented end of year balance sheet and other financials to Board:
 Balance Sheet:
o A/R funds have been received since printing of this report
o Everything looks normal
 Balance Comparison to November 2013
o More funds in checking account; Same in savings, A/R same as last year
o General overall better cash position compared to last year
 P/L:
o November Assessment funds were received
 P/L Comparison:
o Generally better position than last year
o Same assessment deposit
o Close comparison in grant activity; More goods & Services (due to more equipment rentals &
Amy F working at Pacific CD)
 Overhead Allocation (how much assessment money is being leveraged for grants)
o Unfunded indirect cost is $18,049.00; Want to see under $26k
 P/L Budget vs. Actual for December
o Compared to budgeted P/L, generally in line with annual capital budget
o Intergovernmental revenue lower than anticipated
o Plant Sale revenue not reconciled yet
o Expenses largely under budget throughout the year
 November Action Item Follow-Up: -$22k in October’s P/L report reflected higher than usual
expenses; Services & Charges hit in Oct: $12k in Americorp (will get back in vouchers); Quarterly
invoices from contractors, WADE registration fees, NACD annual fees
Review of check register, Dan Cathers
 The board reviewed the check register.
Check Register Approval: Dan Cathers moved to approve the check register, including Check #’s
17816 - 17839, totaling $ 33,091.93, and voided check #s 17816-17826. David Hall seconded.
Motion passed.
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B. 2014 Annual Budget
 Amy presented a final draft of TCD’s FY14 Annual Budget to board members for final approval
 Draft budget posted on TCD website; Budget sent to Chehalis, Squaxin, & Nisqually Tribes; Budget
sent to City Managers & Thurston BOCC; No comments have been received
 Budget Questions/Concerns:
o Is there a standard composite rate?; No, composite rate calculated based on various costs for
employment (payroll taxes, medical insurance, salary, retirement)
o Planning for Vehicle Purchase: Previous 2013 budget set aside $9k; Board interested in
increasing vehicle allotment to $12 - $15k; Next step: Make a budget adjustment to establish a
set budget for a vehicle purchase
Budget Approval: Dan Cathers moved to approve TCD’s FY 2014 Annual Budget. Treacy Kreger
seconded. Motion passed.
Board intends to re-visit cost of vehicle, following discussion with staff, in January board
meeting.
AI – Amy to provide a FY2013 and FY2014 budget to actuals analysis
AI – Kathy to provide staff feedback on “needs” for new vehicle at January board meeting
6. 2014 Shellfish Fund Work Program, Kathleen Whalen
 Program has gone through review and received approval from Shellfish Stakeholder’s Group (SH
Group) & Thurston County BOCC; TCD board members heard and reviewed proposals at Sept
2013 board meeting
 BOCC briefing last Friday; Very receptive to all projects; Sandra excited about role ecological site
assessment could play in VSP program; Discussion of implementing program county-wide; Kathy
following up with Erik to discuss BOCC interest in ecological assessment data; TCD expectation is
ecological assessment data is housed here; Rather not fund program than turn over data to BOCC
 Kathy is presenting 2014 Shellfish Fund Work Program to board members for review and final
approval
 Board discussion regarding Thurston County Environmental Health taxing Shellfish Protection
District residents and also receiving grant monies through this program; Board consideration of
looking at rates and charges as alternative to assessment funding; Board considering articulating
thoughtful approach to this issue and taking action at next assessment
AI – Kathy to contact Pacific Shellfish Institute (PSI) and ask how they are addressing county
utilizing a different water quality indicator bacteria than PSI’s proposed project
2014 Shellfish Fund Work Program Approval: David Hall moved to approve the FY 2014 Shellfish
Fund Work Program. Treacy Kreger seconded. Motion passed.
7. 2014 Medical Insurance, Kathleen Whalen
 Kathy presented price quotes to board for medical insurance options
 In response to last board meeting, Kathy requested broker supply additional quotes with $500
deductible; Also, met with representative from GHB
 GHB quotes were same; GHB representative said our agent has provided appropriate variety of
plans and competitive quotes; Recommended we stay with our current agent if good customer
service; She did not have anything new or different or any recommendation to change
 Missed enrollment in plan with lowest rates; Did not have time to provide notice of public meeting;
Can consider that company next year
 Board Decision: Board to make recommendation to go with Regence Platinum but ultimately leaves
the decision up to staff
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David Hall moved to change insurance plan to Regence Platinum if staff buys in; If staff prefers,
we will default to renewal of our current Regence plan. Dan Cathers seconded. Motion passed.
8. Administrative Report, Kathleen Whalen
A. Voluntary Stewardship Program
 See November Action Items; Kathy will pass along any new information
B. Lepman FFFPP Project
 Ongoing project to alleviate fish passage issue on cooperator’s property; Kathy updated board
members that this project has been completed
 All funds spent; Anything remaining will go towards Kathy’s time
C. Status of Engineering Cluster Agreement
 Regarding Engineering agreement brought before TCD board last month; Kathy augmented to
address board concerns
 Our previous Cluster Agreement was amended at the local level a couple years ago. Those
amendments included a dispute resolution clause and verbiage to indicate regularly scheduled
meetings and communication
 Upon discussion among our Cluster districts, we opted to retain our own agreement, as there
was nothing different being offered in the new WSCC agreement. John conferred with Stu via
email, indicating that given we had all just signed onto a new agreement and that our version
included the same new elements the WSCC’s new agreement offered, we would retain our own
agreement, unless informed otherwise by WSCC staff. No further communication was received
from WSCC staff.
D. Okanogan CD & Thurston CD ILA
 Board was asked to consider approval of ILA between OCD & TCD
 TCD contracting OCD for up to $2,500 in services related to WACD Technical Employee Work
Group deliverables
 ILA duration is November 1, 2013 – December 31, 2014; Services covered include staff time for
staff time, travel expenses, etc.
 Probably will not bill more than $1,500 but have to have formal agreement to exchange any
funds
 Also serves as a blanket ILA; Can be used for services beyond Tech Group
 Board Concerns: Does not outline dispute resolution actions prior to going to court; Document
needs spell check
AI – Kathy to send ILA back to Okanogan for revision, to include a dispute resolution clause,
clarification of the appropriate Superior Court to address disputes, and correction of
grammatical/spelling errors.
E. Monthly Staff Report
 Board presented with November’s monthly staff report
 Kathy working with staff to update this template for 2014; Discussing how best to update the
staff report to better capture & reflect strategic/annual goals and info needed for grant reporting.
AI – Board to send any suggestions/comments for updating monthly staff report template to
Kathy
F. Grant Report
 Board presented with November’s monthly grant report
o Stephanie confident most, if not all, SSG Shellfish funds will be expended
o Has not connected with Sarah; Kathy confident Sarah will spend Clear Choices funding down
to zero
o LID: Had a project designed in Nisqually; Great site for demonstration; Weather prevented
project construction from beginning; Kathy communicated to BOCC re: still wanting to
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implement in project in 2014 & Received go ahead; Kathy communicating with SH Group
before year-end to receive permission before grant expiration on 12/31/13
o Sarah was going to coordinate but has priorities on Commerce Grant; Mason CD coordinating
because their staff has expertise; Builds partnership between CDs
o Shellfish Cost Share completed; Dave working on two conservation plans and will spend
remaining Shellfish TA/Farm Planning funds
9. Round Table, All:
David:
Nothing to report.
Kathy: Several staff CPR certified; Previous price quotes for certification courses for all staff
members were cost prohibitive; Staff is gathering at Kathy’s for a Christmas potluck;
Expressed appreciation for new members and the chemistry of the board
AI – Kathy to check with board and staff to see who needs to be recertified in CPR
Dan:
Shared reflection that lack of BOCC consideration for Ag Advisory Committee input could
lead to TCD not continuing to support staff participation on the committee and/or
Conservation Futures; Another option to formally acknowledge our recommendations are
not receiving due consideration; Thurston County will be included in the “umbrella” of other
counties covered in the current application Jenny Henderman is putting together for
Firewise funding/program development; TCD can still engage in due diligence to see what
we can do to further the Firewise programming in Thurston County
AI – Kathy to contact Jenny Henderman re: Firewise program development; Find out more
details re: program/grant application & what exactly is being proposed
Doug:
Would like to create a working list of all committees TCD staff and board members
participate in; Doug has been conducting Kathy’s evaluation but would like another board
member to take this task on this year
AI – Kathy to find out what committees TCD board and staff serve on
AI – Dan Cathers to coordinate board feedback and process for Kathy’s evaluation
Treacy: Inquired how board traditionally responds/coordinates when other organizations request
board member action via email; Response: Kathy follows up with board members; If
needed, we add topic to meeting agenda
Eric:
Ag Advisory council meeting (Jan 30th): Presenting information on Sustainable Thurston’s
Agenda 21 proposal; Conservation Futures Meeting (Dec 8th, 9am, Room 208), Glacial
Heritage Acquisition on Agenda; Fish & Wildlife purchased 110 acres next to Tenino
Speedway for Mazama pocket gophers critical habitat
AI - Treacy/Eric to send Kathy web link to the County’s meeting calendar
Ashley: Legislative Day scheduled for Jan 28th 2013; TCD looking to board members to attend
appointments with legislators; Legislative calendar has not been released & it is looking as
though it could be challenging to compete with legislative session obligations to schedule
appointments this year
January board meeting moved to Thursday January 30th.
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Doug Rushton adjourned the meeting at 6:47 p.m.
Respectfully Submitted,
_______________________
Doug Rushton, Meeting Chair
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