SWCDM SPECIAL BOARD MEETING June 11th, 2020 BOARD … · 2020. 6. 10. · i. Current Agreements:...

SWCDM SPECIAL BOARD MEETING

June 11th, 2020

Meeting Minutes

BOARD MEMBERS PRESENT:

Mike Hansen: Chair Gene Evans: Treas John Anderson Roddy Rost

Jeff Wivholm: Vice Chair Dean Rogge Roger Hybner

OTHERS PRESENT: Stephanie Adams, Melissa Downing; Laurie Zeller; Mark Suta; Willie Bernard; Steve

Headstrom; Bill Naegeli; Tom Watson; Tenlee; Atchinson; Jim Simpson; Gayla Wortman; Jane Holzer;

Rick Van Dyken; Kate Arpin; Rob Brandt;

Meeting called to order by Mike Hansen at 8:03 AM

Approve Meeting Minutes (May 12th, 2020)

● Motion to Approve: Dean Rogge

● Seconded: Gene Evans

● Discussion:

● VOTE: Motion passes

Review and Acceptance of the Financial Report:

● Motion to Approve: Gene Evans

● Second: Jeff Wivholm

● Discussion:

● VOTE: Motion Passes

Approve 990:

There are a few questions that we are waiting on to be answered, so there is not one to review today.

The final 990 should be available within the next week or so. The Board agreed that this can be sent out

via email to look over and respond with concerns or approval.

SWCDM Personnel Interim Committee:

Previously, The SWCDM Board decided to mirror the MACD Personnel Committee; Mike Hansen, Jeff

Wivholm and Gene Evans were selected to serve as the personnel committee until Spring Board, where

it could be discussed and suggested changes could be made;

Dean Rogge states that he is okay with the committee as long as the information gets passed along to

the board, it's important that the whole board knows what is going on;

● Motion to Approve: Roger Hybner

● Seconded: Dean Rogge

● Discussion:

● VOTE: Motion Carries

June 10th, 2020

BPMC Cooperative Agreement Review and Discussion:

As previously discussed, the current BPMC Cooperative Agreement expires next year and

SWCDM/WACD is working on a new one; the working-document provided incorporates SWCDM, WACD,

and NRCS comments;

- Discussion about should the language be ‘donations’ or ‘fees’ or both?

- Tom Watson asked about why donations exist and how they are used: donations were originally

used to help purchase the PMC in the ’50s and they continued it as a maintenance fee; Mike

Hansen comments that the donations give the CD’s ownership and a connection to BPMC; Roger

Hybner adds that the annual donation is an additional fund that is used to update the facility.

Wyoming has a similar arrangement;

- The Board proposed a change to the last page where it discusses the necessary vote for

dissolution; it should be ⅔ of the full board;

- Members brought up a previous idea regarding the BPMC board structure and it was suggested

that it be discussed during the next BPMC Board meeting.

BPMC LLC Formation Discussion / Next Steps:

- Stephanie Adams will attend the next BPMC board of directors meeting in June, 2020 to finalize

the Cooperative Agreement.

- Bobby Frank, WACD, talked with an attorney and accountant about moving to an LLC, and

adding their name to the property deed would affect them, it was determined that they are

good to go.

- Tom Watson asks who has final say on entering into the LLC, Mike Hansen states it would be

SWCDM and WACD.

SWCDM Program Updates:

see attached programs update

Program / Project Planning:

Due to time, the board was not able to complete the planned program/project planning activity. It was

discussed that another meeting should be had in late July, in Billings, for this meeting to take place.

MOTION TO ADJOURN:

● Motion: Jeff Wivholm

● Seconded: Gene Evans

● VOTE: Motion passes

NEXT MEETING:

TBD, Late July (Stephanie will send out a doodle poll)

06/02/2020 Programs Update

Grant-Funded Programs:

1. Mini-Grant Program

a. All MOA’s finalized. Working with DEQ on cataloging high-quality projects for promotion

2. Flathead Septic-System Maintenance

a. Held 05/27 meeting with project partners & continuing planning

2. Ranching for Rivers

a. Meeting with interested parties in Standford on June 18th. Potential partnering opportunity with

DNRC’s ranching initiative. Also invited to join Ranching Education discussions with MSU

Extension and other partners working on Ranching-related education and initiatives.

3. Watershed Stewardship Funding

a. 3 CD applications received, 2 will be partially funded

NRCS Contribution Agreements

1. Conservation Delivery Agreement (Pollinators, Soil Health, & Conservation Stories)

a. Soil Health: Ongoing planning for 2021 Soil Health Symposium

b. Pollinators: No applications received for the pollinator’s cost-share program. Will evaluate

funding with NRCS soon, possibly use for 2021 BSWC program

2. Montana Conservation Partnership Initiative

a. Currently: ~$2.1million of the $2.5million agreement is encumbered.

i. Current Agreements: PF, Little Beaver CD, BCR, SGI, and SWCDM Admin

ii. Pending Agreements: MRCDC, Valley CD, and Blackfoot Challange

b. Sage Grouse Initiative Employees:

i. 2 vacant positions in Glasgow and Roundup. Announcements posted and accepting

applications through June 30th.

Bridger Plant Materials Center

- The PMC board hired new administrator: Theresa Kosel and 2 summer helpers

- Compiling comments and edits for Cooperative Agreement

Other Completed SWCDM Activities since 05/12:

- May 13th: SWCDM Staff Mid-Year Reviews

- May 19th: Flathead Basin Commission - Wastewater Treatment Committee Meeting

- May 21st: MRCDC Quarterly Meeting

- May 27th: Flathead Septic-Maintenance Partners Meeting

- Provided aid to MACD for general activities for Board, Executive Committee, and Reorganization Cmte.

Upcoming Activities :

- June 9th & 10th: Spring Board

- June 15th: Soil Health Symposium Planning Meeting (Bozeman)

- June 15th: Semi-annual reports & reimbursement requests for 319 grants

- June 17th: BPMC Meeting (Pending)

- June 18th: Ranching for Rivers Partners meeting (Standford)

Soil Water Conservation Districts of MT, Inc.

Budget vs. Actuals: 2020 budget - FY20

As of June 1st, 2020

INCOME Actual 2020 Budget

1 INTEREST 2.65$ 15.00$ 18%

2 Int. Income-MT. Comm Foundation 288.63$ 290.00$ 100%

3 TOTAL 291.28$ 305.00$

4 OFFICE/GENERAL ADMIN

5 Admin Support - MACD 4,684.35$ 9,000.00$ 52%

6 Convention Support - MACD -$ 5,000.00$ 0%

7 Rent Income 3,830.00$ 12,120.00$ 32%

8 TOTAL $ 8,514.35 $ 26,120.00

9 PROGRAM INCOME 267,723.48$ 1,363,842.54$ 20%

10 REFUNDS/DIVIDENS/REWARDS 5.69$ 700.00$ 1%

11 TOTAL INCOME $ 276,534.80 $ 1,390,967.54

12 GROSS PROFIT 276,534.80$ 1,390,967.54$

EXPENSES Actual 2020 Budget

13 MEETINGS

14 Board Meetings -$ 500.00$ 0%

15 Convention -$ 100.00$ 0%

16 Spring Board -$ 100.00$ 0%

17 TOTAL -$ 700.00$

18 MISC EXPENSE -$ 500.00$ 0%

19 OFFICE BUILDING EXPENSE

20 Property fees / SID 671.65$ 1,344.00$ 50%

21 Repayment -$ 7,215.00$ 0%

22 TOTAL 671.65$ 8,559.00$

23 OFFICE/GENERAL ADMIN EXPENSE 24.79$ -$

24 Annual Report Printing 458.00$ 500.00$ 92%

25 Insurance -$ 3,700.00$ 0%

26 Office Equipment - Hardware/Software 712.00$ 1,500.00$ 47%

27 Office Maintenance 140.00$ 2,500.00$ 6%

28 Office Supplies 249.69$ 2,000.00$ 12%

29 Postage 11.00$ 100.00$ 11%

30 SOS reporting 20.00$ 20.00$ 100%

31 Utilities 1,680.83$ 3,500.00$ 48%

32 TOTAL 3,296.31$ 13,820.00$

33 PAYROLL EXPENSES

34 WAGES 290,484.00$ 44%

35 Holiday Pay 4,578.57$

36 Regular Pay 27,204.00$

37 S 4,125.00$

38 Salary 70,738.67$

39 Sick Pay 8,474.48$

40 Vacation Pay 12,348.31$

41 Wellness Allowance 6,300.00$ 27,300.00$ 23%

42

43 Retirment 9,403.75$ 18,155.25$ 52%

44 Taxes 11,155.63$ 53,548.09$ 21%

45 Cell Phone Stipend 750.00$ 1,800.00$ 42%

46 Worker's Compensation 2,070.26$ 6,860.00$ 30%

47 TOTAL 157,148.67$ 398,147.34$

48 PROFESSIONAL SERVICES

49 Accounting/Audit 16,000.00$ 0%

50 Consulting/ Board Dev. / Nonprofit -$ 500.00$ 0%

51 Legal 1,500.00$ 0%

52 Quickbooks 334.00$ 1,020.00$ 33%

53 Tax Preperation 18.97$ 1,200.00$ 2%

54 TOTAL 352.97$ 20,220.00$

55 TRAINING/WORKSHOPS/MEMBERSHIPS 122.54$ 2,500.00$ 5%

56 Memberships. Dues, subscriptions 30.00$ 500.00$ 6%

57 TOTAL 152.54$ 3,000.00$

58 TRAVEL

59 Board 316.00$ 2,000.00$ 16%

60 Staff 2,458.43$ 45,000.00$ 5%

61 TOTAL 2,774.43$ 47,000.00$

62 *PROGRAM EXPENSES (Passthrough) 161,176.25$ 617,500.00$ 26%

63 WEBSITE -$ 500.00$ 0%

64 TOTAL EXPENSES 325,572.82$ 1,110,046.34$ 29%

65 NET (49,038.02)$ 280,921.20$

PENDING INCOME 65,021.91$

ADDITIONAL NOTES

Report does not include BPMC - See next Page

Monday, Jun 01, 2020 08:20:47 AM GMT-7 - Accrual Basis

INCOME TOTAL

1 INTEREST 2.65$

2 Int. Income-MT. Comm Foundation 288.63$

3 TOTAL INTEREST 291.28$

4 OFFICE/GENERAL ADMIN

5 Admin Support - MACD 4,684.35$

5 Rent Income 3,830.00$

6 TOTAL OFFICE/GENERAL ADMIN $ 8,514.35

7 *PROGRAM INCOME 267,723.48$

8 REFUNDS/DIVIDENS/REWARDS 5.69$

9 TOTAL INCOME $ 276,534.80

10 GROSS PROFIT 276,534.80$

11

12 EXPENSES TOTAL

13 MEETINGS

14 Board Meetings -$

15 Convention -$

16 Spring Board -$

17 TOTAL -$

18 MISC EXPENSE -$

19 OFFICE BUILDING EXPENSE

20 Property fees / SID 671.65$

21 Repayment -$

22 TOTAL 671.65$

23

24 OFFICE/GENERAL ADMIN EXPENSE 24.79$

25 Annual Report Printing 458.00$

26 Office Equipment - Hardware/Software 712.00$

27 Office Maintenance 140.00$

28 Office Supplies 249.69$

29 Postage 11.00$

30 SOS reporting 20.00$

31 Utilities 1,680.83$

32 TOTAL OFFICE/GENERAL ADMIN 3,296.31$

33 PAYROLL EXPENSES

34 Wages

35 Holiday Pay 4,578.57$

36 Regular Pay 27,204.00$

37 S 4,125.00$

38 Salary 70,738.67$

39 Sick Pay 8,474.48$

40 Vacation Pay 12,348.31$

41 Wellness Allowance 6,300.00$

42 Retirment 9,403.75$

43 Taxes 11,155.63$

44 Cell Phone Stipend 750.00$

45 Worker's Compensation 2,070.26$

46 TOTAL PAYROLL 157,148.67$

47 PROFESSIONAL SERVICES

48 Accounting/Audit

49 Consulting/ Board Dev. / Nonprofit

50 Legal

51 Quickbooks 334.00$

52 Tax Preperation 18.97$

53 TOTAL PROFESSIONAL SERVICES 352.97$

54 TRAINING/WORKSHOPS/MEMBERSHIPS 122.54$

55 Memberships. Dues, subscriptions 30.00$

56 TOTAL 152.54$

57 TRAVEL

58 Board 316.00$

59 Staff 2,458.43$

60 TOTAL TRAVEL 2,774.43$

61 *PROGRAM EXPENSES (Passthrough) 161,176.25$

62 WEBSITE

63 TOTAL EXPENSES 325,572.82$

64 NET (49,038.02)$

ADDITIONAL NOTES

Report does not include BPMC - See next Page


INCOME Actual as of Feb 11th, 2020 2020 Budget

1 BRIDGER PMC INCOME

2 Income 17,489.05$ -$

3 Barley and Hay Sales 4,331.90$ 5,000.00$

4 Interest/cash on hand 32.04$ -$

5 MT District Donations 875.00$ 1,125.00$

6 NRCS Rent 20,835.00$ 50,000.00$

7 WY District Dues 1,600.00$

8 TOTAL BRIDGER INCOME $ 43,562.99 $ 57,725.00

EXPENSES Actual as of Feb 11th, 2020 2020 Budget

9 BRIDGER PMC EXPENSES 25.00$

10 Administration Staff & Taxes 1,623.15$ 200.00$

11 Seasonal Staff & Taxes 28,000.00$

12 Worker's Comp 1,290.00$

13 Irrigation Water Assessment 2,250.00$ 1,400.00$

14 Janitorial Service 6,500.00$

15 Maintenance 1,000.00$

16 Property insurance 4,400.00$

17 Surety Bond 100.00$

18 Taxes Paid 2,600.00$

19 TOTAL BRIDGER EXPENSES $ 5,188.15 $ 44,200.00

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Profit & Loss



BRIDGER PMC INCOME

INCOME

MT District Donations

Interest/cash on hand

Barley and Hay Sales

Income

TOTAL BRIDGER INCOME

EXPENSES

$ 43,562.99

$ 20,835.00

WY District Dues

NRCS Rent

TOTAL BRIDGER EXPENSES

Taxes Paid

Surety Bond

Property insurance

Maintenance

$ 5,188.15

BRIDGER PMC EXPENSES

Janitorial Service

Irrigation Water Assessment

Worker's Comp

Seasonal Staff & Taxes

Administration Staff & Taxes

TOTAL

2,250.00$

1,290.00$

1,623.15$

25.00$

TOTAL

$ 875.00

32.04$

4,331.90$

17,489.05$




1 ASSETS TOTAL

2 Current Assets

3 Bank Accounts

4 Bridger PMC - Opportunity 1611 $ 100.45

5 Bridger PMC checking-Roundup(7929) $ 1,815.88

6 Bridger PMC RBC Capital Market- Roundup $ 11,973.75

7 Bridger PMC Savings-Roundup(8244) $ 33,079.62

8 Checking - Opportunity 6498 $ 76,720.04

9 PayPal $ 2,933.70

10 Petty Cash $ 94.00

11 Savings - Opportunity 5549 $ 24,789.41

12 Total Bank Accounts $ 151,506.85

13 Accounts Receivable

14 Accounts Receivable $ 31,482.08

15 Total Accounts Receivable $ 31,482.08

16 Other Current Assets

17 Prepaid Health Insurance $ 1,996.18

18 prepaid insurance- BPMC $ 1,808.00

19 Uncategorized Asset $ (67.00)

20 Undeposited Funds $ -

21 Total Other Current Assets $ 3,737.18

22 Total Current Assets $ 186,726.11

23 Fixed Assets

24 Accum. Depr. $ (217,633.38)

25 Bridger PMC Leasehold Improvements $ 76,507.00

26 Equipment & Furniture $ 15,823.00

27 Helena Office and Bridger PMC Building $ 272,646.00

28 Land $ 86,448.00

29 Truck - Grey F150, 2007 - MRP program

30 Original cost $ -

31 Total Truck - Grey F150, 2007 - MRP program $ -

32 Truck Ford F150, Green, 2007 - MRP program

33 Original cost $ -

34 Total Truck Ford F150, Green, 2007 - MRP program $ -

35 Total Fixed Assets $ 233,790.62

36 TOTAL ASSETS $ 420,516.73

37 LIABILITIES AND EQUITY

38 Liabilities

39 Current Liabilities

40 Accounts Payable

41 Accounts Payable $ -

42 Total Accounts Payable $ -

43 Credit Cards

44 US Bank Credit Card $ 1,952.15

45 Total Credit Cards $ 1,952.15

46 Other Current Liabilities

47 Direct Deposit Payable $ 35,620.81

48 Payroll Liabilities




49 Blue Cross Blue Shield $ 700.49

50 Federal Taxes (941/944) $ 3,119.92

51 Federal Unemployment (940) $ 26.49

52 MT Income Tax $ -

53 MT Unemployment Tax $ 571.43

54 Retirement Contribution Payable $ 11,749.78

55 Total Payroll Liabilities $ 16,168.11

56 Vacation/Sick Leave Liability $ 19,171.60

57 Total Other Current Liabilities $ 70,960.52

58 Total Current Liabilities $ 72,912.67

59 Long-Term Liabilities

60 Boulder River Note Payable $ 19,957.77

61 Meagher County Note Payable $ -

62 Sidewalk Improvement N/P $ 4,851.00

63 Treasure County Note Payable $ -

64 Total Long-Term Liabilities $ 24,808.77

65 Total Liabilities $ 97,721.44

66 Equity

67 Opening Bal Equity $ 52,270.74

68 Prior Period Adjustment $ 281.19

69 Retained Earnings $ 281,446.78

70 Unrealized Gain/Loss on Investments $ (540.24)

71 Net Income $ (10,663.18)

72 Total Equity $ 322,795.29

73 TOTAL LIABILITIES AND EQUITY $ 420,516.73


Date Transaction Type Name Memo/Description Amount

Checking - Opportunity 6498

05/04/2020 Payroll Check Payroll Pay Period: 04/16/2020-04/30/2020 (11,967.96)$

05/05/2020 Tax Payment MT Department of Revenue MT Income Tax: 05/02/2020-05/05/2020 $ (815.00)

05/05/2020 Tax Payment IRS Federal Taxes (941/944): 05/02/2020-05/05/2020 (4,150.02)$

05/08/2020 Expense Montana.gov MT.gov 406-449-3468 $ (1,035.12)

05/11/2020 Check Lewis & Clark County Treasurer-V Property Taxes -second Installment 2019 $ (671.65)

05/12/2020 Check Greater Gallatin Watershed Council-V mini-grant reimbursement $ (987.48)

05/12/2020 Check Gallatin Conservation District-V mini-grant reimbursement - Macroinvertebrate trunk $ (800.61)

05/15/2020 Check Gene Evans 1/2 of MACD 2019 Convention travel expenses $ (316.00)

05/19/2020 Payroll Check Payroll Pay Period: 05/01/2020-05/15/2020 (7,274.79)$

05/20/2020 Tax Payment MT Department of Revenue MT Income Tax: 05/16/2020-05/19/2020 $ (452.00)

05/20/2020 Tax Payment IRS Federal Taxes (941/944): 05/16/2020-05/19/2020 $ (2,127.54)

05/27/2020 Check Action Print-V SWCDM 2019 annual reports $ (270.00)

05/29/2020 Expense HEALTH CARE SERV OBPPAYMT $ (449.61)

05/29/2020 Expense ACH monthly fee $ (15.00)

$ (31,332.78)

PayPal

05/19/2020 Expense North 40 Ag paypall fee $ (66.30)

$ (66.30)

05/07/2020 Expense NORTHWESTERN NWE BILL $ (121.45)

05/21/2020 Expense CITY OF HELENA UT BILL $ (48.36)

05/26/2020 Expense CHARTER COMMUNIC CHARTER CO $ (159.97)

(329.78)$

TOTAL (31,728.86)$

Date

Transaction

Type Memo/Description Account Amount Balance

US Bank Credit Card

2,256.00$

5/1/2020 Transfer US Bank Credit Card (428.99)$ 1,827.01$

5/1/2020 Expense fraud charge- reimbursed 5/6/2020 US Bank Credit Card 9.99$ 1,837.00$

5/6/2020 Credit Card Credit reimbursement of fraud charge 5/1/2020 US Bank Credit Card (9.99)$ 1,827.01$

5/12/2020 Expense Jotform US Bank Credit Card 5.00$ 1,832.01$

5/19/2020 Expense Abode for Gallatin CD US Bank Credit Card 55.00$ 1,887.01$

5/21/2020 Expense Annual report stamps and stickers US Bank Credit Card 24.79$ 1,911.80$

5/26/2020 Expense Greek Geeks- Network Hosting US Bank Credit Card 37.85$ 1,949.65$

5/28/2020 Expense Green Geeks- Network hosting US Bank Credit Card $ 2.50 $ 1,952.15

Total for US Bank Credit Card (303.85)$

TOTAL (303.85)$

Transaction Report (Credit Card)May 1st - May 31st, 2020

Beginning Balance

Tuesday, Jun 02, 2020 07:35:34 AM GMT-7

Soil & Water Conservation Districts of MT, Inc.

Check DetailMay 1st - May 31st, 2020

Savings - Opportunity 5549

Soil & Water Conservation Districts of MT, Inc.

Tuesday, Jun 02, 2020 07:35:34 AM GMT-7

SWCDM SPECIAL BOARD MEETING June 11th, 2020 BOARD … · 2020. 6. 10. · i. Current Agreements:...

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