DEER CREEK CONSERVATION DISTRICT BOARD OF DIRECTORS MEETING
Date: April 10, 2012
Place: 300 South Broadway - Weatherford, OK.
Time: 1:01 - 4:27 p.m.
Members Present: Others Present: Agency Reps Present: Associate Directors Present:
Alveta Taylor, Chairperson Kristi Hill, Inf/Educ Coord. Roderick Dukes, NRCS Larry Wright
Bertha Miller, Vice-Chair Elton Fry, Equip. Mgr. Malcolm Jones, NRCS Sue Harper-Brown
John Flaming, Sect’y-Treas. Christine Harper, Dist. Mgr.
Glenn Dickey, Member
Carol Gaunt, Member
CALL TO ORDER
1. Alveta Taylor, Chairperson, called the meeting to order. She noted this was a regular scheduled meeting, held in compliance with the Oklahoma Open Meeting Act, Title 25 of the Oklahoma Statutes, Sections 301 and following, as amended. Notice of this scheduled meeting is on file with the Custer County Clerk’s office. The agenda for this meeting was posted at 9:00 a.m. April 5, 2012, at the front entrance of the district office, 300 S. Broadway, Weatherford.
AGENCY REPORTS
2. Agency Reports: NRCS - Roderick Dukes, Soil Conservationist, handed out written reports of technical assistance granted from the Clinton NRCS office to DCCD producers during March 2012 (see attachment “A”).
Malcolm Jones, Soil Conservationist, handed out written report of technical assistance granted from the Cordell NRCS office to DCCD producers during March 2012 (see attachment “B”).
3a. Executive Session -1
Vote to Go into Executive Session, Per Title 25 Section 307(B) (7) to discuss contracts, district agreement sheets, modifications, and/or conservation plans- Motion made by Mr. Gaunt, seconded by Mr. Flaming, and carried; to go into executive session to discuss contracts, district agreement sheets, modifications, and/or conservation plans for: Ron Lowry, Flaming Brothers, Mark Graf, Brad Perkins, Larry Miller, Lyle Combs, Don Claussen, Blue Chip Farms, Kim Roof, Chris Hanover, Scott Hoffman, Don Amen, Ryan Haggard, Zane Bergen, Harold Dean Bell, and Eddie Lee. Those voting ayes were: Miller, Taylor, Gaunt, and Flaming.
1:04 p.m. Kristi Hill, Sue Harper-Brown, Larry Wright, and Elton Fry excused themselves from the meeting.
b. Executive Session to Discuss and Review Plans, District Agreement Sheets, Modifications, and/or Contracts in item (3a.) above -went into executive session at 1:05 p.m.
c. Board re-entered Open Session at 1:17 p.m. - Motion made by Ms. Miller, seconded by Mr. Gaunt, and carried; to approve
Plans, District Agreement Sheets, Modifications, and/or Contracts listed in item 3a. above. Those voting ayes were: Miller, Taylor, and Gaunt. Flaming abstained.
1:18 p.m. Kristi Hill, Sue Harper-Brown, Larry Wright, and Elton Fry re-entered the meeting.
MINUTES
4. Consideration of Approval/Disapproval of Minutes for March 13, 2012 - Motion made by Mr. Gaunt, seconded by Mr. Flaming, and carried; to approve March 13, 2012 Board Meeting minutes as written. Those voting ayes were: Miller, Taylor, Gaunt, and Flaming.
DISTRICT OPERATIONS
5. District Operations- Consideration of and Possible Action on the Following:
5a. Appointed District Director Position (Gaunt) - Motion made by Mr. Flaming, seconded by Ms. Miller, and carried; to send the name of Carol Gaunt to OCC for re-appointment of the Director Appointed Position #2 for the Deer Creek Conservation District Board. Those voting ayes were: Miller, Taylor, Gaunt, and Flaming.
5b. NRCS Performance Worksheet - Roderick Dukes, NRCS, signed off on the Performance Worksheet for March 2012.
1:20 p.m. Glenn Dickey entered the meeting.
5c. Site 1 Cobb Creek Rehabilitation - Board was advised the Notice of Completion of Works sheet for Site 1 Cobb Creek has been sent to Joe Freeland, NRCS, to be filled out and signed.
5d. Site 2 Cobb Creek Rehabilitation -Board requested office staff to check on status of pond holding water on Site 2 Cobb Creek.
5e. Site 3 Cobb Creek Rehabilitation - Nothing new to report.
5f. Possible Purchase of fluffy grass seed drill- Board held discussion on the district’s need for a newer fluffy grass seed drill with no final decision being made at this time.
Bids on equipment for sale - Motion made by Mr. Dickey, seconded by Mr. Flaming, and carried; to table bids for grasslander and for district staff to check into Grant from US Fish and Wildlife and information from Central Purchasing. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
5g. DCCD 30th OD Classroom -April 26, 2012 - Motion made by Mr. Dickey, seconded by Ms. Miller, and carried; to serve pizza to presenters and workers and to purchase cupcakes to hand out to each teacher and child in attendance at the OD Classroom on April 26, 2012 located at PBar Farms. Also, provide each class with DCCD water bottles and soil stewardship materials. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
5h. Conservation Day at the Capitol - April 16, 2012 - Motion made by Mr. Gaunt, seconded by Ms. Miller, and carried; to set up a booth for the event on April 16, 2012. Ms. Miller, Ms. Taylor, Ms. Harper, and Ms. Hill will be attending. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
5i. District Director Elected Position #2 (Flaming)- Public Notice sent to papers - Board was advised the public notice for the district director elected position #2 currently held by John Flaming has been sent to the Weatherford Daily News and the Thomas Tribune.
5j. State Funded Cost Share Program 13 - Seven applicants were approved for program 13 of the State Funded Cost Share Program and some work has been completed, but no claims have been sent to OCC.
5k. Longevity Pay for Kristi Hill and Christine Harper - Motion made by Mr. Gaunt, seconded by Mr. Flaming, and carried; to approve longevity pay for Kristi Hill in the amount of $626.00 less retirement and taxes and Christine Harper in the amount of $2600.00 less retirement and taxes. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
5l. Postal Service - Mailing Permit - Motion made by Mr. Gaunt, seconded by Mr. Flaming, and carried; to pay renewal fee of $190.00 for the DCCD mailing permit. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
Motion made by Mr. Gaunt, seconded by Ms. Miller, and carried; to move to item 5n on the agenda. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
5n. Possible purchase of a generator or providing electricity to equipment barn - Motion made by Mr. Flaming, seconded by Mr. Gaunt, and carried; to purchase a compressorator from Western Equipment, 50ft. hose and reel, and wand for $1648.20. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
5o. OACD -dues - Motion made by Mr. Gaunt, seconded by Ms. Miller, and carried; to pay the $400.00 dues to OACD. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
5p. OACD Micro Grant Application - Motion made by Mr. Dickey, seconded by Mr. Gaunt, and carried; for Mr. Gaunt to talk to 1st National Bank of Weatherford and IBC Bank to see if they would be willing to participate and pay expenses for a Bankers Award Program and if there is no interest from the banks DCCD will then send in application for a micro grant to cover expenses for the event. Those voting ayes were: Miller, Taylor, Dickey, Gaunt, and Flaming.
2:27 p.m.- Carol Gaunt, Malcolm Jones, Roderick Dukes, Larry Wright, and Sue Harper-Brown left the meeting.
Motion made by Mr. Flaming, seconded by Ms. Miller, and carried; to move back to item 5m. on the agenda. Those voting ayes were: Miller, Taylor, Flaming, and Dickey.
5m. Executive Session-2
1. Vote in Open Session on whether to enter Executive Session as authorized by Title 25 Section 307(B)(1) to conduct Employee Performance Evaluations for: Equipment Manager, Inf/Educ. Coord., and District Manager. - Motion made by Mr. Flaming, seconded by Ms. Miller, and carried; to go into executive session to conduct Employee Performance Evaluations for: Equipment Manager, Inf/Educ. Coord., and District Manager.
2:30 p.m - Kristi Hill, Christine Harper, and Elton Fry excused themselves from the meeting.
2. Executive Session to discuss and review Employee Performance Evaluations as described in item 5m1 - went into executive session at 2:31 p.m. Board called each employee individually into executive session and conducted their employee performance evaluation.
3. Return to Open Session - Discussion and Possible Action resulting from the performance evaluations conducted on Equipment Manager, Inf/Educ. Coord., and District Manager - Motion made by Mr. Flaming, seconded by Ms. Miller, and carried; to approve and sign each employee evaluation completed and to send letter to OCC informing the Employee Performance Evaluations were completed on all DCCD employees. Those voting ayes were: Miller, Taylor, Flaming, and Dickey.
3:55p.m. Kristi Hill, Christine Harper, and Elton Fry re-entered the meeting.
FINANCIAL STATEMENT AND REVIEW OF ALLOCATION
- 6. Consideration of Possible Action on District Reimbursement Claim, Payment of Bills Owed by District, Bank Statement
Reconciliations, and Review of Allocation Register - Review of the financial statement March 2012 was given, attached hereto as Exhibit “a”, and Board reviewed the Allocation Register and accounts receivable and payable. Motion made by Mr. Dickey, seconded by Ms. Miller, and carried; to approve the financial statement March 2012, to pay accounts payable, approve the bank statement reconciliations, approve the allocation register, and to sign claims for reimbursement from the Oklahoma Conservation Commission. Those voting ayes were: Miller, Taylor, Dickey, and Flaming.
a. Disposition of maturing CD at MidFirst Bank of W’ford - $7000.00 - Motion made by Mr. Flaming, seconded by Ms. Miller, and carried; to renew the $7000.00 CD #1500403522 for thirteen months at the .449% rate. Those voting ayes were: Miller, Taylor, and Flaming. Dickey abstained.
EMPLOYEE TIME AND LEAVE RECORD REVIEW
7. Consideration of and Possible Action on District Employee Timesheets and Leave Record for Month of March 2012. Motion made by Ms. Miller, seconded by Mr. Dickey, and carried; to approve Employee Time Sheets and Leave Record for March 2012 as presented for Elton Fry, Christine Harper, and Kristi Hill. Those voting ayes were: Miller, Taylor, Dickey, and Flaming.
NEW BUSINESS
a. Shop Vac - Motion made by Mr. Flaming, seconded by Ms. Miller, and carried; to purchase a new 9 gallon shop vac for the district shop from Ace Hardware at a cost of $59.99. Those voting ayes were: Miller, Taylor, Dickey, and Flaming.
b. Repairs to tye drill - Motion made by Mr. Dickey, seconded by Mr. Flaming, and carried; to hold off on repairs of tye drill. Those voting ayes were: Miller, Taylor, Dickey, and Flaming.
CORRESPONDENCE
none
REPORTS
10a. Directors’ reports -
Taylor - attended and made muffins for the landjudging contest, attended reception for Sen. Schulz and Representative Wright, and assisted Master Gardeners with a container garden for Thomas 4H kids with garden seeds donated from DCCD.
Dickey - attended Custer County Cattlemans meeting in Clinton
10b. Associate Director’s reports - none
10c. Equipment Manager - Mr. Fry reported the corral has gone out once, the no-till drill twice and the tye drill three times. Also, he and Kristi have been making repairs to the tye drill and no-till drills.
10d. District Manager Report: Christine Harper gave written report for herself and Kristi Hill for the month March 2012 (see attachment “C”).
11. Public Comments: none
ADJOURNMENT
12. Motion made by Ms. Miller, seconded by Mr. Flaming, and carried; for adjournment. Those voting ayes were: Miller, Taylor, Dickey, and Flaming.